Hiring Process

Faculty Hiring Process

Step 1: Obtain Approval and Prepare for Recruitment

Before beginning the search:

• The Faculty Pre-Approval Form, along with the Organizational Chart, must first be completed by the Division Chair Þ Dean Þ Provost. The Provost will take it to the President for consideration.  
  
  • Notification will be sent to the Division/Department Supervisor and Dean.
• If approved, the Division/Department Supervisor, in consultation with the Dean, selects the Search Chair and Search Committee members.
• The Division/Department Supervisor completes the Employment Recruitment Packet (ERP) or Recruitment Waiver, if applicable.

Responsible Parties: Division/Department Supervisor, Division Chair/Dean/Provost/President

Resources

• Faculty Pre-Approval Form
• Organizational Chart
• Employment Recruitment Packet
• Recruitment Waiver

Step 2: Prepare the Search Committee

After the Employment Recruitment Packet (ERP) has completed the approval process, notifications will be sent to the Division/Department Supervisor and the appropriate Dean.

• Human Resource Services (HRS) will provide ApplicantPro/iSolved access to all Search Committee members listed on the ERP.  If you do not already have an ApplicantPro/iSolved account, you will receive an email from ApplicantPro/iSolved with instructions to create one.
  Once your account has been created, please notify HRS so you can gain access to view applications.
• Search Committee members will be assigned annual Vector search committee training.
• The Search Chair will contact HRS to have a HRS representative attend the first Search Committee meeting to review lawful hiring practices. HRS must attend before proceeding to Step 4.

Responsible Parties: HRS, Search Committee, Search Chair

Resources

• ApplicantPro/iSolved
• Vector

Step 3:  Advertise Position

• HRS, in coordination with the Division/Department Supervisor, will identify the appropriate professional journals and associations for job advertisement.
• HRS will automatically advertise the position.

Responsible Parties: HRS, Division/Department Supervisor

Resources

• Advertising Agencies Linked to ApplicantPro

Step 4: Review Applications and Select Applicants

The Search Committee will begin reviewing applications once they are available and have met with an HRS representative.  It is the responsibility of the Search Committee Chair, in collaboration with HRS, to ensure that applications are reviewed weekly.

• Search Committee members will have access to all applications.
• Applicants missing required materials will be marked "Transcripts not provided" or "Cover Letter not provided".
• Applicants will not move forward until all required materials have been received (e.g., Cover Letter, Vitae/Resume, Unofficial Transcripts)
• HRS will update applicant statuses to "Reviewed by HR" as required materials are received.
• The Search Committee will develop a set of position-specific interview questions. These must be approved by HRS before moving forward.
• The Search Committee will review and rank the applicants for initial screening interviews.
• If the Division/Department Supervisor would like to gain access to applications, they will complete the Hiring Manager Attestation Form and return it to HRS.
• The Division/Department Supervisor will discuss recommended applicants with the Search Chair.
• The Search Committee Chair will maintain applicant statuses in ApplicantPro throughout the search process.  ApplicantPro will be configured to automatically notify applicants by email when the Search Committee Chair assigns their application a status of “Not Selected,” indicating that they are no longer being considered for the position.

Responsible Parties: Search Committee, Search Committee Chair, Division/Department Supervisor, HRS

Resource

• Hiring Manager Attestation Form

Step 5: Conduct Screening Interviews

• Before beginning the initial screening interview, the Search Committee Chair will confirm that the applicant is aware of and remains interested in the listed salary range and location, and that the position is not remote.
• The Search Committee will conduct initial screening interviews using virtual methods (face-to-face can be considered but must be offered to all of the initial applicants).

