Affirmative Action / Compliance Diversity Office
Search Checklist – Including 2nd Interviews
Search Procedures
Search Committee Chair works with HR/Academic Affairs/Affirmative Action to develop
PVN
 Identify AA Rep and diverse search committee members;
 Schedule charge meeting with Chief Diversity Officer (CDO) ASAP once PVN is
posted. Each member of the search committee must be present for the charge;
 In consultation with the division head, communicates vision of how the position
will operate within department;
 Identify advertising/recruitment resources to address possible underutilization;
 Search Committee Chair establishes and shares with committee members and
the CDO tentative timelines for search committee meetings, development &
submission of Applicant Evaluation Form, interviews (first & follow-up), and
final submission of certification paperwork.
 Meet with committee to develop the qualifications and specify criteria/standards
for evaluating applications, formulating each criterion’ respective weight and how
it will valued.
 Receive approval from the CDO of the criteria to evaluate applications.
 Generate Applicant Evaluation Form (ratings document) with criteria from PVN.
 Develop and submit job related interview questions for review.
 Monitor applications received to determine if an extension of the search is
needed.
After the PVN has been posted for the required period of time (30 days for staff positions and
60 days for faculty positions) at REVIEW DATE, if included on PVN – “Review of applications to
begin on XX/XX/XX; or after CLOSING- “search closes on XX/XX/XX”:
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October 2013
Receive and incorporate applicant names from HR zip file into Applicant
Evaluation Form (ratings document).
Each search committee member reviews and evaluates every applicant’s resume
using the Applicant Evaluation Form (ratings document).
Upon completion of evaluation and input of scores, each committee member
must sign each page of his/her Applicant Evaluation Form.
Chair submits all forms to the Affirmative Action Office, including Candidate Pool
Form with total scores inputted for each applicant from the Applicant
Evaluation Form from each committee member, and the cut-off score.
CDO recommends to President and receives written approval to proceed with
interviewing first (semi finalists) and second (finalists) applicants.
Confirm availability of all search committee members for interview dates and
times.
Schedule and conduct interviews.
Complete Record of Interviews Form (for first and subsequent interviews),
including race and gender visual identification. Submit to CDO for review after
1 of 2
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interviews are completed summarizing the strengths and weakness of each
candidate and identifying selected candidate.
Record of Interviews process repeated for the second round of interviews.
Chair signs the Affirmative Action Certification Form once completed by the
CDO. The form is then forwarded to the President for her signature.
Feedback received regarding selected candidate from various review panels
(Campus and Central).
Chair consults with HR and division head to determine offer details (i.e. salary,
sponsorship).
Chair contacts candidate to make offer.
Summary: The Role of the Affirmative Action Representative (AAR) as a participant in the
search process will:
 Be
present for all activities relating to the search/selection. S/he provides
input/feedback on applicants but does not ask questions during the interviewing
of candidates.
 Observe the process of search and selection and evaluate each applicant,
and ensure all applicants have been evaluated.
 Ensure that the review and evaluation of applicants is based on the advertised
criteria.
 Inform the Chef Diversity Officer of any questions about the search or selection
process.
 Ensure that unlawful questions are not asked during interviews.
S/he will inform
an applicant to disregard a question, if deemed inappropriate.
 Review
the Record of Interview Form(s) to ensure that non-job related
comments or criteria are not included in the document.
CUNY Employment Application should be given to candidates to complete prior to their
interview (give to candidates coming in for second round if second round interviews are used to
reduce the number of applications to be reviewed):
 Allows for the comparison of work experiences included in on-line application
submission
 Provides references
 Provides other background information
October 2013
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