Hiring Process

If you plan to replace or create a FT/PT Staff Position, or a Temporary Employee role that is paid through payroll, please reach out to your HR Business Partner immediately, and follow the process indicated here after discussing the role. All Temporary Employee positions may not exceed 12 months of employment, per policy 3.08.

Grant-funded positions must be noted and handled separately from the usual hiring process, as well as requiring a different offer letter template.  Funding for any grant funded positions must be in place prior to the employment offer. In addition, there may be additional processes which need to be followed per the terms and conditions of the grant award.

Temporary staffing needs, or service placements, are completed through the BuyIt process. These are staff roles filled by a staffing agency that will invoice the university. These positions are not placed on IIT payroll, but can be ‘temp to perm’ where they will be employed as a ‘temp’ for a period of time until they convert to permanent staff on IIT Payroll. To initiate this process, please click here.  Further appropriate forms required by General Counsel to engage with this role can be found here, you will be directed by HR or GC regarding which forms to complete. If the Temporary Staff was a former employee of IIT, please notify HR immediately to determine if they are legally able to return as a W9 employee, or if IRS/other federal restrictions apply.

Several vendors have offered us the following conversion period as a Non-profit, however, this may not always be the case:

These roles are not the same as temporary staff. Consultants can be independent or through a firm, and provide a specific service to the university, usually one that no one on the staff would normally handle, and not directly supervised on the day-to-day by an IIT manager. To initiate this process, please click here. Further appropriate forms required by General Counsel to engage with this role can be found here, you will be directed by HR or GC regarding which forms to complete. If the consultant was a former employee of IIT, please notify HR immediately to determine if they are legally able to return as a W9 employee, or if IRS/other federal restrictions apply.

All of these roles are Student Employees, and the process must be followed before they are allowed to work. Please click here for more information. Please note, failure to follow the process may result in immediate termination of employment and delays in their start if they are out of government compliance.

These are not student employees or current IIT students. These are students from outside of IIT who may be getting credits, experience, or real world experience aligned with their area of study. Examples can be students from other institutions/universities, high school students, and non-IIT students who apply as non-degree seeking students. These roles are often funded by the department, or grants. As non-IIT students, they cannot be processed through DSS or the Student Employee process. As they are not being hired by Student Employment, please work with your HR Representative to hire these individuals as “temporary employees”.

Please initiate the hiring process and complete this form at least one month in advance of their start date to allow for completion of new hire paperwork, I9s, payroll and tax information, background checks and immigration paperwork – as required. All interns must sign the required and relevant waiver (Assumption of Risk and Release). All waivers can be found on the General Counsel Forms page. If any of the interns are under the age of 18, the form must be completed by the student’s parent or guardian. All interns must undergo relevant lab safety training approved by Cindy Chaffee, Director of Environment, Health & Safety, before being allowed access to the lab facilities.

Federal law requires that every employer must complete Form I-9 within three days of hire. Do not allow an intern to begin working without coordinating with Human Resources. Doing so, can put grants at risk. Please note, failure to follow the outlined hiring process can put the employment of the intern at risk, and may lead to immediate termination and delays in payment.

Per policy 3.10 Volunteers and Unpaid interns are not employees of the university, and must meet the conditions of and be approved in accordance with the university’s policy regarding the same. To engage a Volunteer or Unpaid Intern, please refer to the policy listed on the General Counsel’s page. Initiate the process using the following form. Further appropriate forms required by General Counsel to engage with this role can be found here, you will be directed by HR or GC regarding which forms to complete.

 All interns must sign the required and relevant waiver (Assumption of Risk and Release). All waivers can be found on the General Counsel Forms page. If any of the interns are under the age of 18, the form must be completed by the student’s parent or guardian. All interns must undergo relevant lab safety training approved by Cindy Chaffee, Director of Environment, Health & Safety, before being allowed access to the lab facilities.

For any Incoming hires who may require sponsorship,visa, or work authorization assistance, please contact the Office of Global Services right away to determine your options.

Linked are several checklists to help guide you through the hiring process of staff and faculty, as well as in creating a search committee. While all roles may not require a search committee, we strongly encourage you to speak with your HR Rep to ensure you are creating a transparent process that is well represented, and provides equitable treatment to all candidates.