Full Administrative Hiring Procedures
This process is designed for consistency, to enable a web-based search and to capture selection rationale at each decision stage. Consistent process and transparent reasons are effective methods for providing equal opportunity. All information gathered during the search should be entered into the Applicant Tracking System or on downloadable forms. These forms can be found by clicking HERE. If the forms do not meet the need of the search, Committees can create their own spreadsheets to document the process
1) Basic Search Principles
2) Initiating The Search
3) Responsibilities
4) Commencing The Search
5) Screening Process
6) Preparing for Interviews
7) Interview Scheduling
8) Interview Guidelines
9) Conclusion Of Search
1) Basic Search Principles:
A) Hiring Authority: The ISU Board of Trustees at the recommendation of the President
makes appointments for full-time, Administrative Staff. All hiring
recommendations are made on the basis of this delegated authority.
(UH Appx. B VI 2, 3, 4, 5).
B) Confidentiality: A search is a deliberative personnel process so confidentiality applies. Search files and letters of recommendation should be protected. Information gathered in the search is not to be shared except with other members of the committee or those with a “need to know.”
C) The Search Committee acts as an agent of the University
therefore, it acts as a whole, not as individuals. The recommendations
are from the committee, whether or not there is unanimity. Acting as an
institutional agent, the committee must follow institutional rules and
procedures including Human Resources review. At the outset of the
process, the committee must meet with the Recruiter, establish its
ground rules, a standard way to break stalemate, how applicant files
will be handled, and write the criteria and standards for assessment of
applicants.
1)
Objectivity: written criteria or essential
job elements provide an objective assessment tool for
screening applications. The ad for the position
reflects the required and desired qualifications for the
job; once publicly advertised, position requirements
cannot be changed. (Short/Long Ad and Advertising
Plan & Outreach Efforts (APOE)). This is
located under the Advertising tab in the Applicant
Tracking System.
2)
3)
4)
Transparency: Electronic /
written records are created contemporaneously with the
actions of the committee. Recommended candidates and
their justifications are forwarded with names and
(brief) reasons for rejection of all other applicants to
Human Resources. The reasons relate to the criteria
used. Core questions are established by the committee as
a whole and are asked of each reference and candidate.
2) Initiating the Search:
A) The hiring authority should submit a request to fill a position through informal means to an immediate supervisor or the budget officer. This will ensure a budget is in place to adequately support this position financially.
B)
Determine if your position is a NEW or a REPLACEMENT. If
your position is a REPLACEMENT, proceed to step 3. If the
position is NEW, a completed
PIQ
(Position Information Questionnaire) will need to be submitted to Human
Resources. This is required to adequately classify the NEW
position. DO NOT submit a Position Request until the
PIQ has been reviewed and approved by the appropriate administrative
authority.
Note: Request to fill an open position by entering the
following information on the Applicant Tracking System. If you
have not created an account in the system click
HERE.
or call Employment at x4371.
3) Responsibilities:
The Hiring Authority checklist / responsibilities can be viewed by clicking HERE.
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The search chair checklist / responsibilities can be viewed by clicking HERE.
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The search committee checklist / responsibilities can be viewed by clicking HERE.
4) Commencing The Search:
A) The electronic Position Request Form (web) is routed in the following order:
1)
Supervisor
2) Next
level Dean/Administrator (if applicable)
3)
Grants & Contracts (if applicable)
4)
Budget Officer
5)
Human Resources
Note: Click HERE to view/print the Position Request Form flow documentation.
B)
A representative from Human Resources will meet with the supervisor to
discuss the vacant position and review the Position Request Form. The
Recruiter and/or Affirmative Action Officer will also meet with the
search committee to review the hiring procedures, forms, etc.
The Human Resources representative will:
1) Review long / short ads for clarity and compliance;
2) Review advertising plans to insure sufficient time and
placement for widest notice (6 weeks for national
searches). A posting on a national website of the
discipline is considered a national posting.
~search procedures have been followed
~recommendations are based
on job-related reasons
5) Screening Process:
The position must be posted for seven (7) days before candidates can be viewed. After the position has been posted for the required seven (7) days, Affirmative Action will review the candidate pool, and forward candidates that meet the minimum qualifications based on the position posting to the Hiring Manager for review.
A.
Credentials for review should include: resume, copy of
transcript, letters of reference or names and email
address or phone number of references.
