Administrative and Support Staff Positions - Recruitment Checklist

Search Chair Responsibilities

Preparing for the recruitment process is essential.  Now is the time to analyze the job, update or prepare a job description and develop the criteria by which you will select your candidate.  Your management of the recruitment process will effect the quality and diversity of your applicant pool, how effective your interviews are, how quickly you get the position filled, and your ability to choose the best qualified person for the job.

~ To be done prior to beginning a search:

_______          Submit to Human Resources letter of resignation from employee.

_______          Update or prepare the job description for the position to be filled. 

_______          Job description is submitted electronically to Human Resources, reviewed and accepted
                     by the Human Resources Office PRIOR to any recruitment activity.

~ Request to Hire

_______          Prepare the Recruitment Authorization form and attach rational for need if it is a
                     new position request or change in FTE.  Budget source must also be listed.

_______          Obtain signatures of supervisor/department head and Vice President of your area
                     and then forward the Recruitment Authorization form to Human Resources. 
                     Human Resources will obtain the remaining approvals.

~ Search Committee Selection

_______           Select a diverse search committee and decide who will Chair the committee.  It is
                      recommended in most cases to have 3-5 individuals.

~ Posting and Application Acceptance

_______          After approval of the Recruitment Authorization form, the Search Chair and
                     Human Resources will discus the advertising and posting time tables.  Recruitment
                     strategies such as networking with professional organizations and associations as
                     well as newspaper, journal and internet advertising will be discussed.

                              * Targeted Recruitment – targeted recruitment shows good faith efforts
                                 to help the campus achieve its affirmative action objectives through
                                 outreach to underutilized groups (women, ethnic minorities, people
                                 with disabilities), to ensure their representation in the applicant pool. 
                                 This will include advertising in publications etc. that serve minorities,
                                 women, and individuals with disabilities.

_______           Human Resources will post the position internally for 3 days (Human Resources bulletin
                      boards is the official posting boards) and place ads in the locations determined (if
                      applicable).  Qualified members of the Order of Saint Benedict and the Sisters of the
                      Order of Saint Benedict are preferred candidates for every vacancy.

_______           All applications will be received and logged by Human Resources.  Applications will be
                      available for the search committee to review.              

                             * The search chair is responsible to pick up or make arrangements for pick up of
                                applications.                        

                             *  The Search Chair is responsible for the care and security of the documents
                                 in his/her possession until they are no longer needed and are returned to the
                                 Human Resources Office in a timely fashion.

~ Screening Applications

_______          The search committee will evaluate and document the qualifications of each 
                    application received, using an application evaluation form, based on the selection criteria
                    established within the job description Education, experience, etc.).  The search
                    committee is responsible to ensure that all applicants receive equal treatment
                    through the screening process.

_______           After the initial review of applications - notify Human Resources of those applicants
                    no longer under consideration.  Human Resources will send a letter to those applicants
                    as soon as possible.

 ~ Preparing for the interview

_______          When determining applicants to interview, it is required that the applicants interviewed
                     meet the minimum qualifications listed on the posting.  If the search committee feels a
                     candidate is “over qualified” it is suggested that the candidate be contacted by
                     telephone to determine why they are interested and if they are aware of the salary
                     range.

_______          We recommend to conduct telephone interviews to help narrow the applicant pool if
                      it is necessary. We also recommend when calling the selected applicants, you inform
                     them of the approved hiring range and determined if they are interested in continuing
                     with the process.  Develop a list of questions to ask each candidate.  Be sure to
                     take notes of the conversation and answers provided.

~ On Campus Interview

_______          The Search Committee will develop standardized interview questions that are job
                      related.  Submit to Human Resources for review. One of the first questions that
                           you should ask is "Where did you learn about this position?"  For
                      reference on what questions are and are not appropriate to ask, see the
                      "Legal Interviewing Guide". The Search Chair will schedule interviews with
                      candidate(s) and on campus appointments with the search committee and
                      staff.  (The recommended number of on campus interviews is three).                        

_______           The schedule for on-site interviews will be prepared by the Search Chair and
                      distributed to those involved. 

_______           Candidate Evaluation Forms for on campus interviews are available.  These
                      should be completed and returned to HR after the search to be secured in
                      the recruitment file.

~ Reference Checks                                                                                             

_______          After the on campus interview, reference checks must be completed for the top
                   candidate.  A reference check form is available for your use.

~ Making a selection

_______          The search chair makes a recommendation for hire to the Vice President
                     or Supervisor/Department Head.  The Vice President or Supervisor/Department Head
                     will review the search activities/documentation. Note:  An offer should not be made
                          without  first consulting with human resources.  Compensation/benefits
                          offered should be within the authorized starting salary range.  See "Offer to Candidate"
                          memo for more information. 

_______          It is usual for the supervisor/department head to make the offer of employment
                     by telephone.  If accepted, the supervisor/department head will prepare the 
                     Conditions for Offer of Appointment form and return it to Human Resources. 
                     Note:  Contact Human Resources (3xt. 3128) after the offer has been verbally
                          accepted to begin the closure of the Search process.

~ Closing the search

_______          Search chair is responsible for collecting all recruitment activity from search
                     committee members (notes, evaluations, reference check material, resumes) and
                     return it to Human Resources in a timely fashion.

_______          Search chair is responsible to complete the Affirmative Action Data Form and include 
                     on this form where the candidates that were interviewed learned of the  
                     open position.

_______          Human Resources will notify remaining candidates that the position has been filled.

_______          After receiving the above, including the Conditions for Offer of Appointment Form,
                     the Human Resources Office will then prepare the letter/contract for the new employee. 
                     Please allow enough time between submitting the hiring forms and the new employees
                          first day in order to prepare and secure the presidents signature on the appointment
                          letter/contract.

~ Preparing for the New Hire

_______          To assist you in preparing for the New Hire to start, an On-Boarding Checklist
                   has been prepared for you to consider. 

 

Please contact the Human Resources Office if you need assistance
or have questions, extension 3128.