Assistance with Closing Vacancy

• ASU HR referred to in this article will generally refer to the HR Specialist or HR Assistant that the Hiring Manager is working with
• The Hiring Manager can also contact the service account asu.exthr@ohr.wisc.edu at any time with questions regarding their hire

Useful Documents

Hiring Reasons Form

Closeout Documents Needed - ASU

Instructions

A) Hiring Manager Responsibilities:

1. Complete the Hiring Reason Form (ASU HR will send this to you) 
2. Send non-select communication, if applicable
   1. This may be done by ASU HR or the Hiring Manager
   2. Visit Hiring - Recruitment - Interviews - V. Non-Selects for additional times that non-selects might be sent out prior to closing the vacancy

B) ASU HR Responsibilities:

1. Process official appointment letter and position description through TREMS for the candidate’s acceptance of online offer
2. Once candidate has officially accepted the online offer, enter candidate’s hire data into the Human Resource System (HRS)
3. Send New Employee NetID activation code to new employee and cc Hiring Manager.
   1. Note that this will not happen the same day as the hire. The hire must be processed overnight in HRS before ASU is able to send the NetID activation code.
4. Send official appointment letter and other appointment materials to Hiring Manager and onboarding group (extensionnewhires@g-groups.wisc.edu)
5. Send non-select communication. Applicants may be provided notification throughout the process, especially those that are no longer being considered at various points
   1. Visit Hiring - Recruitment - Interviews - V. Non-Selects for additional times that non-selects might be sent out prior to closing the vacancy
   2. ASU will proceed with non-select communication to other applicants unless the Hiring Manager notifies that they will perform this task for any of the applicants
6. Send Hiring Reason Form to Hiring Manager for completion 
7. Ensure all documentation for the recruitment is collected and saved to ASU’s drive. All documents used as a part of the recruitment, assessment and selection should be collected and retained upon completion of the search. Follow up with Hiring Manager for any additional materials needed