Fort Hays State University > About FHSU > Academic Divisions > Office of the Provost > Faculty and Unclassified Handbook > Ch 3 Recruit For Vacancies
Office of the Provost
Search Committee Checklist for Unclassified Vacancies
1. Department chairs or
directors present and discuss vacant positions with the appropriate faculty
dean or vice president. The faculty dean
then meets and confers with the provost with regard to rank and salary range
applicable to positions to be filled.
The initializing the search form shall be approved by the appropriate
chair, dean, and/or vice president before the search process begins.
2. search committee and
its chair shall be duly appointed by the president or designate (vice
president, dean, or department chair).
The composition of the search committee should include minorities and/or
women, whenever possible.
3. Prior to advertising,
the search committee chair will schedule the first meeting of the search
committee with the EEO Officer to discuss policies and procedures.
4. Develop a position
description listing both necessary and preferred qualifications. These
qualifications must relate directly to the work to be performed. (Should a discrimination complaint be filed
subsequent to the filling of the position, the search committee will be
required to demonstrate that stated qualifications are relevant.)..
5. The position
description ads and recruitment sources that will be used shall be submitted
with search form Part I for the appropriate approvals before distribution.
Openly publicize the
vacancy by whatever means necessary to help create a strong applicant pool,
including minorities, women, veterans and disabled persons. With a few exceptions, professional positions
are recruited for nationally. These
should be advertised in professional journals and other publications (in print,
online or both). Recommendations may
also be solicited from graduate schools known to excel in turning out
well-qualified people in the specific areas of specialization required. All positions must be posted on the FHSU web
6. All publicity must
include the EEO language and background check statement. See Search Instructions (Lotus Notes Workspace) for more information
7. When publicizing a
vacancy, specify a reasonable application priority date or deadline. Always allow sufficient time for persons to
apply. A minimum of 30 days is
8. If a last-minute
resignation precludes normal equal employment opportunity requirement methods,
the EEO Officer shall be contacted to work out a satisfactory alternative
procedure. When it is impossible to meet
equal employment opportunity recruitment requirements in filling a vacancy, a temporary
appointment for a maximum one-year appointment may be a solution.
Normally, all full-time
faculty and administrative appointments (nine-month and twelve-month) require
recruitment in accordance with EEO policy.
9. Make every attempt to
eliminate subjective judgment from the evaluation process. Both initial
screening and subsequent evaluation of applicants should be based to the
greatest extent possible on an objective evaluation of requisite qualifications
as specified in the written position description. Criteria should be clearly delineated and
used in the process. Check criteria for
factors that could have an adverse impact.
10. When an application
is submitted, send the applicant the link to the online demographic survey,
which helps the university collect required equal employment opportunity
information. See the Search Instructions
for other information that must be sent to all applicants.
11. Prior to
arranging interviews, submit search form Part II for the appropriate approvals. Interviews should not be scheduled before
approvals have been given.
12. After the interview
process has been completed and the final candidate selected, submit search form
Part III for the appropriate approvals. The
candidate chosen for the position should not be notified before approvals have
13. A criminal background check must be conducted before a new employee may be put on the payroll. See the Search Instructions for more information.
14. Compile and maintain a file for each position filled. Include the following:
a. Copies of recruitment
notices and ads, along with name and date of the publication and how many times
b. All information submitted by or in support of each applicant.
c. All correspondence with applicants.
d. Written memoranda on telephone and other verbal communications.
e. Any other materials used in or resulting from the recruitment effort. Keep complete notes on the reasons why candidates are eliminated, reasons that will meet equal employment opportunity requirements.
f. Notes from committee meetings.
g. Rejections of offers and withdrawals from consideration.
h. Complaints, post-hiring inquiries, or comments of applicants.
i. Any other information
pertinent to the search.
15. The search file (with
all of the above information) must be submitted to the EEO Office at the
conclusion of the search.
Back to Chapter 3
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