NON-INSTRUCTIONAL AND PROFESSIONAL SEARCH PROCEDURES

Hiring people is one of the most important decisions we make at Slippery Rock.  The people we hire determine who and what we are.  These procedures are organized chronologically to assist search committees and the hiring manager in successfully navigating the search, selection and hiring process.  Searches are complex, time-consuming tasks.  These procedures are designed to take you step-by-step through the process.  Each task is followed by a dash for you to enter the completion date as part of your search file and to assist you in tracking your progress.  Following each step listed in the procedures will improve your opportunities of attracting strong employees to Slippery Rock.  

Procedures 

These procedures apply to all non-instructional and professional positions, which include positions represented by AFSCME, APSCUF (coaches), SCUPA, SPFPA and OPEIU. These positions require the use of a search committee.  All forms referenced in these procedures are available through the Offices of Human Resources and Diversity and Equal Opportunity. 

                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 hiring manager. The Office of Human Resources will generate an on-campus posting. 

                2.                Development of a Search Committee.  The Human Resources Office will consult with the appropriate Vice President or his/her designee in order to determine the size and constituency of the search committee, keeping ethnic or gender representation in mind. The Vice President will appoint a management representative as search chairperson (normally, the head of the hiring department chairs the search) 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 of their appointment. Committee members should seek the approval of their immediate supervisor prior to commencing work on the committee.  

                3.                External Position Announcement. The Human Resources and Diversity Offices in consultation with the hiring manager will develop a position announcement. Typically, the date for review of applications shall be fifteen (15) days from the date of the advertisement.  The Diversity and Equal Opportunity Office will place the ad in designated media outlets.  

Meeting with Search Committee and Development of Recruitment Plan.  The Office of Diversity and Equal Opportunity will contact the search chair to schedule a meeting with the committee to review the search procedures, discuss the recruitment strategies and answer any questions the committee may have.  The committee will develop a recruitment plan to be submitted to the Director of Diversity and the area Vice President for approval, which will include recruitment strategies for women and persons of color that extend beyond advertising. 

                4.                Application Tracking. The office receiving the applications will 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.  Each applicant will be notified in writing that his/her application has been received and whether or not the application is complete or requires additional information. Only completed application files will be reviewed by the search committee. The Offices of Human Resources or Diversity and Equal Opportunity will send each applicant a pre-interview inquiry form.

                5.                Screening Instrument. Prior to the review of resumes, the search committee is to prepare a screening instrument based on criteria from the advertisement and forward a copy to the Office of Diversity and Equal Opportunity for approval.  Samples of screening instruments are available through the Office of Diversity and Equal Opportunity.  Each committee member will screen the resumes of applicants using the instrument to ascertain the required and preferred qualifications.  When screening resumes, the search committee should keep the following in mind:

                6.                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 must be based upon job related duties.  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 veteran’s status or other non-job related criterion must be avoided.  

                7.                Interview Approval Form.  After the committee has screened all applicants, the search chair will complete the Interview Approval form and forward it to the appropriate Vice President and Director of Diversity and Equal Opportunity along with the files of recommended candidates.  The appropriate Vice President and Director of Diversity and Equal Opportunity may request additional files as warranted. A copy of the approved I-form will be forwarded to the search chair and Human Resources Office.  

                8.                On-campus Interviews. After receiving approval to interview, the search committee contacts candidates for interview.  Candidates normally interview with the search committee and hiring manager, but may also interview with the director of the area or other managers depending upon the position. 

                9.                Reference Questions.  The Office of Diversity and Equal Opportunity will provide a standard reference check form.  Any additions or changes to the form should have the approval of the Diversity office.  Reference questions must be job related.   The search committee should conduct at least three reference checks on all candidates that have successfully completed the interview.  Consistency and objectivity are extremely important when conducting reference checks.  The person or persons who check references should record the responses of each reference.  Personal interpretation should be avoided.  

                10.                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 at the same time the committee submits the Recommendation for Staff Appointment. 

                11.                Recommendation for Appointment.  The search chair completes the Recommendation for Appointment and submits it with the recommended candidates’ resumes and supporting documentation to the appropriate dean or director.  The form listing the recommended candidate is then forwarded for approvals to the Diversity Office, Human Resources and the appropriate vice president. For SCUPA and coach positions, the recommendation to hire must be approved by the President.

                 12.                Appointment Letter. An appointment letter will be prepared by the Office of Human Resources. This office will also notify the applicants who were previously interviewed that the position has been filled. 

                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 three years.  The department should forward search files to Human Resources for storage in the following format:

                 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.

Revised 02/05