Search and Screen Tasks Checklist for Campus Faculty and Staff
UW-Sheboygan
DEA = Dean’s Executive Assistant
ACC = Appointments Committee Chair
SUPR=Supervisor
DEAN = Dean
ACDAS = Assistant Campus Dean for Administrative Services
DEPT = Department Chair
Task
Responsible Party
Prior to Search
Incumbent Resignation Notification Sent to Central Human
Resources
Complete a Job Change Request form if the position will be
changing from the Incument’s position. (for Academic Staff
positions – Not Faculty) Sent to Central Human Resources
for HR Director Approval
Faculty Searches
Dean gives Charge to Committee
Position Posting, Advertising, Creation of SharePoint site for
Applications, Initial Screening
Forwarding of Initial Pool of Candidates to Campus
Appointments Committee and Dean
Academic Searches
Supervisor to prepare the following forms to create the job
posting: PVA (Position Vacancy Announcement) with
attached Position Description, Recruitment Plan, Applicant
Screening Worksheet
Scheduling of Committee Meetings to Review, Discuss, etc.,
Candidates
Selection of Candidates for Pre-Interviews (Pre-interviews
are typically phone interviews, but can be video conference
interviews – but must be same for all candidates)
Selection of Pre-Interview format
Select Room for Pre-interviews (e.g., conference room,
video conf. room, etc). Reserve Room.
Selection of Acceptable Interview Times and Days for
Committee. Ensure that these times and dates are accurate
and clearly available. Ensure that committee either has
Outlook Calendar up to date or fully informs Chair of
Committee his or her schedule.
1
DEA
DEA to complete Form
with assistance from
ACDAS, supervisor and
supervisor to sign form
DEAN
Department Chair,
Central Human Resources
(but not campus staff)
Department Chair
SUPR
ACC
ACC and Committee
ACC and Committee
ACC
ACC and Committee
Completion
Date
Contact Pre-Interview Candidates to Schedule Interview on
Committee’s behalf
Select Room for Pre-interviews (e.g., conference room,
video conf. room, etc). Reserve Room.
Send out Meeting Request to Committee and Confirm
Interview Time with Candidate
Contact Information Technology Staff for Technical Support
to use desired technology.
If Conference Call Service is Needed, Contact Central office
to set up Conference Call. Request Toll Free number if
needed (recommended that candidate only use the toll free
number)
If phone interview is to be conducted, ensure that
Committee has backup phone number for candidate, and
candidate has backup phone number for Committee (that
is, in case there is a problem with phone connection, should
have cell phone numbers as backup just in case so you can
communicate the problem with the candidate if possible)
Pre-Interview Regret Letters sent to those candidates that
will not be included on the Slate Form. Letters to be signed
by ACC
Selection of Candidates to go on the A List of the Slate
Form, and the B List of the Slate
Communicate to the Dean and DEA the proposed list of
Candidates A&B
Fill out the Slate Form and Send to Central HR
(HR Director)
DEA
ACC
DEA
DEA
ACC
ACC to share info w/DEA
DEPT
ACC and Committee
ACC
DEA/ACC and Dean to sign
The slate
Finalist Interview Stage
Notify the Dean the Approval of Slate of Candidates
Notify the Committee Chair of the Approval
Set general Finalist Interview Agenda Template to be used
for each finalist interview (e.g., determine what meetings
there will be, what meals, what presentations, etc)
Select Campus Host or Hostess for Each Candidate
If candidate must be picked up from airport, recruit faculty
or staff to do this task (typically candidates rent cars)
If there are meals, recruit faculty and staff to participate
(please note – there is budget for only 3 to accompany
candidate on meals)
If there is a city tour, recruit faculty or staff to provide
(often campus van is used)
If there is a campus tour, recruit faculty or staff to provide
If there is a Meet and Greet session and refreshments are
needed, work with Food Services to obtain this service.
As technical support is almost always needed, it will be the
responsibility of the ACC to communicate to the IT Dept. via
2
Human Resources
Director at Central Office
Dean
ACC and Committee to
draft agenda for Dean’s
approval
ACC and Dean
ACC/DEA
ACC/DEA
ACC/DEA
ACC/DEA
DEA
ACC
the helpdesk email exactly what the candidate’s requests
are as well as to put the candidate in direct contact with the
IT Dept. via the helpdesk email so that questions may be
posed directly and without possible miscommunication. If
there is to be a connection via Compressed Video (as has
occurred in the past with UW-Manitowoc), the ACC will
inform the IT Dept. in advance (as equipment and
connection tests may need to take place).
Determine Interview Days for Finalists (Typically an
ACC/DEA/DEPT
interview agenda for a faculty member takes 5-8 hours)
Contact Finalist to schedule interview visit
ACC/DEA
Provide travel and logistical support to the Finalist (after
DEA
Chair contacts the finalist and determines the visit date,
then the Chair lets the DEA know of the date and DEA
provides travel, etc. support – assistance in getting hotel,
rental car, maps, info on Sheboygan, etc)
Ensure that there is someone to shepherd candidate from
Whole committee
one meeting to next on the agenda. This can be a single
individual or many individuals, but
someone must ensure that there is someone (and a backup
person) to do this guide the candidate to each destination.
Email campus community of meet and greet
DEA
Assist candidate in completing expense report
DEA
Provide all Finalists with Criminal Background Consent Form DEA
on day of interview
Create list interview questions for the Committee to ask.
ACC and Committee
Refer to Search and Screen documents in SharePoint
Intranet to make sure that all questions meet legal and
policy requirements.
Schedule preparation time for candidate prior to
ACC
presentation/demonstration to troubleshoot inevitable or
unforeseen issues. Offer candidate the opportunity to use
the restroom.
At public demonstration or presentation, provide audience
ACC
with introduction and biographical sketch of the candidate.
Schedule meeting (s) for committee to deliberate on
ACC
finalists
Provide Dean with an unranked list of acceptable
ACC
candidates
Make Reference Checks – Dean, ACC and Committee need to decide when and who does
this. It has varied in the past.
--- Identification of the Final Candidate to Whom Offer Will
Be Extended --Dean decides to which candidate to extend an offer
DEAN
Conduct Criminal Background Check for the intended
DEA – after Dean informs
candidate
DEA of the intention to
offer
3
---- TBD ----
Offer is made to final candidate – Should be made clear that
the Dean at this point is only indicating that he/she intends
to recommend the candidate for hire to the Chancellor.
Also, any salary, etc., information will be formally provided
by the central office HR to the candidate in the contract.
Appointment Form to be completed after conferring with
ACDAS and Dean and signed by ACC and Dean.
Appointment Form is Approved – it is at this point that the
HR director will determine the salary level.
Contract is sent to the final candidate
Send Regret Letters to other finalists from A list and (the
possibly forgotten and neglected) B list from the Slate
4
DEAN
DEA to complete
conferring with DEAN and
ACDAS
Human Resources
Director
Human Resources
Director on behalf of the
Chancellor
DEA to be signed by the
Dean