Staff Recruitment Procedures

These are general guidelines on how to begin the recruitment process to hire a new staff person. For additonal information, please contact Erika Roesch ( or x8295), Manager of Recruitment. Thank you.

The General Process to hire a staff member at SMC

Establishing a position:

  1. Identify if it is a new or replacement position. If it is a new staff position, begin by creating a Position Source Document (PSD). If it is a replacement position skip to step 2.

    Once you have created a PSD, please send an electronic copy to Evans Lusulli @ Evans will begin the evaluation process for the proper grade and he will send an email to confirm the grade and general salary guidelines. He will then indicate that the job request for recruitment (requisition) and posting process can begin.

  2. For staff positions, please send your job description and qualifications to Erika Roesch at to be input into the online system (GaelRecruit powered by NeoGov) for the recruitment process to begin. 
  3. Once the position has been entered into the GaelRecruit, you or your designee will be notified to create an online job requisition (request). This job requisition is used to secure approvals through your School or Department and to ensure that it is proper funded prior to it being posted. 
  4. Currently, most posiitons require approval of the Cabinet, there are a few exceptions. All positions require a final approval via Neogov from Compensation (Evans Lusulli) and the Controllers' office prior to the commencement of recruitment. 
Recruiting Process:
  1. Once the position has been fully signed off from all approvers, then the position will be posted and advertised as you contact Erika Roesch at or 925-631-8295 to discuss recruitment strategies on how to attract quality candidates to the position. This meeting with also cover hiring timelines, interview protocol, how to effectively use the online system, how to recommend candidates for hire, and the on-boarding process.
  2. Positions are posted  on the SMC site for a minimum of 5 business days. Positions are advertised on job boards for a minimum of 30 days. 
  3. Next, be sure to identify members of your Search Committee (if applicable) to Erika Roesch at, so that each member can gain access to view candidate information  online.
  4. Interviewing can begin at anytime, however offers can only be made after a position posting is closed.
  5. Offers can not be made before a consultation with Erika Roesch x8295 and Verbal offers are contingent upon a complete and clear background check.
Hiring and On-boarding:
  1. Please move candidates to the "hired" status in the system to initiate the background check and offer letter. Once an offer letter has been written, the on-boarding process can begin with the new hire.
  2. On-boarding starts once an offer letter, a new hire's in person verification of employment and new hire paperwork is received in our HR office.

Be sure to use your Recruitment partners throughout the process, especially during key times such as your initial committee meetings, travel for candidates coming for in person interviews, during the final stage of identifying candidates, for staff positions - at the stage of making an offer, for all positions - to guide the reference process and background checking process.

For more information, please contact Erika Roesch, Manager of Recruitment at 925-631-8295 or