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Key Steps to Filling a Hourly (Classified) Position Vacancy - Guidelines and Process Summary

Search Committees may be formed to assist a hiring administrator/supervisor in the selection of a finalist or finalists for hourly paid positions. The administrator/supervisor will give the committee general guidance in the job related criteria and the time frame to complete the process.

The following is a list of materials and information to be used in screening, reviewing, and interviewing candidates for your vacancy.

Applications - HR will electronically send the applications meeting the minimum qualifications of the vacant position

Application and Interview Rating Sheet- To use as a tool for committee members to grade each applicant based on job related qualifications and criteria as stated in the advertisement. Depending on the size of the pool, you may do a brief interview followed by more in depth interviews.

Comparative Application Rating Sheet- Screening process for applications based on search qualifications (listed in bold on job posting) and criteria as advertised. The objective review will determine the applicants you will interview.

Comparative Interview Rating Sheet – Use this to summarize the individual search committee’s Interview Sheets.

Interview Guide (PDF)- This guide provides you with suggestions for appropriate and approved questions to ask your interviewees. Ensure that all candidates are treated similarly during the interview process. Be consistent when questioning candidates, but it is permissible to ask follow up or clarifying questions. If the applicant asks for a job description, supply one.

Interview Schedule Sheet- Can be used as you schedule interview appointments.
Telephone Reference Sheet (PDF)- To guide you through the reference checking process. A minimum of two work references should be called for finalists. It is essential to get permission before making a reference check beyond those references given by an applicant.

Equal Opportunity Forms - Contact Karen Kemble at 581-1226 or email

After a Finalist is Identified:

Hiring Department- electronically submit Application Rating Sheet summary, Interview Rating Sheet summary, and Telephone Reference Checks to HR for review.

Human Resources Officer- makes a tentative offer contingent on the completion of any background checks, physicals, and other screenings required. Documentation that the candidate possesses any license or certificate must also be included.

Human Resourcesinitiates background checks, physicals, and screenings with a candidate, and once completed will contact the employee with tentative offer and try to establish a start date. The official start date for a regular employee should allow enough time for the HR review. Please note that the official job offer comes in the form of an appointment letter to the candidate from Steven Weinberger, Assistant Vice President of Human Resources.

Hiring Department- retain for three years: copies of applications and resumes of those who were interviewed along with copies of your Application and Interview Ratings, Application Summary, Interview Summary, Reference Checks, and interview questions/notes.

Back to Key Steps to Filling a Hourly (Classified) Position Vacancy


Blue Sky Human Resources Initiatives

Contact Information

Office of Human Resources
5717 Corbett Hall
Orono, ME 04469
Phone: (207)581-1581E-mail:
The University of Maine
Orono, Maine 04469
A Member of the University of Maine System