Embedded Files
See the Prep & Post page for hiring steps 1-3.
See the Offer & Conclusion page for hiring steps 8-10.
Step 4: Resume Review & Screen IN
Step 4: Resume Review & Screen IN
A. Route applicants/Review for required qualifications
All Civil Service and Labor Represented positions will be screened by central OHR for meeting minimum qualifications and will appear in the Route tab in Recruiting Solutions (RS). Local HR and Hiring managers are not able to see applicant materials until they have been routed.
P&A positions are not screened by central OHR but we want to be mindful they met minimum qualifications. Hiring managers and search committees should screen and document required qualifications. Reach out to HR if you'd like assistance with an initial screen of P&A position applicants.
Priority Hires
The University of Minnesota layoff list is a resource for experienced Civil Service and Bargaining Unit employees who have been laid off due to a lack of work or funds or failed to pass a subsequent probationary period and have rights to vacancies under either the Civil Service rules or a Bargaining Unit contract. Employees are referred to vacancies in classifications where they have passed probation and earned seniority, if they meet the essential qualifications for the positions. When we post a job in the same classification they were laid off in, they become a Priority Hire for our vacancy. You will be notified by HR if there is a priority hire for your job opening.
B. Evaluate routed applicants for required and preferred qualifications
Use the selection record to review the routed candidates. Document the required qualifications met and reject candidates who don't meet one or more.
Review remaining qualified applicants and determine if pool is sufficient. If applicant pool is insufficient, reevaluate and consider augmenting recruitment plan. It the pool is sufficient, review the application materials and evaluate candidates based on the required and preferred qualifications and select candidates to advance. Document your evaluation of applicants.
C. Best, not Most Qualified Candidate
When considering qualified candidates (any who meet the required qualifications), instead of focusing on the most years of experience or the highest degree beyond the required qualifications (the “most” qualified), look for the candidate who best demonstrates skills and competencies you’d expect from someone with that degree or experience (the “best” qualified). For instance…
Instead of looking for higher education experience, look for proven success in varying organizational sizes or complex environments.
Instead of looking for experience with a specific software or program, look for a demonstrated ability to learn new software or programs.
Instead of prioritizing candidates with a master’s degree when only a bachelor’s degree is required, focus on the candidate’s demonstrated skills and abilities as they relate to the outlined qualifications.
Focusing too heavily on preferred degrees or experience can disadvantage those who may not have had the same opportunities but have the skills and competencies needed to successfully do the job.
Equally important is the competency of advocating for a diverse, equitable, and inclusive environment, which should also be considered when evaluating candidates.
In all situations we should be looking for ways to screen candidates in instead of out.
Step 5: Spark hire interviews
Step 5: Spark hire interviews
A. Set-up Spark Hire on-demand video interviews
Spark Hire is a screening interview tool. Best practice is to have all candidates who meet the required qualifications complete a SparkHire interview, an on-demand video interview service, before selecting who to advance to a live interview.
B. Search committee reviews the interviews
Review the interviews and meet to discuss and document strengths and opportunities for each candidate (in the Screening Interviews tab of the Selection Record).
Select and invite candidates to advance with approval from the Hiring Manager.
C. Dean's Office HR updates applicants' statuses in the Recruiting Solutions (RS) system
Please report to HR which candidates are being invited for formal interviews. Hiring Manager or Search Committee chair will need to contact Spark Hire interviewed candidates not moving forward and let them know. (Candidates not selected for interview will be notified the position is filled at the time of an accepted offer)
Step 6: Formal interviews
Step 6: Formal interviews
A. With the hiring manager, determine the interview process
Candidates should meet with the search committee and the hiring manager. Some positions may also want to include in the interview process meetings with key stakeholders (eg: members of the Senior Management Team, faculty, students) or a public presentation.
B. Develop behavior-based interview questions
C. Conduct interviews
The Hiring Manager or Search Committee can contact candidates directly to schedule formal interviews.
After each round of interviews are completed, discuss and document the strengths and opportunities based on the required and preferred qualifications in the Selection Record.
Utilize the interview preparation tools.
Interview template- helpful tool to assess and document interviews
Interviewing Standards for positive candidate experience:
Select at least 8 questions including behavior-based interview questions, with at least one related to diversity, equity, and inclusion.
Balance your note taking with good eye contact and other welcoming non-verbal communication.
Feel free to rephrase the question if the candidate does not understand what is being asked.
Whatever core questions are asked of the first candidate must be asked of every candidate.
Write down specifics of what the candidate shares but wait to rate until after the interview is over.
Introduce yourself by sharing your name, role, and a little bit about yourself professionally.
Conclude interview by explaining next steps and thanking them for their time.
D. Dean's Office HR updates applicants' statuses in the RS system
Please report to HR which candidates are being invited for formal interviews. Hiring Manager or Search Committee chair will need to contact the first round Spark Hire interviewed candidates not moving forward to second rounds interviews and let them know. (Candidates not selected for interview will be notified the position is filled at the time of an accepted offer)
Step 7: Select the candidate for hire
Step 7: Select the candidate for hire
With feedback from key stakeholders, document the strengths and opportunities of each candidate. The hiring manager will then review and select the final candidate for hire.
Dean's Office HR Responsibilities
Dean's Office HR Responsibilities
Grant access to applicants via Recruiting Solutions (RS) or downloading application materials to share with search committee.
Assist in screening of P&A positions for minimum qualifications if requested.
Coordinate Spark Hire Interviews.
Update Candidate status in Recruiting Solutions (RS).
Advise hiring managers and search committees on hiring and recruiting best practices.
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