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1.

Request to Fill.  The formal process is started by the completion of the Request to Fill a Position Form obtained from the Office of Human Resources and forwarded for signature to the department chair or manager, appropriate dean or director, Human Resources, Budget & Fiscal Planning, Vice President, and President.  After this process is completed, the form is returned to Human Resources and forwarded to the appropriate department chair.                

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2.

Development of a Search Committee.  The Human Resources Office will consult with the appropriate Vice President in order to determine the size and constituency of the search committee. The Vice President will appoint a management representative as search chairperson and may appoint an employee at his/her discretion to further enhance the ethnic or gender representation of the committee. All search committee members will receive written confirmation from the Vice President of their appointment. Committee members should also notify their immediate supervisor of his/her appointment. 

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3.

Meeting with Search Committee.  The search chair and search committee will meet with the Director of Diversity and Equal Opportunity to review the search procedures, answer any questions the committee may have and discuss what assistance the office may provide to the committee. 

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4.

Position Announcement and Recruitment Plan.  A position announcement should be developed in accordance with the template provided on the Recruitment Form. (The date for review of applications shall be a minimum of thirty (30) days from the date of the advertisement.)  Also submitted on this form is the department’s search plan, which includes recruitment strategies for women and persons of color that extend beyond advertising.  (Announcement of the position is contingent upon approval of this recruitment plan.)           

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5.

Application Tracking. The search chair will receive and track all application materials.   Resumes will be stamped with the date of receipt and kept in a file until the review of applications is to begin.  The search chair will notify each applicant in writing that the application has been received and whether or not the application is complete or requires additional information.  The Office of Diversity and Equal Opportunity will send each applicant a pre-interview inquiry form.

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6.

Screening Instrument.  The search committee prepares a screening instrument based on criteria from the advertisement and forwards a copy to the Office of Diversity and Equal Opportunity for review prior to reviewing resumes.  The screening instrument should include a section to pre-screen candidates who do not meet the advertised minimum qualifications.  Samples of screening instruments are available through the Office of Diversity and Equal Opportunity.  The search chair will forward the names of these candidates and the reason for their disqualification to the Office of Diversity and Equal Opportunity for review and approval prior to screening the minimally qualified candidates.  Each committee member will then screen the resumes of all minimally qualified candidates using the screening instrument developed by the committee.  When screening resumes, the search committee should keep the following in mind: 

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7.

Interview Questions.  The search committee will develop interview questions and forward them to the Office of Diversity and Equal Opportunity for review and approval.  Sample interview questions are available through the Office of Diversity and Equal Opportunity.  The interview questions (telephone screening or otherwise) must be based upon job related duties and the job description.  Special care must be taken to ensure that all candidates are treated equally. All candidates should be asked the same questions in each interview.  Any reference to race, religion, color, sex, national origin, age, handicap or status as a Vietnam Era Veteran or other non-job related criterion must be avoided.  

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8.

Reference Questions.  The search committee will develop reference questions and forward them to the Office of Diversity and Equal Opportunity for review and approval.  A standard form should be developed and used for all reference checks to assure consistency in the process.    A sample form is available through the Office of Diversity and Equal Opportunity.  Reference questions must be job related.   At least three reference checks should be conducted by the search committee on all candidates under consideration for on-campus interview.  Consistency and objectivity are extremely important when conducting reference checks.  The person or persons who check references should report objectively the responses of each reference.  Personal interpretation should be avoided. 

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9.

Interview Approval Form.  After the committee has screened all applicants and completed reference checks, the search chair will complete the Interview Approval form and forward it to the appropriate dean/director and Director of Diversity and Equal Opportunity prior to contacting candidates for interview.  The appropriate dean/director and Director of Diversity and Equal Opportunity may view applicant files if an applicant’s eligibility is questioned.  After the Interview Form is approved, candidates can be contacted for interview.  

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10.

On-campus Interviews. After receiving approval to interview, the search committee contacts candidates for interview.  Candidates normally interview with the search committee, department chair, and dean or director.   

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11.

Applicant Record Report.  Following interviews and reference checks the search chair must complete the Applicant Record Report and submit it to the Office of Diversity and Equal Opportunity.  This must be done prior to submitting the Recommendation for Faculty Appointment.  

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12.

Recommendation for Appointment.  The search chair completes the Recommendation for Appointment and submits it with the recommended candidate's resume and supporting documentation.  If the position is being filled differently than initially approved, an explanation for the change must be documented in writing and signed by the appropriate dean and vice-president. 

The Recommendation for Appointment and supporting materials are forwarded to the appropriate dean or director, Director of Diversity and Equal Opportunity, the appropriate vice-president and the President for review and approval.  An appointment letter will be sent to the appointee for signature.  Upon receipt of signed letter, Human Resources will notify the appropriate vice president, appropriate dean or director, Director of Diversity and Equal Opportunity and department chair that the candidate has accepted the position.  The search chair will notify the remaining candidates in writing that the search is concluded.    

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13.

Retention of Recruitment Records.   All original records related to the search are subject to review by federal and state compliance agencies and must be maintained for six years.  Search files should be retained by the department for two years and then sent to Human Resources for storage. 

Files should be prepared as follows: 

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14.

Exceptions.  Any exceptions to the above procedures (including requests for search waivers) must be requested in writing and must be approved by both the Director of Diversity and Equal Opportunity and the appropriate vice-president.