Summary of Search Processes & Procedures
Position approved & authorization given to begin search.
Position descriptions/announcements are drafted by the Charging Party to provide guidance to the Search Committee. Position descriptions should contain: title and department; statement of duties and responsibilities; qualifications - must be job related; materials needed for complete application; closing deadline or full consideration date; contact person; Non-discrimination statement (long) .
Search Chair selected.
The Search Chair is appointed by the Charging Party with approval of OEOD. The Search Chair must have completed Search Chair training.
Request for Search Committee nominations.
The Search Committee should include representation of appropriate constituencies and members who provide racial/ethnic and gender diversity. The role of the Search Committee is to identify, recruit, evaluate and recommend candidates to fill positions.
Search Committee appointed by charging party. Approved by OEOD.
The Search Committee should be appointed as soon as a vacancy is known to exist. Some units have standing committees to conduct searches while others utilize a committee-of-the-whole (usually done in smaller academic units). All committees must be approved by the OEOD.
Initial Meeting of Search Committee.
Agenda items at the initial meeting generally include: directive and priorities for search from the Charging Party; format for Committee's final recommendation to Charging Party; further development of job description; timeline for search; identification of support staff for search; budget for search; recruiting activities for search; and discussion of equal opportunity and confidentiality responsibilities of Committee. The availability of the E.O. Coordinator should be considered for the scheduling of all search committee meetings. Attendance will be at Coordinator's discretion.
Search Committee develops position description, position announcement and recruitment plan. Approved by charging party & OEOD
The final position description determines the composition and quality of the applicant pool and how it will be evaluated. When developing the description, it is important to assess every qualification for its relevance to the position and its potential to exclude non-traditional applicants. Care should be taken to use language that is inclusive in order to create as diverse as possible a pool that is consistent with the position's responsibilities. The identification of quantifiable minimum qualifications assists in initial screening period. A final copy is to be sent to the E.O. Coordinator for review and endorsement. No advertising or recruiting is to be done until approval has been given by the Office of Equal Opportunity and Diversity (OEOD). Position announcements are shortened forms of the description placed in advertising venues to solicit applicants. Announcements may be of varying length based on the cost and nature of the venue but should contain job title; synopsis of the responsibilities and qualifications; application procedures; closing deadline; web link for long job description; and the Non-discrimination statement (short) . While the core of a recruitment plan is often a journal or print advertisement, the plan should include other mechanisms which will effectively assist in identifying potential candidates who, oftentimes, will help make the pool more diverse. Beyond reliance on mainstream journals, nominations and outreach to constituencies by Search Committee members is essential for obtaining a diverse group of qualified candidates.
Recruitment
Each job search presents an opportunity to enhance the diversity in the membership of the University. It is the collective responsibility of the Search Committee to do everything within reason to recruit the broadest segment of qualified individuals. It is also the Committee's responsibility to conduct a search that is a positive reflection of the institution. Ongoing contact with applicants and nominees regarding search progression, supplying additional information about hiring unit, university and/or community to short list candidates, and prompt attention to candidate questions or concerns are all important recruitment activities beyond the announcement phase of the search.
Nominations and applications received.
A general call should be made to the campus at large, peer institutions, and/or targeted organizations to participate in identifying qualified applicants. Nominations can be made to the Search Committee Chair. Enlisting the help of on- and off-campus constituencies widens the circle of possible contacts. Direct contact by the Search Committee of a qualified applicant is most useful in actually obtaining that application.
Search Committee develops evaluation criteria for applicants (may be concurrent with recruitment). Approved by OEOD.
The Search Committee needs to decide, early in its planning, which evaluative information it will seek, and when in the search process it will request and use this information. The more information the Committee can obtain about the candidates, the better able it will be to evaluate which candidate best fills the needs of the position. The most effective method seems to be systematic expansion of information about a slowly contracting pool of individuals. Care must be taken not to evaluate areas for which there is no information. Methods of evaluation may include: initial rating sheet to screen for minimum qualifications; evaluation form to rate and rank candidates based on minimum and preferred qualifications; standardized interview questions to be asked of all short list candidates; job related presentation, seminar, philosophy statement; writing sample or computer skills assessment exercise. The rating sheets and other evaluation materials along with corresponding Search Committee assessments, are to be retained as part of the search materials at search conclusion.
Composition of candidate pool received and approved by E.O. Coordinator. Approved by OEOD.
