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Search Committee Process

SEARCH COMMITTEE OVERVIEW

The hiring authority may charge the committee to perform any or all aspects of a search.  The committee may screen, interview and refer applicants who successfully meet those minimum qualifications to the hiring authority. The hiring authority should determine the exact role of the committee prior to the committee beginning work.

Items to know about Search Committee procedures:

  • The number of members of a search and screening committee should not exceed five (5) unless a larger number is approved by the Vice President or President due to unusual circumstances. 
  • The hiring authority should also request a sixth member to serve as the Affirmative Action officer.  This individual does not take part in the selection process, but instead reviews the screening process and interviews final candidates to ensure the practices complied with the University’s policy on equal opportunity employment.
  • Task that the hiring authority may pass to the search committee include: 
    • suggesting interviewing criteria,
    • reviewing all applicant files,
    • developing a short list for interviews,
    • conducting telephone and / or preliminary interviews to determine the recommended finalists,
    • conducting references checks, and
    • making recommendations for final consideration to the hiring authority for interview and selection.  
  • In composing a search committee, the hiring authority should carefully consider unique personal, professional, cultural, and organizational contributions sought from each potential member. 
  • When a search and screen committee process is used to fill a position for a level four (IV) and below as defined in the Board Policy , unless specifically authorized in writing by the President or appropriate Vice-President, the maximum travel allowance for bringing candidates to on-campus interviews shall be five hundred dollars ($500) per candidate.  The use of less expensive technology to conduct interviews is encouraged.
  • Once the hiring authority has interviewed all finalists, verified references, and determined the candidate who best meets the needs of the department and the position, the hiring authority should discuss the tentative offer with the appropriate Vice-President and/or Dean prior to making a tentative offer of employment. The hiring authority or committee chair must complete the Closing-Contract Offer form and submit it for approval with signatures prior to issuing a letter of intent.
  • The search is deemed closed once a successful candidate is hired.  The AA/EO coordinator or hiring authority will oversee the exit interviews and submit the forms and summary statement to the HRS Recruitment/EEO specialist.  Any subsequent issues regarding the search process should be directed to the HRS specialist.
  • To close the search, the hiring authority must submit the Closing-Contract Offer form with all position finalists and signatures, the Search Chair Check-Off List with all of its enclosures, and the finalist files.
  • If a search fails to produce a successful candidate, the hiring authority may personally review or direct the committee members to review all applicant files to determine other finalists to consider, begin the hiring process again using the same or different process/committee, or request a Direct Appointment based on extenuating circumstances with approval by the Vice President, Human Resource Services Director, and President prior to appointment.

REQUIRED FORMS:

Opening a Search: The following forms must be completed and submitted to the college dean or AVP/Director for approval. Once approved, the request will be entered into the PeopleAdmin system to route for electronic approvals. Omissions could cause delays in obtaining approvals or announcement of position.

  • Position Authorization Form (PAF) PDF / WORD
  • Charge to Search Committee WORD
  • Screening Criteria PDF / WORD
  • Administrative/Professional Exempt Position Description Questionnaire (PDQ) PDF / WORD and Organizational Chart
  • Exemption Request (if requesting exemption from Classified system) PDF / WORD

Closing a Search: The following forms must be completed and returned to close the search:

Submitted by AA/EO Coordinator:

Sent directly to HRS - attention Employee Relations

Submitted by Search Chair:

Chair submits to Hiring Authority:

  • Search Chair/ Independent Reviewer Closing Sheet PDF / WORD
  • Position Finalist Form PDF / WORD
  • Hard copies of all finalists' files
  • All items listed on closing sheet

Submitted by Hiring Authority:

Hiring authority submits the following HRS as one package

  • Approved Position Finalist Form PDF / WORD
  • Search Chair Closing Sheet
  • Hard copies of all finalists' files
  • All items listed on closing sheet

Note: All of the above items must be submitted to Human Resource Services at the conclusion of the search and offer of position. Other search materials not submitted should be retained in the hiring authority's department for 3 years upon completion of search. Contact HRS with any questions.

Hiring the New Employee: Upon extending the conditional offer to the finalist, the following forms should sent to the candidate. Upon return, the background check will be sent to the Human Resource Services department. Once the background check is completed and approved, the Appointment Letter, completed PDID form, and Personal Data form will be be submitted to the contract originator for the department to enable him/her to complete an employment letter. When the contract is completed, the contract originator will fax or submit to HRS the Contract, Personal Data form, Appointment Letter, and PDID at one time for processing. This will allow Human Resource Services, Information Technology, and Payroll to process the new employee.

The Hiring Authority will then schedule the new employee for orientation with Human Resource Services.

  • Background Check Release - Must be completed post-offer. Candidate may not start until the background check is completed. PDF / WORD
  • Personal Data Form WORD
  • Appointment Letter WORD
  • PDID Form PDF