Merit and Qualifications—Screening of candidates and ultimately the recommendation and decision to hire must be based on the relative merit and qualifications of the candidates.
Makeup of search committee—It is important to have a search committee made up of representatives from various sectors of the campus who will be impacted by the individual hired into the position, e.g., students, faculty and staff. It is important to have primarily subject matter experts on the committee.
No prohibited discrimination—No consideration may be made in the hiring process to an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran status, political ideas, sexual orientation, sex, age, marital or family status, or physical or mental disability, when the reasonable demands of the position do not require an age, physical or mental disability, marital status or sex distinction.
Conscious effort to meet the objectives of the University’s institutional diversity plan—The diversity plan provides that the University “Create avenues for access to the academy and for success within the academy for all individuals, and particularly populations historically underrepresented in the academy. “ The specific goal in the plan is to: “Recruit and hire faculty and staff from historically underrepresented populations to achieve meaningful representation.” The action item designed to achieve this objective is to: “Create incentive plans for recruiting and hiring faculty and staff from historically underrepresented populations at UM.” What are you going to do to achieve the goal of recruiting for diversity?
Accurately articulate the role description—Verify that the role description is accurate. Do not simply recycle an old role description. The actual duties might have changed. For example, a faculty role description might need to be updated to include a statement about the need to be able to effectively advise students from a variety of backgrounds and cultures.
Do not set your sights on the ideal candidate profile
What are the essential functions of the position
What is the minimum level of skill, education, experience
What are the preferred qualifications
Are there some duties that are more important than others
Could this position be a career path to another position
Recruit widely and creatively
Provide completed recruitment plan to HRS Recruitment Manager
Use professional networks- listservs, word of mouth
Advertise for diversity
HRS will inform you of specific advertising requirements necessary to comply with Department of Labor regulations regarding hiring foreign nationals.
Screen based on qualifications that match the role description
The role of the search committee is to find a candidate that is the best match for the qualifications of the position
Match the applicants’ qualifications to the items in the role description
Write justifications every time you narrow the pool—at every point, be able to explain to each candidate why they were not moved forward in the recruitment. The written justifications must be provided to HRS before the next stage of the recruitment.
Probe for important information related to the qualifications
Detailed descriptions of experience
Quality and quantity of experience
Do not consider factors that do not matter
Insignificant gaps in resume
Ability to see; climb
Gender or cultural based perceptions
Avoid non-relevant inquiries
Elicit precise information
Written notes are your record
Verify and probe what candidate provided on paper
Be prepared to answer questions from the candidates
It may be appropriate to refer question outside of the committee (e.g., HRS)
Give candidates an opportunity to respond to concerns
Still part of the interview
Justifications must match job qualifications
Conduct before bringing candidates to campus for interview
Elicit only relevant information
Disregard irrelevant information
Corroborate information provided by candidate
Ask permission before contacting “off list” references
Ask references “is there anybody who might have a different perspective?”
Information should flow only to and from the Chair
Avoid any discussions about the recruitment
At the end, information is not disclosed- questions directed to HRS
Veterans or Disability Preference—If an applicant provides a form asserting a preference, check with HRS to be certain to apply the preference correctly.
Provide reasonable accommodations for interview process
Keep copies of notes/screening materials- provide to Recruitment Manager
Retain all information related to the recruitment for a minimum of three years. If a complaint is filed, immediately preserve all information, including emails and other electronic information.
When recruitment is complete, provide all recruitment information, including notes, correspondence, screening tools, etc. to HRS.
Maintain a positive relationship with applicants
Make sure applicants will want to apply again and will spread the word about how wonderful UM is.
Show respect and courtesy to all applicants.
Provide applicants with accurate and timely information.
See HRS website for sample decline to hire and hire letters
Refer applicants to other campus resources when appropriate