Human Resources
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Stage 2: Active Recruitment

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  6. Stage 2: Active Recruitment

Stage One
Pre-Recruitment

Stage Two
Active Recruitment

Stage Three
Post-Recruitment

Stage Four
Local Onboarding

This stage covers the period from job posting to a candidate's offer acceptance. A well-thought-out recruitment plan is your blueprint for success.

Stage 1 must be completed prior to beginning Stage 2.

Steps to Complete

Step 1: Building Your Recruitment Plan

Search strategy:

  • Timeline: When should this person start? Keep peak periods in mind and availability for training. When can you set aside time to interview? It’s a best practice to plan out your timeline before launching your search. 

  • Advertising Channels: HR drafts the job posting, which the hiring manager reviews before it goes live. The posting highlights the role’s key responsibilities and required qualifications. Work with your Talent Acquisition Specialist to identify the best places to attract quality candidates and build a strong, diverse candidate pool. 

  • Process: Outline key steps in the search process, including posting, screening, interviewing, and selection. Establish realistic deadlines for each stage to keep the search on track, manage candidate expectations, and ensure the hiring team is aligned on priorities and responsibilities.

  • HR Services: Lehigh’s Talent Acquisition team is happy to help with various parts of the search process. We offer strategic recruitment services through our LinkedIn platform, sourcing assistance, interview assistance, and more. Refer to the SHOP for a detailed list of services that you can take advantage of.

Tip - Use your Search Committee, Interview Panel, Administrative Support, and TA team early, clearly define roles, and strategically leverage recruitment channels to reach strong candidates.
 

Step 2: The Candidate Experience

  • A candidate (as defined in the SHOP) is an individual who has progressed beyond the initial application and is being actively considered for the role.

  • Communicate promptly with timely updates. This helps candidates stay engaged and reduce uncertainty during the process.

  • 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 on the search.

  • While hiring teams are learning about a candidate’s experience and qualifications, candidates are also getting a sense of Lehigh, the department, and the team dynamics. Create space for them to learn more about your department’s mission, and how the role contributes to the university’s goals. 

  • Provide candidates with key information to help them make informed decisions about joining Lehigh, including details on benefits, parking options (some free, others at varying costs by location), and insight into the Lehigh Valley community and campus resources.

Tip - Every interaction a candidate has throughout the hiring process shapes their perception of Lehigh. A positive, consistent experience not only helps us attract top talent but also reflects our values as an institution. A smooth, professional, and respectful experience is crucial, as candidates are also assessing you and Lehigh for culture and fit.
 

Step 3: Screening & Interviewing

  • For all classified staff hiring, the hiring manager takes on full responsibility for the search process, from preliminary screening through reference checks.

  • If a hiring manager would like support from HR during the recruitment process, a variety of services are available to select from when submitting the requisition in the HR Jira Portal.

  • The screening stage is an opportunity to identify candidates whose experience, skills, and values align with the role and department. Review applications consistently using the job description and criteria, considering relevant qualifications, work history, transferable or transitional experience, and education.

  • Lehigh recommends utilizing Behavioral-based interviewing techniques to understand how candidates have handled real situations in the past. By asking for specific examples of challenges, collaboration, or accomplishments, hiring teams gain insight into skills, work style, and alignment with the department’s culture.

  • Consistency is extremely important when running a fair and equitable search. All candidates must be treated the same and receive the same information, the same experience and have the opportunity to answer the same base questions.

  • Completing proper documentation in the PageUp Applicant Tracking System, is crucial during screening and interviewing for legal compliance, and accurate reporting. All search documentation is reviewed prior to making any offers of employment and, therefore should be completed in a timely manner.

Tip - Use an agenda during interviews. In the event the conversation becomes overly casual or personal, you can use it as a tool to get back on track.

 
Step 4: References

  • Lehigh requires two references from previous or current supervisors. These can be completed by the Hiring Manager or Human Resources. For internal finalists, the reference check requirement is obtaining feedback from the individual’s direct Lehigh supervisor.

  • It is best practice to inform the candidate prior to contacting their references.

Tip - Use reference checks as an opportunity to dig deeper. Ask targeted questions to confirm information gathered during interviews and/or to uncover any missing pieces.
 

Step 5: Offers and Negotiations

Extending an offer is an exciting final step. This is your opportunity to welcome a new team member and set the stage for a positive first impression.

  • The hiring manager, after consultation with the STEM business manager, must work with HRTA to determine a competitive compensation package. Hiring Managers may not extend offers without receiving approval from Human Resources.

  • The Hiring Manager typically extends the verbal offer, which includes the base salary, start date, and any other approved compensation.

  • HR and your Business Manager, if applicable, must be consulted on any negotiations or counter offers.

  • Upon verbal acceptance, the Hiring Manager notifies the HR Talent Acquisition team to draft the formal offer letter and provides the start date.

  • Keep all communications professional and consistent; refer questions to Human Resources at inemploy@lehigh.edu.

  • Confirm next steps with the candidate, including onboarding instructions or required paperwork.

Tip - Extending the verbal offer and negotiation is a crucial part of the process. A great negotiation leaves both parties feeling respected and excited.

Tip - Congrats on your new hire! Now is the time to start thinking about your new team member’s first day, first week, first month, and overall onboarding experience.

 

Resources

Move to Stage 3: Post Recruitment >>>