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Professional Search Procedures
STEP 1: Obtain Permission to Hire and Create Job Posting
- Hiring Manager notifies Affirmative Action of need to conduct search. Affirmative Action sends Search Start -Up Packet to Hiring Manager.
- Hiring Manager and Search Chair schedules informational meeting with Affirmative Action. Workflows and Preparer status to be determined at this meeting.
- Hiring Manager and Preparer request user name and password at www.brockportrecruit.org/hr. (Click on ‘create user account’.) Read the Hiring Managers Guide and view Hiring Manager PowerPoint .
- Compose and charge Search Committee.
- Hiring Manager/Search Committee Chair complete Requisition Worksheet. The Preparer or Hiring Manager inputs the information into the system. Appropriate Director, Assistant Vice President, Vice President, and Affirmative Action Officer will review the requisition online and approve electronically. Hiring Manager will be notified electronically when position is posted on our employment web site.
- Search Committee Chair and members will receive a guest user name and password to view the requisition and candidate files.
Resources:
Composition of Search Committee Guidelines
STEP 2: Advertise
- Search Committee Chair will develop the advertising recruiting plan and the ad template. This should be submitted, as a package, to the Director, Assistant Vice President, Vice President, and Affirmative Action Officer for approval. The advertising recruiting plan should identify diversity recruitment efforts. Ad copy should direct applicants to apply online at www.brockportrecruit.org. You are encouraged to complete this step in conjunction with Step 1. This will allow you to advertise as soon as possible after the requisition is posted on the employment website.
- Timeline for search should be created at this stage also, but does not need to be submitted for approval.
- Once approved, the advertising and recruiting plan is submitted to Budget. The Search Chair will be provided with a recruiting account number. You will utilize this account number for invoices related to advertising and recruiting expenses.
- Search Committee places print ads with Graystone and at online sources.
- Affirmative Action will place all ads on http://www.higheredjobs.com/ , email to Faculty/Staff Mailing List, email and mail to Affirmative Action contacts.
Advertising Resources:
Affirmative Action Advertising/Recruiting Plan
Ad Template
Managing Ad/Recruiting Costs
Suggested Publications for Advertising
Advertising Job Vacancies with Graystone Group Advertising
Recruitment Resources
STEP 3: Screen Candidates
- Search Committee creates rating sheet to screen applicants and submits to Affirmative Action for approval.
- Search Committee members log on to the online system at www.brockportrecruit.org/hr. Enter guest user name and password issued to you by the Hiring Manager. Search Committee members review and screen applicants individually.
- Search Committee develops interview questions, telephone reference questions, for review and approval by Affirmative Action.
- Committee meets to deliberate and determine which candidates will be selected for an interview. Search Committee Chair returns recommendations for interview and committee rating sheets to Hiring Manager.
- Hiring Manager accesses online system using his/her user name and password to review candidate files in conjunction with the rating sheets and changes status in system to ‘Interview requested’. Rating sheets are forwarded to the next level of approval.
- The appropriate Director or Assistant Vice President, Vice President, will review the requests for interviews electronically using his/her username and password in conjunction with the rating sheets. If approved, changes status in the system to ‘Interview Approved’. Rating sheets are forwarded to Affirmative Action.
- When requests for interviews are approved by the AAO, the Director will be notified. Interviews may be scheduled. Departments will be provided with candidates’ guides and benefits information to give to finalists (See Search Start-Up Packet).
- Search Chairs should notify Affirmative Action when interviews are scheduled and of any declines to interview/withdrawal of candidates. Affirmative Action changes status in the system to ‘Interviewed’.
Resources
Sample Rating Instruments
a. Sample Initial Screening Form 1
b. Sample Initial Screening Form 2
c. Sample Telephone Reference Sheet
d. Sample Interview Rating Sheet
Sample Request to Interview
Sample Overall Committee Ranking
Interview Guidelines
General Interviewing Suggestions
Benefits Information
STEP 4: Make Recommendation to Hire
- After interviews, the Search Committee should discuss strengths and weaknesses of each candidate. A memo detailing the unranked list of strengths and weaknesses should be sent to the Hiring Manager along with the interview rating sheets and telephone reference sheets for all interviewed candidates. Upon approval, the Hiring Manager will pass the materials to the Director, AVP, and Vice President. If approved; the Director, AVP, or VP, will change to statue to ‘Recommended for Hire’, and pass the materials to Affirmative Action.
- AAO will review and approve the recommendation electronically, change status in the system to ‘Hire Approved’. Once the recommendation for hire is approved by the AAO, the Director will be notified so the offer can be made. The Director should verify salary and start date with Affirmative Action.
Resources
Sample Recommendation to Hire
Sample Summary of Candidate’s Strengths and Weaknesses
Candidate Offer Guidelines
Step 5: Hire
- Once the offer has been accepted, the Hiring Managers department should prepare and submit an Appointment Form, cover letter, resume, signed copy of application, official transcript, and Offer Summary for the selected candidate.
- At the end of the search, please return the following to the Affirmative Action Office: rating instruments, interview notes, strengths and weaknesses, recommendation to hire memo and printed applications, resumes and cover letters of the interviewed candidates only, all transcripts and letters of recommendation for all applicants.
