Welcome to the Search Committee

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• Welcome to the Search Committee
• Training Tutorial for our Online Recruiting
  System and Search and Hire Process

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Search Committee Process

• Position is opened in PeopleAdmin and AA officer
  approves search committee.
• Search committee meets and search is kicked off.
• Selection criteria is agreed to based on minimum
  qualifications.
• Interview questions and scoring criteria are
  established and sent to HR for approval.
• On release date for priority consideration
  Affirmative Action review is completed on
  candidates. If there is adequate representation
  then password and guest user id is released to
  search chair.
• Search chair sends committee members guest user
  id and password.
• Members begin logging into the system and
  reviewing resumes.
• Members meet to discuss applicants and selects
  candidates to phone interview.
• The search chair updates HR each time an
  applicants status changes.
• Telephone Interviews are conducted and rating
  criteria is applied.
• References are checked.
• On campus interviews are conducted and rating
  criteria is applied.
• Final recommendations are made to hiring
  authority.
• Background check is completed.
• Offer is made.
• Search chair sends all scoring criteria and any
  other pertinent documents from search to HR.

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First Steps for the Search Committee

• Develop a time table for filling the position
• Agree on initial screening criteria
• Develop and agree on ranking and weighting of
  evaluation criteria and method

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Confidentiality

• The Search Committees deliberations and
  discussions regarding applicants may not be
  discussed beyond the Search Committee. Applicant
  names and materials are confidential.
• The names of applicants and their resumes are
  not public documents and cannot be released to
  the public or the press until the finalists are
  invited to campus.

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Diversity

• Both OUS and SOU have a strong commitment
  to diversity and seek to promote and support
  initiative that sustain best practices in
  diversity. Our recruiting practices are an
  integral part of supporting that commitment.
• Southern Oregon Affirmative Action Statement
• Southern Oregon University is an equal access
  AA/EOE committed to achieving a diverse work
  force and as such, is an inclusive campus
  community dedicated to student success,
  intellectual growth, and responsible global
  citizenship.
• All jobs will now contain the following statement
  experience with/ability to interact with diverse
  populations
• Supervisory positions, must include Ability to
  administer affirmative action policies
  effectively and supervise in a culturally diverse
  workforce.
• Search committees and the authorized hiring
  authority are expected to advertise in minority
  focused publications
• Search committee members must give careful
  consideration to all diversity applicants that
  meet minimum qualifications

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Selection Criteria

• Should be based on essential functions documented
  in the position description education, skills
  and experience needed to be successful in the
  position
• Must be nondiscriminatory and directly related to
  job performance
• Must be free from non-job-related considerations,
  particularly any that negatively affect members
  of a protected group
• Must be specified as either required (minimum
  qualifications) or preferred (desired
  qualifications)

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Selection Criteria (cont.)

• Be specific enough to be useful in guiding the
  selection process, but not so narrow that
  applicants- especially underrepresented groups,
  who may have non-traditional career paths- are
  not considered
• Can include the term or equivalent where
  appropriate however, the appointing authority
  must be able to specify acceptable equivalent
  substitutions for education and experience
• Must be the same for every applicant

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Nominations/Internal Candidates

• If a third party recommends a candidate then the
  Search Chair should contact the candidate and
  direct them to the job site to apply for the
  position- jobs.sou.edu
• Internal candidates should also be directed to
  apply via the on-line system and should receive
  the same consideration and treatment as external
  candidates
• Internal candidates selected for campus
  interviews and considered finalists should not
  participate in campus interviews with other
  candidates or evaluate their candidacy

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What the Applicant will do

• The only way an applicant can apply for a job is
  to login to the applicant site at jobs.sou.edu
• The first time an applicant applies for a
  position s/he will need to create a user name and
  password and complete a profile
• The profile asks for basic information about the
  applicant and requires confirmation that all
  information provided, including any documents
  being attached, is true and accurate
• Applicants attaching a resume/CV are instructed
  that they do not need to complete the job and
  educational history sections you should not
  eliminate or score them lower if they dont
  complete these sections, as long as they attach
  the required documents
• Once the applicant completes a profile, s/he can
  apply for multiple positions by simply attaching
  the required documents for that position and
  reconfirming that all information provided is
  accurate and true

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Evaluating Applicants

• The Committee should agree on a method of
  evaluation and use it consistently with all
  candidates
• It is appropriate to weight or prioritize the
  criteria, but care should be taken to ensure
  those weights are based on qualities necessary
  for success and not based on assumptions about
  who might be interested in the job
• A subset of the committee may determine which
  candidates meet minimum or required
  qualifications, but all committee members should
  be allowed to review all applications, if
  interested

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Using the on line system to screen candidates

• Search committee members will now be able to view
  all applicants online from any computer that has
  internet access
• Members can view applications and documents
  online or print them off
• During the search process, the Chair should send
  an email to HR with an updated status of all
  applicants
• HR will change the status of the candidate in the
  system and if not interview/not hired is selected
  the candidate will be removed from the list of
  open candidates. Removing candidates from the
  list makes it easier for search members to review
  only viable candidates
• Auto-generated emails will be sent to candidates
  if they are not selected. The following text
  will be used for the auto generated email
• All EEO tracking is done within the system, so
  that chairs will no longer need to complete EEO
  data sheets

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Limitations of the System

• It does not replace conversation committee
  members will still need to meet to discuss
  candidates
• It does not have online scoring and rating
  sheets these will need to be done outside of the
  system

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Logging to the system

• Once a position has been approved and posted,
  Human Resources will send the Search Committee
  Chair a temporary user name and password. The
  Chair will disseminate the user name and
  password to all committee members. To access our
  online recruiting system go to
• https//jobs.sou.edu/hr

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Logging in (cont.)