Using information garnered by Search Chair and equal employment opportunity/affirmative action (EEO/AA ) forms, the E.O. Coordinator makes an assessment of applicant pool viability approximately one or two weeks prior to the search closing date: has a pool been generated which is likely to yield quality candidates; is the pool sufficiently diverse; should recruitment be extended?
Search Committee evaluates candidates and seeks OEO approval of "short list" candidates and techniques for further screening. Approved by OEOD.
Search Committee members may independently rate applicants once evaluation form has been approved. In order to ensure that evaluations are not influenced by other Committee members, there should be no discussion of candidates until all ratings are completed and the closing or full consideration date has past. Committee members should discuss in advance how they might evaluate the criteria stated in the qualifications. As the applicant pool is narrowed, a committee should be careful to retain any viable candidates for a true decision; it is often better to retain all the potentially viable candidates until a hire is made. Committees may need to go back into a semifinalist group for both interview and hire. The University goals of diversity should be a consideration at all decision points in the process. Each time applicants are slated for elimination from further consideration, the E.O. Coordinator will review the files to determine the diversity of the remaining pool, the rationale for elimination, and give approval for any notifications. The applicant spreadsheet is perhaps the most efficient tool for relaying search information to the E.O. Coordinator. It is the Search Chair's responsibility to fill out the applicant spreadsheet and update as search progresses - http://oeod.colostate.edu/coordinators_guide.aspx. At the conclusion of the search, the applicant spreadsheet is to be turned in to E.O. Coordinator with final search paperwork.
Candidates selected for campus interviews and schedules established. Approved by charging party & OEOD.
The determination of who will participate in the on-campus interviews should be made by the Search Committee with input from the Charging Party. Once these groups and individuals are identified, it will be the responsibility of the staff support person to arrange the schedule and notify the individuals and groups scheduled. The Search Chair must ensure that vested campus constituencies are notified especially if there are to be open forums and/or the position is one of University wide impact. Reminders from the Search Chair that interviews are anticipated around a given time will help campus constituencies plan. At least one full work week between notification of the first interviews and arrival on campus is suggested to facilitate optimal participation.
Campus interviews take place.
Participants in the interviews should be given information on how to provide their assessment. Whether specific comment forms are used is at the discretion of the Committee. Maintaining the confidentiality of the information is imperative. Participants may be extremely reluctant to be candid if they think others outside the Committee and Charging Party may have access to their comments.
Search Committee formulates recommendation to charging party. Approved by OEOD.
At the conclusion of the interview process, the Charging Party should receive a final recommendation from the Search Committee. Before final recommendation is given to the Charging Party, it is to be reviewed and approved by the Office of Equal Opportunity and Diversity.
Offer submitted to Office of Equal Opportunity and Diversity for approval before being made to candidate. Subject to approval by CSU Central Administration & Board of Governors.
Upon receipt of final recommendation from the Search Committee, the Charging Party selects candidate to receive job offer. Once a selection has been made, but prior to the offer, a review is to be conducted by the E.O. Coordinator and the Director, Office of Equal Opportunity and Diversity or designee. The review most often will be of all the files of all identified protected class applicants as well as the file of the selected candidate. Other materials may be requested as needed. The time allotted for the review is two working days, but additional time may be necessary if additional information is needed. All offers are, however, subject to the approval of Colorado State University Central Administration and the Board of Governors. After selected candidate accepts offer, remaining non-selected candidates should receive notification from the Search Chair regarding completion of the search.
All materials retained for search files. E.O. Coordinator submits completed search compliance packet to the Office of Equal Opportunity and Diversity.
The Charging Party must notify the Search Chair and E.O. Coordinator of the acceptance or rejection of the offer as soon as possible to allow for the completion of the compliance documentation required to finalize the search. The Search Chair or designated search support person is responsible for collecting and retaining all pertinent search documents for three years. This includes: ALL materials submitted by applicants-resumes, cvs, reference letters, performance documents, video or audio tapes (duplicate copies may be destroyed); materials gathered by Committee regarding the applicant including committee members' notes of telephone reference checks, etc.; committee rating sheets from initial screening, evaluation forms, phone or campus interviews, etc.; correspondence, summaries; list of nominations including nominees who did not subsequently apply for position; reports, minutes from search meetings, interview schedules; final recommendation, etc. Materials may be saved on computer disc in an easily retrievable format.
