Effective Candidate Selection Process Guidelines
Guidelines presented by Jessica Terwilliger, a Recruitment & Staffing Coordinator, cover dos and don'ts of selecting candidates. Topics include forming a diverse committee, establishing timelines, conducting charge meetings, and avoiding conflicts of interest. The importance of documentation and utilizing a resume evaluation tool are also emphasized in this comprehensive guide.
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Selecting Candidates Search Process Do s and Don ts Presented By Jessica Terwilliger Recruitment & Staffing Coordinator
Selecting the Committee Committee should be made up of a diverse group, ideally of ethnic diversity and gender balance May include a student from department or student government Can include someone from the community It should contain 4-7 members
Timeline When the PAR is submitted we have a form within called the Recruitment Plan Include the names of the Chair, Administrative Support and Committee Members All names are added to the recruitment in TAM Members can now have access to the specified recruitment, candidate pool and documents attached in TAM.
Charge Meeting Charge meeting is set. This is where the committee and HR get together to go over the expectations and a timeline of events. Resume Evaluation Tool uploaded to TAM Deadline made of when all candidates should be reviewed Approximate dates for phone/on campus interviews Ideal date for submitting the final candidates form
Situations to Avoid Family member or close friend applied for the job that you are on the committee for. In this case you should excuse yourself from the interview. Knowing information about the candidate, you worked with them in the past. Good or bad you must remain objective or even excuse yourself from that interview. It is always required to keep the search information confidential. Shred or delete any notes you may have. Do not speak openly about the search, lock those documents away!
Resume Evaluation Tool Resume Evaluation Tool Required Qualifications ( if they have it) Preferred Qualifications ( if they have it) App # Name Resume/ Cover CV 3 Ref. Trans. Tier 1, 2, 3 Letter Those Who Applied After the Deadline 25 26 27 28 29 30 Tier: 1= Has all req quals and most pref quals, 2 = Has all req quals, 3 = Does not have all req quals
Resume Evaluation Tool TITLE OF POSITION Required Qualifications Preferred Qualifications Analysis, Data Analytics, Computer 6+ years demonstrated business Science, Management Information Bachelor s Degree in one of the following disciplines: Business multiple technologies in higher 3 or more years experience in PeopleSoft systems and tools integration issues involving Ability to use technology to Bachelor s Degree analyst experience gain efficiencies in student NO Y Y Y Y Experience writing queries Y Y Y Y Y Systems, Math, Statistics, resolving highly complex Experience working with records processing. Cover Letter Tier 1,2, 3 App Name Resume 3 Ref. Trans. Economics education. X X X X X X 2 1 1 1 1 3 3 3 3 3 3 3 123456 7894752 Alpha betical order X X X X X X X X X X X X N O T Y Y Y Y Y Y Y Y Y Y Y Y Y Y NO Y Y Y Y in app in app X In resume X X NO Y Y Y NO NO I NO Y Y Y NO Y Y NO NO NO NO NO NO NO N X X X X P O S T I N G X X X X Those Who Applied After the Deadline Tier: 1= Has all req quals and most pref quals, 2 = Has all req quals, 3 = Does not have all req quals
Request for Phone Interview UW-Parkside Search & Screen Request to Phone Interview Form Date:_________Department:__________________________________________________ Position Title:__________________________________________________________________ To date total # of applications received:____ To date number of applicants meeting required qualifications:____ Candidates selected for phone interview (additional candidates may added ) Name Justification for Interview _______________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _______________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ _______________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________ Search Committee Chair Signature_________________________________________________________ Director of Office of Human Resources Signature_________________________________________________________
Phone Interview All committee members must be present or interview should be recorded HR needs to approve questions beforehand Basic goal of the phone interview: Did this person do at least a little homework on the organization? Is this person willing to discuss salary? Do you they a sincere interest in our School?
Phone Interview Dos/Don'ts You hear a baby or child in the background You hear what sounds to be an elderly person in the background, maybe mother/father .. You hear a lot of background noise in general, candidate seems distracted . Phone keeps beeping, like another call is coming in .
Request for On-Campus Interview UW-Parkside Search & Screen Request to On-Campus Interview Form Date: Position: To date total # of applications received: To date number of applicants meeting required qualifications: Candidates selected for interview (additional candidates may be added on another sheet) Name, address, phone # & email Justification for Interview Search Committee Chair Signature: Date: Executive Committee Chair (Faculty Search) Signature: Date: Dean Signature: Date: Director of Human Resources Signature: Date: Hiring Authority Signature: Date: IMPORTANT: Must include or attach contact information (phone, address & email) for each candidate listed on the form. Department:
On-Campus Interviews Dependent on the position: The interview could be one with just the committee members Or they may go on to meet with multiple people in the college that are relatable to their potential role May include a campus presentation or forum These interviews usually take time to prepare for both sides, time, travel ect..
Bias Blind Spots Biases and prejudices that influence our social judgements Candidate has similar life experiences as you Candidate is same age, gender, race, fellow graduate of there alma mater, etc How to overcome? Teaching ourselves to be aware Don t feed into those similarities
Reflect on Your Decision-Making Reflection can help you steer clear of biases Was your thought process free of the common biases that are around us When you send over your final candidate request, is that choice the best qualified person
Final Candidate UW-Parkside Search & Screen Final Candidates Form (Strengths & Weaknesses of Final Candidates Post Interview) Date: Department: Position Title: Finalists (list all candidates interviewed in alphabetical order) Name: Justification (strengths & weaknesses): Name: Justification (strengths & weaknesses): Search Committee Chair Signature/Date____________________________________________________________ Executive Committee Chair (Faculty Search) Signature/Date____________________________________________________________ Dean Signature/Date____________________________________________________________ Director of Human Resources Signature/Date____________________________________________________________ Hiring Authority Signature/Date____________________________________________________________
Common Lawsuits Discrimination EEOC tracks the many forms of discrimination and alleged cases. These may contain: Race Sex National origin Religion Sexual preference Age or disability
How to Avoid Lawsuits To avoid legal trouble, familiarize yourself with federally protected categories, rights and activities recognized by federal labor and employment law, including: Title VII of the Civil Rights Act of 1964: Prohibits discrimination due to race, color, religion, sex and national original. It also includes the Pregnancy Discrimination Act (PDA), which forbids discrimination based on pregnancy, childbirth or related medical conditions. Equal Pay Act (EPA): Prohibits gender-based pay discrimination between men and women performing similar roles. This law includes employers who are covered by the federal Fair Labor Standards Act (FLSA). Family and Medical Leave Act (FMLA): Prohibits discrimination against pregnant women and parents, as well as employees with serious health conditions. Age Discrimination in Employment Act (ADEA): Prohibits discrimination against employees age 40 and older. Americans with Disabilities Act (ADA) and ADA Amendments Act (ADAAA): Prohibits discrimination against qualified employees or job applicants due to a disability, association with someone disabled or because the employer sees an employee as disabled, even if he or she actually is not. Genetic Information Non-Discrimination Act (GINA): Prohibits employers, employment agencies, and labor unions from discriminating employees based on genetic information.
