Ready, Aim, Hire!

1. Ready, Aim, Hire! Jennifer Grube Vestal, Associate Dean/Director of Academic Support & Enrichment Abby Ghering, Assistant Dean/Associate Director of Academic Support & Enrichment Denison University

2. When Someone Leaves. . . .It Creates a Critical Situation • Vacancy creates burden on staff/units • Services and support of students can be compromised • Balance of careful review with moving forward in a timely manner • A vacancy can impact campus politics and positioning

3. Overview of Session Selecting a Search Committee Reviewing the Job Description Posting the Position Documentation and Record-Keeping During the Search Establishing a Search Timeline Seeking a Diverse and Qualified Applicant Pool Screening Candidates Telephone / On-campus Interviews Offers and Position Filled Notification Tips for Working with Human Resources Departments

4. Considerations for Selecting the Search Committee • Look for diversely represented committee members • Not just under-represented groups • Faculty member (helps educate) • Students (non-seniors) • Non-salaried staff • Professional development opportunity • Who will help with campus “buy in” of the search process/candidate? • Who has a solid understanding of the position? • Define the role – are you screening? Hiring? Recommending candidates? • Making the invitation formal

5. Reviewing the Job Description • Re-envisioning the Position • How has this position changed over time? • Collect feedback, not just supervisor’s views • What duties were a result of the person vs. the position and may need to be adjusted/updated? • Identify minimum qualifications (helps screen) • Working with Human Resources • May need to provide rationale for position • Quantify and give evidence of the impact of the position (data) • Allow time for review

6. Documentation and Record Keeping • DEVISE A SYSTEM in advance! • What should you keep track of? • All candidates’ materials • Notes/Agenda of Search Committee meetings • Email exchanges/communications regarding the search (to committee, campus, candidates, etc.) • References • Individual committee member notes/screening sheets • Telephone interview notes • Why? Liability, Re-Opening the Search

7. Establishing a Search Timeline Be ambitious but realistic Schedule Search Committee Meetings with advance notice Consider the ebb and flow of the academic year Ideally schedule campus interviews when students are on campus

8. Posting the Position • Thinking “outside the box” to attract more diverse and qualified candidates • Put an end date in job post for when materials will begin to be reviewed! • Identify point person (Search Chair?) for addressing ALL questions related to the search • How to structure the posting? • Paragraph, bulleted, balance of information about institution or position?

9. Considerations for Screening Applicants Send ALL candidates confirmation receipt of materials and if needed, additional information about search (search timeline, Affirmative Action survey, more detailed job description) Develop a screening tool that is objective and based on qualifications listed in job description (sample) IF a candidate does not meet minimum qualifications, he/she should not move forward in screening process How to handle over-qualified candidates? Establish open communication with Search Committee and the campus about fair screening and confidentiality of the process Search Committee screens ALL candidates!

10. Considerations for Screening, Part 2 • Paper screen means without outside influences – past/personal knowledge of a candidate should not influence • How will you to handle candidates with connections to Search Committee members? • Consider the ethics/equity in screening candidate on paper vs. at conference placement • Is there a place for outside/unsolicited recommendations from others? • Determine communication plan with HR/Affirmative Action office(s) at different points in the search process

11. Telephone Interviews Make a “hard cut” at this point to “narrow the pool” - saves committee time in the long run Search Committee should develop effective questions – no more than 4-5 questions for a 20 minute phone call Must all search committee members be present for telephone interview? Develop a script for consistency/equity between candidates and to help keep on schedule

12. Telephone Interviews, Part 2 Set block of telephone interview times for candidates to fill – confirm later Send an advance email to each candidate that confirms the time, phone number, names/titles of committee members who will be present on the phone call – ask for reply to that email Leave time between phone calls for Search Committee members to debrief May want to have question sheet for note taking of committee members during the phone call

13. On-Campus Interview Considerations How many candidates can come to campus? What should be the timing between candidate visits? Who should the candidates meet/who should give feedback to the search process? Develop a schedule for interview – send an advance copy to each candidate (consistency) Give the candidate time for rest/reflection throughout the day Allow for transition time between interview stations and identify escorts to get candidate from one place to another Provide advance copy of each candidate’s materials and the schedule of her/his interview day to all parties who are part of on-campus interviews

14. Offers and Announcements • Who makes the offer? How does Search Committee compile materials for final selection? (paper screen ranking, telephone call notes, recommendations, feedback from campus interview, etc.) • Does the committee rank/rate? • When will the announcement be made to colleagues/campus? (get signed contract) • What follow up will there be with finalist candidates? General candidate pool? • Always sent confirmation of “position filled” and “search is closed” to candidates

15. Tips for Working with Human Resources • Ask HR to meet with Search Committee during first/kick-off meeting • Allow on-campus candidates time to meet the HR staff for clarifying questions/information about benefits • Search Committee Chair should keep HR abreast of search process and secure budget, coordination/sharing of candidate materials and scheduling logistics, etc. • Search Chair should direct all questions/concerns regarding ethics and protocol of search to liaison in HR