E. Discuss the specific reason(s) for applicant rejection or selection in terms of the pre-established criteria. Reasons can be stated in keywords and phrases and then recorded onto a matrix form. Reasons must relate to specific job criteria established on the Essential Job Functions Worksheet, the minimum and preferred qualifications on the Job Description Form and the specific individual under review. Depending on the pool, applicants that meet the minimum requirements with only a modicum of desired qualifications will not necessarily be considered qualified enough to bring forward for interview.
Active Applicant Statuses
New Applicant – Affirmative Action Reviewing
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Under Review By Manager - This is the initial review by the search committee and ranking of candidate pool.
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Affirmative Action Pool Review- Affirmative Action will review your pool of semi-finalist or finalist candidates to ensure compliance with the AA plan and for statistical purposes.
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Affirmative Action Approved Applicant Pool
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Job Offered - Shows who you offered the job to.
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Process Complete
Inactive Applicant Statuses
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Not Hired - Indicates you are not wanting to interview or hire this person for your open position. Once an applicant is moved to Not Hired, HR will send notification to the candidates to inform them of their status. (Note: Please do not move candidates to the status of "Not Hired" until a candidate is selected for the position).
H.
Affirmative Action will check applicant diversity data
for the search at this time. Upon review,
Affirmative Action will move candidates from the
"Affirmative Action Pool Review" status to the
"Finalist" status. The committee can then begin establishing the
candidates they wish to interview.
6) Preparing for Interviews:
A. Schedule “A-list” candidates for interview; query B-list candidates if they remain interested as the committee narrows its choices. Inform candidates that the listed references will be checked, and the committee reserves the right to call other references not listed.
B. The search committee should record core interview questions on the Candidate Interview/Reference Check Form to ensure consistency. These questions will be asked of all candidates and notes of interview kept.
C. Search committee members can check listed references using the Candidate Interview / Reference Check Form for this function as well. Consistent questions are also recommended for reference checking.
7) Interview Scheduling:
A. Upon review by Affirmative Action and further review of the committee, finalist candidates are selected and scheduled for an on-campus visit. At this time candidates should be moved to "Interview" status in the Applicant Tracking System.
B. When scheduling these interviews remember to request transcripts from candidates. This information should be attached with application or sent directly to the Search committee chair.
C. Refer to the Travel Guide from the Office of the Controller for complete travel and lodging instructions.
D. Prepare an interview schedule that includes meetings with the committee, department chair, department staff, relevant campus colleagues, Human Resources (Benefits and Employment) and any other appropriate constituencies. For candidates of color, invite faculty, staff, or community members of the candidate’s ethnicity to visit with candidate. Give candidates evidence of a community for them. Such efforts are an integral part of serious recruiting.
8) Interview Guidelines:
A. Determine the order of questions asked; you may not get to all of them. These questions should be recorded on the Candidate Interview / Reference Check Form.
B. Introduce the interviewers and describe the process to the candidate.
C. The committee should not ask personal questions, but can be responsive to personal issues if raised by the interviewee. Personal information is not usually, if ever, considered job-related, and is highly subjective. For more information on interview guidelines click HERE.
D. Ask job-related questions that have been previously prepared; keep notes on the back page of the Candidate Interview / Reference Check Form . Follow-up depends on the candidate’s response.
E. The information asked for is to gain insight into the candidate’s experience and knowledge as they relate to the job.
F. If there is any uncertainty about the propriety of questions, call Affirmative Action or Employment for guidance.
G. Refer all benefits questions to Staff Benefits by calling 237-4151 or via e-mail.
9) Conclusion Of Search:
A. Determine the most qualified candidates to recommend according to the charge given to the committee. Utilize the Recruitment Summary & Recommendation Form as a cover sheet and then articulate the strengths and weaknesses of recommended candidates in a subsequent document.
B. No one other than the hiring authority, Human Resources, Affirmative Action and the appropriate Vice President should be notified of the recommendations at this point.
C-1. The appropriate Vice President must authorize negotiations with a recommended candidate, whether they do it themselves or not.
C-2. If the recommended candidate(s) accepts the offer, forward the Recruitment Summary & Recommendation Form to Human Resources along with a memo stating the tentative start date and salary. An official hire letter will be sent by Human Resources to the candidate. The official hire is then subject to the return of the signed offer letter, receipt of original transcript in Human Resources, approval of the Board of Trustees and the candidate's employment eligibility.
C-3. If the recommended candidate(s) decline the offer, the search committee, the hiring authority and the appropriate administrator need to consider the appropriate next step. Human Resources is always available for consultation and help with the search.