Responsible Parties: Search Committee, Search Committee Chair

Step 6: Obtain Approval for Campus Interviews

Before inviting applicants to campus:

• The Search Chair will inform the applicant that the Search Committee will conduct reference checks. The Search Chair will notify the applicant before contacting any professional references, including both those provided by the applicant and any off-list or unlisted references. 
• Following the screening interviews and reference checks, the Search Chair will provide the Division/Department Supervisor with the following attachments (see below), list the strengths and weaknesses of each applicant, and request approval for on-campus interviews.  Request goes to the Division Chair Þ Dean Þ Provost Þ President.
  • Candidate's Cover Letter
  • Candidate's Resume
  • Candidate's Unofficial Transcripts
  • Any additional information that supports the recommendation
• Consideration for top applicants may be invited for on-campus interviews.
• International travel requires Presidential approval.

If travel expenses are required, follow the Recruitment Expense Process.

Responsible Parties: Search Chair, Division/Department Supervisor, Division Chair/Dean/Provost/President

Resource

• Sample Reference Check Questions
• Recruitment Expense Process

Step 7: Coordinate and Conduct Campus Interviews

• The Search Chair or Designee will schedule all necessary interviews, the benefit overview with HRS, and coordinate campus visits by contacting Administrative Coordinators.
• The Provost and President will meet with each candidate, upon their availability.
• The Search Committee should establish a formal feedback mechanism (e.g., a Qualtrics form) to collect feedback on on-campus presentations, if applicable.
• A Search Committee member or designee will accompany the candidates during the on-campus interview.
• If there are meal expenses, use the MER Form, when applicable.

Responsible Parties: Search Committee or Designee, Provost, President

Resource

• Sample Itinerary
• MER Form

Step 8: Submit a Hiring Recommendation

• The Search Committee will gather feedback from interview participants by establishing a feedback mechanism (e.g., email).
• The Search Chair will provide the Division/Department Supervisor with the following attachments (see below) and list the candidate's strengths and weaknesses related to the job duties and work experience.
  • Candidate's Cover Letter
  • Candidate's Resume
  • Candidate's Unofficial Transcripts
  • Any additional information that supports the recommendation
• The Division/Department Supervisor will review the strengths and weaknesses of each candidate provided by the Search Chair and work with the Dean to make an appropriate salary range recommendation.
• The Dean will then review the information and make a recommendation to the Provost to either support or not support.
• The Provost will then review the information and make a recommendation to the President to either support or not support.
• The President will decide from the provided information and send approval to make the verbal job offer.

Responsible Parties: Search Committee, Search Chair, Division/Department Supervisor, Dean, Provost, President

Step 9: Make the Offer and Complete the Background Check

• The Division/Department Supervisor will make a verbal job offer to the candidate that is contingent upon a successful background check.
• If the candidate verbally accepts, the Division/Department Supervisor will contact HRS to initiate a criminal background check.
• HRS will email the required form to the candidate through ApplicantPro/iSolved.
• HRS will notify the Division/Department Supervisor of the background check results.
• The Division/Department Supervisor will notify the candidate of the background check results.
• HRS and the Division/Department Supervisor will then begin the New Employee Onboarding Process as indicated on Step 11.

Responsible Parties: Division/Department Supervisor, HRS

Step 10: Close the Search

Once a candidate has been selected and accepted the position:

• The Search Chair will notify candidates who were interviewed and not selected.
• The Search Chair will update ApplicantPro statuses as appropriate.
• The Search Chair will notify HRS of the remaining non-interviewed applicants, and final notifications will be sent through ApplicantPro.
• The Search Chair will complete and submit the Report of Hire to HRS.
• The Search Chair will collect all search materials and return them to HRS.

Responsible Parties: Search Chair, HRS

Resource

• Report of Hire

Step 11: Complete New Employee Onboarding

After the candidate has accepted the position, the Division/Department Supervisor will begin the New Employee Onboarding Process for hiring a Benefit-Eligible Employee. 

Responsible Parties: Division/Department Supervisor or Designee

Resource

• New Employee Onboarding Process
• Supervisor’s Onboarding Resources
• Benefit-Eligible Employee Checklist

Steps...