Recruitment Guidelines for Executive/Administrative/Managerial (110) Positions
Effective October 1, 2012
The following guidelines will assist hiring managers and search committee chairs with conducting successful searches for
executive, administrative and managerial positions in accordance with the University’s Strategic Diversity Plan and
related policies. These positions are frequently referred to as “110” positions.
It is important to note that hiring authorities (hiring managers or search committee chairs) are fully responsible for
adhering to these recruitment guidelines. Human Resources staff members are available to assist with recruitment as
needed.
I – Beginning a Search
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In consultation with Human Resources, create a job description/posting that accurately reflects the essential
functions to be performed along with bona fide occupational qualifications for the role. Special attention should
be given to minimum job requirements/qualifications. A finalist, who fails to meet the minimum requirements as
posted, cannot be hired.
Obtain pre-approval for the salary range from the appropriate Division Head.
Complete the Personnel Requisition Form to post the position. The form is available at
http://www.southalabama.edu/hr/applicationforms.html.
Upon receipt of an approved Personnel Requisition Form, Human Resources will post the position. Note:
designated positions require review by the Budget Control Committee prior to posting.
II – Job Posting Requirements
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In general, vacant executive, administrative and managerial positions are posted on the Human Resources
website. Copies of postings are also available at the University’s three Human Resources Offices. Consistent with
our commitment to equal opportunity, equal access and our Strategic Diversity Plan, the University allows for
succession planning and opportunities for internal career advancement. As appropriate, a hiring authority may
request a waiver from external posting/recruitment (refer to the Strategic Diversity Plan at
http://www.southalabama.edu/strategicdiversityplan).
Positions are posted on the Human Resources website for a minimum of five business days. However, executive,
administrative and managerial positions are typically posted until a finalist has been identified.
The Strategic Diversity Plan requires external advertising at a minimum of three discipline/job family specific
sources such as hard copy and electronic publications, association websites, newsletters, etc. It is important to
define the search as broadly as possible to increase the chances of attracting a highly qualified and diversified
pool of applicants. Contact Human Resources for assistance with placing job advertisements.
A position cannot be advertised externally until after it has been posted on the Human Resources website. All
advertisements/announcements should refer applicants to the Human Resources website to apply on-line.
It is the hiring authority’s responsibility to ensure the federally mandated voluntary applicant self-identification
forms are sent to all applicants who do not apply on-line.
III – Employment Application Process
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Applicants are encouraged to apply on-line by visiting the Human Resources website at
www.southalabama.edu/hr/jobs (under the Search and Apply for Job Opportunities link).
Applicants are required to complete all application questions and may electronically attach cover letters, resumes,
documents, etc. to their application records in the on-line system. A resume alone does not reflect all the
information included on an employment application.
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For executive, administrative and managerial positions, Human Resources will forward the entire
applicant pool (qualified and non-qualified applications) directly to the hiring authority.
Human Resources recruiters will not pre-screen the applications prior to forwarding them to hiring authorities.
Human Resources staff will be available to assist with providing pre-employment and fringe benefits related
information and materials to the hiring authority and candidates.
IV – Interviews
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The hiring authority :
 carefully reviews and considers each application,
 contacts Human Resources to verify that previously employed applicants are eligible for rehire or
to verify that current employees are in good standing,
 develops an interview plan in advance,
 ensures a fair interview process is conducted in a professional manner,
 arranges for and conducts interviews,
 asks open ended interview questions to obtain verbal confirmation that applicants meet the posted
job requirements, and
 uses a standardized candidate evaluation form for all interviewers/committee
members/evaluators.
It is important to note that the University is an Equal Opportunity/Equal Access employer and complies with all
applicable laws prohibiting discrimination. It is against University policy to ask employment interview questions
pertaining to, but not limited to, race, sex (including pregnancy), sexual orientation, religion, color, national
origin, age, genetic information, health status, veteran status, and marital status/child care. Contact Human
Resources for a list of unlawful interview questions to avoid and/or a list of permissible open-ended questions.
V- Interview Process Documentation/Finalist Selection Form
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The hiring authority is responsible for documenting reasons for selection or non-selection for each applicant
interviewed or contacted on the Finalist Selection Form. The form is available at
http://www.southalabama.edu/hr/applicationforms.html
Examples of reasons for non-selection may include: “finalist’s experience is more directly related to the position
requirements”, “finalist demonstrated more appropriate abilities/experience during interviews”, “applicant did not
meet all job requirements”, “could not meet applicant’s salary expectations”, “applicant did not express a strong
interest in the position/type of work”, “applicant does not want to relocate”, “applicant declined offer due to…”
etc.
At the conclusion of the search, the form is submitted to Human Resources (see below). The hiring authority
retains a copy of the form and related interviews notes in his/her files for a period of three years plus the current
year.
The hiring authority may be required to respond to recruitment/finalist selection process queries from University
Administration, and/or work with University Administration regarding applicant complaints made to the Equal
Employment Opportunity Commission (EEOC), or other external agencies.
VI –Finalist Selection/Background Check/Employment Offer
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Upon receipt of the Finalist Selection Form, Human Resources reviews the finalist’s application to verify the
individual meets the position requirements and initiates a background check request for the finalist.
Current background check categories for executive/administrative/managerial positions include: work experience,
education, social security number, criminal, sex offender and credit check.
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A conditional offer of employment may be extended prior to completion of a background check. However, the
offer must state that it is contingent upon satisfactory background check results and may be withdrawn.
Upon receipt of a satisfactory background check, as cleared by Human Resources and with final approval by the
Office of the President or Division Head, a committed/official offer of employment may be extended to the
finalist.
The first day of employment should fall on a work day unless the candidate has a secondary faculty appointment.
Contact Human Resources for samples of standard offer letters for these positions.
VII- Conclusion of the Search/Required Documentation
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Upon acceptance of the job offer, coordinate with Human Resources to ensure that new hire paperwork for the
finalist, is completed and processed in a timely manner.
Consider how the finalist will be announced, welcomed and orientated to the department, division and/or
University community.
Schedule a new employee orientation appointment with Human Resources. The approved Personnel Action Form
should be received in Human Resources prior to the new employee orientation appointment.
As a courtesy, it is recommended that hiring authorities notify applicants interviewed, but not selected for the
position.