Human Resources
Finance & Administration

Stage 1: Pre-Recruitment

You are here

  1. Home
    2. »
  2. Learn & Grow
    3. »
  3. Using The Page Up Learning, Performance and Talent Portal
    4. »
  4. Training for Hiring Managers
    5. »
  5. Staff Hiring Process Overview
    6. »
  6. Stage 1: Pre-Recruitment

Stage One
Pre-Recruitment

Stage Two
Active Recruitment

Stage Three
Post-Recruitment

Stage Four
Local Onboarding

This stage is your strategic planning phase. Before a job is posted, we must confirm the need, define the role, and secure resources to ensure a fast, efficient process.

Steps to Complete

Step 1: Confirm the Organizational Need

Before moving forward, review your organizational chart and critically evaluate the workload. Ask these key questions:

  • Necessity Check: Can the duties be absorbed by an existing team member or technology? (Always look for process improvements first!)

  • Role & Resources: Are we filling an existing, budgeted vacant position/FTE, or are we requesting a new position?

  • Budget & Funding: Do you have a clear funding plan? All requests are subject to the Budget Approval Process, so having this lined up in advance is crucial for speed.

  • Current Documentation: If filling an existing role, is the Position Description (PD) accurately defined and up-to-date? If not, a Formal or Informal Re-evaluation request may be necessary.

Once the need is confirmed, map out your hiring process. This is where you determine who, what, and how we will recruit. Take a moment to review the SHOP (Standard Hiring Operating Procedures) and read through the terms and definitions. Then, imagine your preferred process before moving to step 2 and submitting the requisition. 

  • Internal Movement: Are you considering moving someone currently under your supervision into this role? 20-30% of positions are filled with internal candidates each year. Internal movement is a great way to promote employee satisfaction and retention. Make sure to discuss this process with the Talent Acquisition team before submitting the requisition. Important: Only classified staff are considered internal candidates. This excludes wage employees, temporary staff, student workers, contractors, and faculty.

  • Search Scope: Is this an external or internal search? Important: Only classified staff are considered internal candidates. This excludes wage employees, temporary staff, student workers, contractors, or faculty.

  • Who will participate: Will you use a Search Committee or an Interview Panel? Search committees are common for senior or complex roles, while panels work well for high-volume or entry-level positions.

  • Support: Do you have a well-defined recruitment plan (sourcing, timelines, etc.) or do you need assistance? Our dedicated Talent Acquisition (TA) team is ready to help you craft a winning plan!

Step 2: Submitting the Requisition

The Requisition is the essential, electronic request required to fill any classified staff position. Whether you plan an external search or an internal promotion/transfer. Think of it as your official green light! 

The process is initiated through the HR JIRA Portal called “Talent Assist”.  Select the “Talent Acquisition” category and then the form titled: “Start the process to hire a vacant position without making any changes to the position description.” The Hiring Manager is typically responsible for submitting the request, as they are the lead decision-maker and will be the direct supervisor for the role. 

  • Tracking: Once submitted, a ticket with a unique reference number is created. This ticket will remain open until the role is filled. Use JIRA for transparent, open communication, and feel free to check your ticket for status updates as we move through the process.

Within the requisition, you will clearly define the people responsible for managing the search and approving the hire. Key roles include:

  • Administrative Support: who can help to support the search on your behalf. 

  • Business Manager: who is responsible for financial oversight and budgetary approvals.

  • Employment Coordinator: who handles logistics and documentation.

  • Hiring Manager: The individual primarily responsible for overseeing a specific hiring process.

  • Interview Panel: Participants in candidate interviews—often later in the process—who evaluate applicants and provide feedback.

  • Search Committee: A selected group (often including faculty and staff) that participates in the early stages of the hiring process.

  • Search Committee Chair: A designated leader of the search committee who serves as both a participating member and primary coordinator of the group.

  • More information and definitions about these roles can be found in the SHOP.

Use the "Approver" section of the requisition to add the names of anyone who needs to sign off from your specific area (e.g., your Supervisor, Senior Leader, or Business Manager).

Tip: You do not need to add the Budget Office as an approver. All requisitions are automatically routed to the Budget Office for final approval once all your internal/departmental approvals are complete.

 
Step 3: Getting Ready to Launch (Criteria, Promotion, and Training)

With the Requisition submitted and approved, it's time to prepare yourself and your team for the position to be posted. This phase focuses on taking decisive action, understanding the process, and following a clear plan, you’re responsible for driving it forward.

  • Define and Communicate Selection Criteria: A fair and effective search starts with clarity on what we're looking for. Clearly identify the necessary skills, experience, and competencies required to succeed in the role. Ensure everyone involved (search committee, interview panel, and administrative support) understands and agrees on these criteria before reviewing applications. This ensures a consistent, objective evaluation. 

Tip - Not every search requires a search committee or interview panel; there is no obligation to utilize these roles.

  • Promote the Opening (Ethically and Effectively): Your personal network is a powerful tool! You’ll take the lead on this search process, but we must maintain fairness and compliance. Promote the job via your professional contacts, emails, and social networks. Use your enthusiasm to drive interest in working at Lehigh! All candidates must apply through our official job posting in the PageUp Applicant Tracking System (ATS). We cannot accept application documents via email. Make sure to maintain professional distance by forwarding all questions from potential applicants to Human Resources. While we encourage promotion, we need to prevent informal conversations that could compromise the fairness of the search.

Tip - Never promise outcomes; do not make any promises regarding interviews or job offers. All candidates are assessed fairly and equitably based on their knowledge, skills, and interpersonal fit during the formal process.

  •  Ensure Team Readiness & Compliance: When running a search, you and your team are directly representing Lehigh's culture and values.

Candidate information must be treated as confidential and disclosed only to those directly engaged in the recruitment process. Those participating will complete the Confidentiality Agreement prior to participating in the search.

  • Refresh Your Skills: HR offers a variety of training and user guides on best practices, compliance, and equitable hiring principles. All members of your search team (committee, panel, and support staff) must be properly trained and follow these established rules.

  • Remember the Candidate Experience: Throughout this process, candidates are also assessing you and Lehigh for culture and fit. A smooth, professional, and respectful experience is our goal.

  • Master the Tools: We offer user guides and support for navigating the PageUp Applicant Tracking System (ATS). Ensure your team knows how to use the system efficiently.

Resources

Move to Stage 2: Active Recruitment >>>