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Search and Screen Committee Best Practices Patrick McLaughlin, Registrar Indiana University – Purdue University Fort Wayne Thursday, November 5, 2009, 2:00 – 2:50 p.m. Session 2.6. About the Presenter. Bachelor Science, Ball State University Personnel Management & Management Information Systems

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  1. Search and Screen Committee Best PracticesPatrick McLaughlin, RegistrarIndiana University – Purdue University Fort WayneThursday, November 5, 2009, 2:00 – 2:50 p.m.Session 2.6

  2. About the Presenter . . . . • Bachelor Science, Ball State University • Personnel Management & Management Information Systems • Master Arts, Ball State University • Student Personnel Administration • Employment History • Piedmont Airlines, Customer Service Agent • Manchester College, Asst. Director Admissions & FA • Lutheran College of Health Professions, Registrar • IPFW, Registrar

  3. Why Search Committees? • Search Committees at IPFW • Career Counselor • Assistant Director of Admissions (Twice) • Associate Registrar (Twice) • Coordinator of Degree Audit • Director of Multicultural Services • Director of Services for Students w/Disabilities • Associate Director of Financial Aid (Three times) • Director of International Student Services (Twice) • Director of Financial Aid

  4. IPFW - Quick Facts • One University, Two Great Names! . . . Combined campus of two Big 10 universities – IU and Purdue • Over 13,000 students, age 14 to 73, over 200 academic programs • NCAA Division I, opened on-campus housing in the Fall 2005 • Over 1,000 faculty & administrative professional staff and over 400 clerical & service staff

  5. Introduction • Discuss strategies, tools, and “best practices” to find the best “match” for a position in your department. • Provide guidance to be the chairperson of a “successful” search committee on your campus.

  6. Topics of Discussion • Affirmative Action/EEO Office/HR – Assistance • Internal vs. External Search (Definition) • Project Plan Management • The Search Committee • Meeting tasks/agendas • Recruitment • Communication to applicants • Selection Process • Rating & Ranking Applicants • Phone Interviews? • On-campus Interviews • Hospitality • Record Retention • Success?

  7. Affirmative Action/EEO/HR • Institutional Procedures & Policies • Staff Positions (Clerical/Service, Administrative/Professional) • Required Forms • Job Description Form • Request to Recruit • Waiver of process • Memo – Internal vs. External • Request to Interview & Applicant List • Request to Extend Offer • Request to Hire • Hiring Report • EEO (Self Identification Form) – Self-reported

  8. Affirmative Action/EEO/HR • Institutional Procedures & Policies • Faculty Positions • Required Forms • Web Posting Form • Request to Recruit • Waiver of process • Memo – Internal vs. External • Request to Interview & Applicant List • Request to Extend Offer • Request to Hire • Hiring Report • EEO (Self Identification Form)

  9. Project Plan Management • Start with the end in mind • Minimum of six weeks to completion • Advantages • Breakdown by Tasks • Pre-Recruitment, Recruitment, Evaluation/Selection, Final Procedures • Format • Assign Responsibilities and Deadlines • Detailed as Needed

  10. The Search Committee • The Chair of the Search • Who else should be on the Committee? • Representatives of YOUR Constituents • Search Meetings . . How many does it take to get the job done?

  11. Search Committee Meetings • 1st Meeting (pages 11 & 12 in handout) • Review Timeline • Hiring Supervisor Expectations • Process of reviewing resumes/application materials • Confidentiality • Determine 2nd meeting date • Discuss Telephone interviews and possible dates

  12. Search Committee Meetings • 2nd Meeting • Review candidate spreadsheet • Select candidates for phone interviews • Select questions for phone interviews • 3rd Meeting • Choose top candidates from phone interviews • Select candidates to interview on campus • Decide on questions to ask each candidate during on-campus interview

  13. Search Committee Meetings • 4th (and final) Meeting • Evaluations returned and compiled • Distribute Candidate Evaluation summary for finalists and make recommendation

  14. Recruitment • Begins with Advertisement • Newspapers • Websites • Listservs • Acknowledgement Letter or email(page 13 in handout) • Telephone communication between applicants and Chair of committee

  15. Acknowledgement Letter – HR • Thank the applicant for their interest in the position at your institution. • Provide a time line for the process (Be realistic!) • State in the letter that if applicant is not notified for a phone interview by “time line”; other, more qualified applicants have been contacted. • Share the salary range with applicants (this is common courtesy and will further narrow the applicant pool).

  16. Selection Process • Rating & Ranking Applicants • Minimum Requirements (page 14 in handout) • Degree/Education • Knowledge/Skills/Abilities • Experience • Preferred Requirements • Knowledge/Skills/Abilities • Experience • Scoring applicants

  17. Rating & Ranking Applicants

  18. Phone Interviews • Conduct as a Committee • Less than 30 minutes • Prepare standard questions (page 15 in handout) • Test equipment in advance • Introduce participants (search committee) • Inform applicant how interview will be conducted • Invite questions from interviewee at the conclusion • Explain next step in the process • Thank applicant for their time

  19. On-Campus Interview Preparation • Prepare for the interview • Determine format of the day • Whom do they need to see? (page 16 in handout) • Search Committee • Immediate Supervisor • Other constituents • Lunch? • Phone & written communication to the interviewee • Confirmation letter with Itinerary (pages 17-18) • Hotel/Flight reservations or Maps/Directions • Reimbursement Instructions • Parking Pass • Community Information • Reserve rooms for interview • Prepare Interview Questions in Advance • Appropriate vs. Inappropriate questions (page 19) • What do they need to know about position?

  20. On-Campus Interview - Practice Hospitality! • “Interview Day” • Meet the applicant upon arrival • Consider taking them out to breakfast prior OR to dinner the evening before the interview • Escort them to each appointment • Eat lunch with them (if appropriate) • Enjoy having them on campus • Communicate your time line for filling the position • Consider giving them a small gift from campus

  21. Selection of Applicant • Review Evaluation Forms (page 20 in handout) • Compile Results for Search Committee • Make Recommendation • Hiring Supervisor • Check References • Submit Request to Extend Offer once approved . . • Contact HR prior to verbal offer – HR will create/provide offer letter (staff positions) • Send Confirmation Letter • Staff positions – HR provides • Faculty positions – Dean / Department office provides • Notify HR when Final Offer Accepted

  22. Communication with Finalists • Inform Candidates of Timeline • Follow through or Communicate New Timeline • Once Final Candidate has Accepted, notify all other candidates the position has been filled • If a candidate contacts a search committee member about the selection process, the appropriate response is “We have selected another candidate for the position who has accepted.” • Refer any persistent candidates to the Affirmative Action Office/HR or equivalent office on your campus.

  23. Were you Successful? • Did you make an offer or recommendation to hire? • Feedback from applicants and interviewees . . . . • If someone was hired . . . • Are they still employed at your institution? • Was it a successful match?

  24. Summary • Plan • Recruit • Evaluate • Interview - Practice Hospitality! • Select • Communicate • Recommend • Offer • Record Retention (AA/EEOC Guideline) • Success?

  25. Questions Patrick McLaughlin, Registrar Indiana University – Purdue University Fort Wayne (260) 481-6128 mclaughp@ipfw.edu ContactInformation:

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