Administrative Staff Search Committee Chair Checklist

_____Discuss the Essential Job Functions of the vacant position with the Hiring Authority.  These can either be developed by the Hiring Authority or by the search committee by means of reviewing the job description and advertisements.

_____Receive the "charge" to the committee from the hiring authority.

_____Discuss hiring procedures with Human Resources during the first committee meeting.

_____Receive "Guest User" password from the hiring authority to view all Position Request/Applicant Information.

_____After the Essential Job Functions are established, begin screening applicants.  Candidates not meeting minimum qualifications should be set to a status of "Not Hired" with justifications.

_____Consider using a matrix form to help organize candidate skills and abilities.

_____Once a semi-finalist pool has been identified, move the candidates you wish to consider to a status of "Affirmative Action Pool Review".  Upon approval by Affirmative Action the candidates will be moved to a status of "Finalist".

_____Consider splitting the "Finalist" pool into a "Finalist - A" group and a "Finalist - B" group.  This will further help you to identify your top candidates.

_____If telephone interviews are going to be utilized, develop a list of core questions to ask of all candidates and conduct the interviews.

_____Develop a list of core questions for telephone references and conduct reference checks.

_____Finalist candidates should be selected and scheduled for on-campus interviews.  Candidates should be moved to the "Interview Pending" status at this time.  Be sure to contact candidates before moving them to this status.

_____Schedule candidates with the appropriate groups on campus.  This is typically determined by the Hiring Authority.  Candidates should also be informed at this time to mail their "official" transcripts to HR.  This transcript should be of their highest degree earned.

_____Once candidates have been interviewed, changed their status to "Interviewed".

_____If needed, schedule a time to meet with Staff Benefits.  (237-4151)

_____Determine the most qualified candidates and recommend to the hiring authority, according to the charge given.  This should be done via the Recruitment Summary & Recommendation Form.

_____Submit the Recruitment Summary & Recommendation Form along with any other information to the Hiring Authority.

_____Move all applicants not selected as a finalist into the "Not Hired" status and list justifications.

_____Submit search material to HR for processing.

 

The Search Chair ‘s responsibilities include:

a. Keeping the Hiring Authority informed of progress.

b. Convening all necessary meetings.

c. Act as spokesperson for the committee.

d. Insure all applicable search polices and procedures are followed.

e. Collaborate with Human Resources in problem- solving for the search.

f. Break stalemates, if necessary.

g. Insure written record of justification for committee choices at the time they are made.

h. Insure proper documentation is acquired by Human Resources from candidates (copies of graduate transcripts with resume, original transcript for hire, application, etc.).

i. Insure that the Hiring Authority reviews search documents before they leave the department.

j. Maintain confidentiality.

k. Work to ensure committee membership has ethnic and gender diversity to the greatest possible extent.