Hiring Decision-Maker (HDM) Initial Steps

• Draft position description (Visit HR Staff Regular Exempt Positions HR – Exempt Position Workflow )
• Request HR evaluation of position
• Create the position in DASH – HCM Hub
• Include one HR representative and one administrative professional in the requisition
• Include search chair and all committee members in the requisition
• Determine whether final candidate interviews will be conducted in-person and on-campus. Final interviews for positions that include supervisory responsibilities MUST be conducted in-person and on-campus.

NOTE: The HDM is to review candidate pool application materials after EOA approval in preparation for final interviews. Hiring Decision-Makers, although they have access to applicants’ materials throughout the search process, MAY NOT directly or indirectly influence the decision-making of the committee.  The search committee is to work independently without outside influence or interference of any kind, which could result in failure of the search.

1. Search Chair & Committee Selection

Hiring Decision-Maker:
Determine who will be on the search committee and who will be the search chair.

Search Chair & Committee :

NOTE:  The Hiring Decision-Maker (HDM) CANNOT be a member of the search committee nor serve as the chair.

Generally, the HDM appoints the members of the search committees as well as the chair.  The search chair should not be a direct report of the person being hired nor should they be a new employee.  Committee members may be employees of other campus units.  A committee member may be a student or external partner/stakeholder.

The search chair must complete the MANDATORY EOA Exempt Staff Search Orientation.  The orientation must be completed annually.  All members of the committee are encouraged to complete an orientation session.

2. Charge meeting

• Schedule a charge meeting that includes: 1) the HDM; 2) EOA for director and above (20 minutes); 3) the search chair; 4) the search committee members
• Review of required and preferred qualifications by HDM
• Review of University policies and expectations by EOA
• Discuss timeline and potential obstacles
• Develop a strategy for recruiting and advertising efforts
• Create a uniform method of evaluating applicants (e.g. rubric/matrix)
• Review University search policies and Appropriate & Inappropriate Areas of Inquiry
• Confirm that committee members have access to applicant materials in DASH – HCM Hub
• See example of charge meeting itinerary.

3. Narrowing the Applicant Pool

NOTE: Search committee members are to access and view applicant materials (candidate profiles) in DASH – HCM Hub.  The chair is the only person authorized to change phases/states.

Applicant Review

• Conduct an independent, thorough review of each applicant evaluating required and preferred qualifications
• Score applicants fairly, consistently, and objectively (using checks/pluses/minuses or numbers)
• Ensure applicants meet the minimum requirements (consult EOA when in doubt)
• Disclose relationships with applicants (consider whether recusal is appropriate)
• Prepare a short list of top-tier applicants with meaningful, thoughtful, and objective feedback supported by information in the application

Initial Screening

Initial screening can take the form of limited virtual interviews via telephone or a teleconferencing platform, such as Zoom or Teams, questionnaires, assessments, exercises, writing samples, or portfolio submissions.  EOA approval is not needed prior to conducting initial screening.  Multiple rounds may be conducted to further narrow the applicant pool. Information in any format acquired during initial screening is to be used only by the committee to narrow the pool and must not be shared outside of the committee.

• Schedule interviews so entire committee can be present (DO NOT RECORD)
• Prepare a single list of questions to be posed to all applicants
• Provide the applicants in each round of initial screening with a similar positive experience

DASH will notify EOA when the statements and status changes have been submitted. All S/W statements and status changes should be entered at the same time in order to expedite DASH notice to EOA.  EOA may request S/W statements for additional applicants prior to approving the candidate pool.