• This login will only give you access to the
  position for which the search committee is
  serving
• Once the position is filled, you will no longer
  be able to access the system with this login
• If you are on a search committee and you are also
  a registered user in the system, you will need to
  log out and log back in using your regular user
  name and password to access other positions in
  the system

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Logging to the System (cont.)
Enter the user name and password given to you by
the search chair and then click the login tab
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Viewing Applicants
A screen similar to this will appear click on
View to see applicants that have applied to
the position
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Viewing Applicants (cont.)
You can sort applicants by Name, Score, Date
Applied or Status by clicking on the purple
arrows.
If applicants have been asked to complete
pre-screening questions that have been weighted,
the scores will appear here.
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Viewing Applicants (cont.)
To view multiple applications at the same time,
click All to select all applicants or check the
boxes for the applications desired, then View
Multiple Applications
Click here for any document you want to view
and/or print
To view an individual Applicant, click on View
Application
Click here to view multiple attached documents
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Viewing Applicants (cont.)

• When you select either View Applicant or
  All a printable version of the application(s)
  will appear on the screen
• If you choose the Select All button, you will
  need to first view all the applications, then all
  the documents unfortunately, there is not a way
  with the All function to see each candidates
  application and documents together

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Reviewing Posting Details
To see job duties click on the Job Duties tab
To review details of the posted position click on
the Posting Details tab
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Steps after Initial Evaluation

• Select candidates for phone screen or on campus
  interview and develop appropriate questions to be
  asked
• As appropriate, include the campus community in
  the process and then follow up with feedback
  forms/survey
• Provide summarized feedback to hiring authority
• If requested by the hiring authority, identify
  member(s) to conduct reference checks
• Upon completion of search, members should forward
  their notes on each candidate to the search chair
  for inclusion in the search file (The search
  chair should maintain these records for three
  years)

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Telephone Interviews

• Telephone interviews may be recorded however,
  applicants must be informed of the recording and
  give consent
• Decide on length of each interview and draft
  questions accordingly
• Ask the same questions of each candidate
• Use the same scoring criteria for each candidate

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Campus Interviews

• Each campus interview should include the same
  opportunities, meetings and constituency groups,
  administrators etc.
• To ensure equity in the selection process
• Ask the same questions of all candidates
• Avoid asking questions that my elicit personal
  information
• Under ADA laws, we need to provide reasonable
  accommodation for any known disabilities. You can
  ask candidates Are there any special
  considerations of which we should be aware of in
  planning your visit? (Please contact HR for
  further questions or information)

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Campus Interviews (cont.)

• Consult with hiring department to determine
  availability and agree on a schedule
• Communicate in advance with individuals or groups
  who will be involved in evaluating the candidate
• Develop and distribute interview feedback
  form/survey after the candidate is interviewed

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Changing an Applicants Status

• The search chair must contact Human Resources
  whenever the committee wants to change the status
  of an applicant at 552-6315 or 552-6512
• When the committee tells Human Resources they are
  no longer considering a candidate, that applicant
  will be placed in an inactive status and will no
  longer appear among the active applicants

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Viewing Inactive Applicants
To view applicants that have been placed in
inactive status, click in the Inactive Applicants
box , click REFRESH and you will then be able
to view them
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System generated emails to applicants

• When an applicants status is changed to either
  not interviewed, not hired or telephone
  interview/ not hired, an auto-generated email
  will be sent to the applicant which says
• This is to acknowledge receipt of your
  application for the position of _______at
  Southern Oregon University.
• Your application has been carefully reviewed
  with those of other applicants, but has not been
  chosen for further consideration at this time.
  We encourage you to visit our employment website
  at http//jobs.sou.edu to explore other
  opportunities as they become available.
• Sincerely, Southern Oregon University Human
  Resources Services
• If an applicant has an on-campus interview and is
  not selected, there is an option of either having
  an auto-generated email sent or selecting not to
  send an email then, a committee member or hiring
  authority can follow up with a phone call or
  formal letter. Generally if an on campus
  interview is conducted we recommend that a
  committee member contact the individual rather
  than sending an auto-generated email.
• We also recommend that when someone from the
  campus community interviews for a position that
  the committee contacts them directly rather than
  send a system generated email even if they are
  not interviewed for the position.

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References

• Develop the same set of reference questions for
  all candidates
• The hiring authority should decide whether the
  search committee conducts the reference checks
• Applicants should be informed in advance that
  references will be checked
• Reference checks should be conducted at the
  conclusion of the phone or on-campus interviews

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Resources

• The following resources are available on the HR
  Web site
• Applicant Screen Form and Instructions
• Guidelines for Hosting a Candidate
• Interview Guide
• Campus Interview Evaluation Form
• Reference Check Guide
• Sample Campus Candidate Evaluation
• Consent for Background Check
• Sample letter- Campus Interview

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• Thank you for viewing this tutorial
• Please contact Human Resources with any questions