TERMS:
The Charging Party is generally the individual holding the leadership role of the unit doing the search and/or the supervisor of the position being filled. The Charging Party is responsible for establishing the Search Committee, but should not sit as a member of the Committee. The Charging Party receives the report of the Committee to make the final decision to offer the position subject to approval by the Colorado State Board of Governors. The Charging Party may have access to all materials submitted to the Committee during the course of the search.
Non-discrimination statement (long): Colorado State University is an equal opportunity/affirmative action employer and complies with all Federal and Colorado State laws, regulations, and executive orders regarding affirmative action requirements in all programs. The Office of Equal Opportunity and Diversity is located in 101 Student Services Building. In order to assist Colorado State University in meeting its affirmative action responsibilities, ethnic minorities, women and other protected class members are encouraged to apply and so identify themselves.
The unit E.O. Coordinator serves a liaison between the Search Committee and the Office of Equal Opportunity and Diversity (OEOD) during the search process. The E.O. Coordinator may approve certain steps of the search process, but some must be approved by staff in the OEOD.
The Search Chair, a key player in the search process, is responsible for knowing the procedures to be used during the search. The Search Chair works closely with the E.O. Coordinator to ensure the search process is efficient and the conduct of the hiring unit is ethical. The Search Chair should handle all communications from the Committee whether to the unit conducting the search, the appointing authority or the applicants. The Search Chair should not be the decision-maker in the hiring processes, but an individual who guides the Committee in its task of making recommendations to the Charging Party.
The Search Committee is an advisory body empowered to assess applicants and report those assessments to the Charging Party. The Committee must have members who provide racial/ethnic and gender diversity; and appointment of a student member is encouraged. Search Committee composition should represent other appropriate or invested constituencies as well. The Committee must be proactive in all phases of the search process but especially in recruitment- sole reliance on traditional advertising venues is generally an insufficient means for increasing quantity, quality or diversity of applicant pools. Under the leadership of the Search Chair, the Search Committee bears responsibility for the confidentiality and integrity of the search process.
The final recommendation is a summary of finalists in the search and/or recommendation for hire given to the Charging Party by the Search Committee. The format for the final recommendation is determined by Charging party. The final recommendationmay include: a list of acceptable candidates, a discussion of strengths and weaknesses as appropriate; discussion of unacceptable candidates and why they are unacceptable; a complete set of comments from campus reviewers and any summaries the Committee thinks appropriate; vitae of final candidates, list of participants in the search process.
The individual selected for support staff is usually a member of the hiring unit or Search Chair's staff. This individual provides clerical and other support throughout the search process. Although not a voting member of the Committee, this person will often attend meetings and as such will be held to the same expectations of confidentiality as voting members. Developing and maintaining the candidate files, scheduling, arranging travel and overall recordkeeping are this individual's responsibility. If questions arise about what transpired during the process, the documentation provided by the staff support may be crucial in reconstructing the sequence of the search.
Non-discrimination statement (short): CSU is an EO/AA employer.
The initial rating sheet is completed by two members of the Search Committee (the Search Committee Chair and one other member). The resulting preliminary screen is based solely on the minimum objective qualifications set out in the position description and should include no subjective assessments. These are generally questions which can be answered yes or no. If there are questions in the minds of the either of the two screeners, an applicant is left in the pool.
The evaluation form should reflect the required qualifications and usually will also list those qualifications that are preferred. Every Search Committee member must read, evaluate and score the file of each candidate who meets minimum qualifications. Members should discuss in advance how they might evaluate criteria stated in the job description and if some criteria should be more heavily weighted than others. Assessment measures are to be objective and equitable for all members of an applicant pool. Regardless of the information sought and the point at which it is used, there must be consistency to the degree possible among applicants.
EEO/AA forms are to be sent out to applicants as application packets are received. Contact Chris Haase at chaase@lamar.colostate.edu for mail or email formatted EEO/AA forms.
The applicant spreadsheet must list names of all applicants, mechanism(s) used to eliminate applicants from further consideration, and brief but specific summary of rationale for elimination for all applicants meeting minimum qualifications. All information on spreadsheet must be congruent with supporting documentation ultimately retained in applicant or search files. Spreadsheet is to reflect the consistent and equitable processes used for applicant evaluations. The applicant spreadsheet is an active document that should be updated throughout the search process until final hire is made.