Search Process (Unclassified/Classified Benefits Eligible)

Request permission to search

1. 1. Department Chair or Director to send written request to the Dean explaining the need to hire or re-hire for an unclassified benefits eligible position.

Review of request

1. 1. The Dean will review the submitted request and determine whether the search will go forward.

   2. Dean to inform Chair/Director via email of approval (or not) as well as what the approved salary range will be for the search (if answer was “yes”) and the total search budget.  Chief Financial Officer (CFO) and the Search Assistant (SA) will be cc-ed to this message.

   3. If approved search is for TT position, then the SA will update the OAA tracking spreadsheet.

   4. If approved for any position, then CFO will update staffing plan in TM1 with approved salary range.

Establish search committee

1. 1. The Chair/Director will establish the membership of the search committee. The membership of the search committee will be approved by the Dean.

      1. 1. In selecting a committee, you may want to consider including representatives from the following group:

            1. 1. Peers or colleagues

               2. Important Stakeholders

               3. Subject matter experts to assess knowledge, skills, and abilities

               4. Clients/customers of the position

               5. Diverse people to provide a valuable dimension to committee discussions

               6. A member of human resources

         2. When choosing a committee, keep in mind that the more members there are, the harder it will be to schedule a meeting, come to a consensus, and how it can affect the overall efficiency of the process. With that in mind, 3-5 members including the search chair is typically recommended for most positions.

   2. The SA will schedule a first meeting of the search committee which will include the Dean, representatives from Human Resources (HR) and the Office of Global Diversity and Inclusion (OGDI).

Develop position description and search plan

1. 1. The search committee chair (SCC) will lead the search committee to draft the position description in close coordination with the SA. SCC will send the draft to Department Chair for review and forward to the Dean for final approval.

   2. The SA will process and route the new/updated position description for approvals in PeopleAdmin.

   3. The search committee will develop a formal search plan including advertising materials 

Recruitment

1. 1. Once all PeopleAdmin approvals are obtained, the SA will ensure position is posted to HR website and will advertise the position as per search committee plan.

   2. Wait for people to apply.

   3. If sufficient applications are not received, then the SA will initiate conversation with SCC about extending the timeline and adding elements to the recruitment plan (i.e. additional advertisements or networking opportunities).

Review and evaluate applicants

1. 1. When sufficient applicant pool size or end of time period to accept applications has been reached (depends on circumstances), the SA will send a reminder to the search committee to log in to PeopleAdmin and using the review ranking feature, committee will review and rank applicants.

   2. The SA will pull the ranking data and provide a report to the committee on how applicants ranked in aggregate.

   3. Search committee will meet and determine:

      1. 1. Which applicants are cut immediately from consideration.

         2. Which applicants are going to be invited for first round interview.

         3. Which applicants are part of the secondary pool who will be held in reserve.

   4. The SA will send automated message about application status to “immediate cut” applicants in PeopleAdmin and disposition their application so it no longer shows in the list of active applicants.

First round interview

1. 1. Search committee will develop set of questions to be asked of all candidates.

   2. Generally held by either phone or video method as per search committee preference.

   3. The SA will make arrangements for this round of interviews.

   4. Upon conclusion of first round interviews, search committee will meet to determine:

      1. 1. Which candidates will advance to second round.

         2. Which candidates will be eliminated from the pool.

   5. Designated member of the search committee will call references for advancing candidates to confirm viability of applicant to proceed to next round.  If any red flags are uncovered, then that candidate will move to the elimination pool.

   6. Search Committee Chair need to provide the Dean and Department Chair the list of the advance candidates’ resume for approval for second round interview.

   7. The SCC will call to inform candidates who will be eliminated of the decision.  The SA will disposition their application so it no longer shows in the list of active applicants.

   8. The SA will contact advancing candidates to schedule the second round interview.

Second round interview

1. 1. Search committee will develop set of questions to be asked of all candidates.

   2. The SA will work with department admin staff for on campus interview logistical arrangements as needed/appropriate (i.e. room reservations, travel needs, stuff…)

   3. Once interviews are complete, the search committee will meet to determine:

      1. 1. Which candidates to recommend for hire.

         2. Which candidates to eliminate from the pool.

         3. Which candidates to hold as secondary options.

   4. Search committee chair should send a memorandum to the Dean, via the Department Chair/unit director, recommending at least two candidates as acceptable hires and listing their strengths and weaknesses. The Dean will inform the search committee chair or Department Chair/unit director of the final selection

Dean’s decision for hire

1. 1. Dean may meet with or contact candidate again if necessary.

   2. Dean will decide whether to make offer to one of top candidates presented or whether to go back and interview additional applicants.

   3. Dean makes hiring decision or declared failed search.

   4. Dean negotiates salary and start up package (if TT) with the chosen candidate.

   5. Upon verbal agreement, Dean to inform the SA to draft formal letter of offer.

   6. The SA routes letter and hiring proposal through PeopleAdmin.  Concurrent to this routing a background check will be performed on the finalist.

   7. SA presents formal and fully approved and fully signed letter to candidate via DocuSign with cc to the SA, CFO, Chair/Director, and Department Administrator 

Completion of search process

1. 1. Announce the new hire.

   2. The SCC to notify non-hired candidates of decision.  The SA will disposition their application.

   3. The SA will send automated message about application status to the secondary pool of applicants in PeopleAdmin and disposition their application.

   4. The SA will coordinate the onboarding process with the various other folks in the COE who play a part in the process.

   5. The SA will update the OAA tracking sheet.

   6. Search committee members will relinquish all search materials to the SA for proper record keeping.