Establish Search Committee

Search chair/Hiring Supervisor discusses expectations with search committee

Establish Search Committee
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Human Resources (Staff positions) or the Associate Director, Affirmative Action (Faculty positions) should be contacted when the Search Committee gathers for their first official meeting to review University policy, procedures and review of Federal Laws regarding employment.


The Charge

The charge to the Search Committee should be communicated by the hiring supervisor.  It must be clear and precise.  Ambiguity in the charge, in the role of the committee, or in the extent of its authority can create confusion that will hamper and delay the selection process at crucial points.

Answering the following questions can assist in a clear charge:

  • What kind of applicant is desired?  What are the challenges of this position and what knowledge, skills, abilities, education etc must a person have to be successful?
  • What is expected from the Search Committee?
  • At what point does the hiring supervisor want to be involved in the decision?
  • How many recommendations does the hiring supervisor want?
  • What is the deadline to submit recommendations of top candidate(s) to the hiring supervisor?


 

Typical Duties of the Search Committee for Staff Searches

  1. Set a timetable for each search procedure.
  2. Formulate the position description.
  3. Determine job-related criteria for the position.
  4. Develop job-related evaluation forms.
  5. Select and engage a search firm, if it is desirable.
  6. Select newspapers, Web sites and journals in which advertisements will appear.
  7. Plan a search that is sensitive to affirmative action issues and the need for a diverse pool of candidates.
  8. Develop a list of core interview questions to ask candidates related to the essential duties of the position.
  9. Participate in the screenings of candidates.
  10. Take part in conference calls to candidates.
  11. Assist the chair in travel arrangements and interview schedules.
  12. Participate in a formal interview.
  13. Participate in final evaluation and formulation of recommendation by a designated date.
  14. Where a benchmark for women or minorities exists, contact and work with the Affirmative Action Office with the inclusion of qualified diverse candidates in the pool of finalists to allow opportunity to correct underutilization.
  15. When the committee sends forward to the appropriate administrator the recommended finalist to hire, a memo of justification will include reasons why the particular candidate is being recommended and why the other finalists are not being recommended. The justifications must be job-related.
  16. Attend all meetings and maintain appropriate confidentiality about Search Committee meetings.
  17. Create and route hiring recommendation form (insert link to Hiring Recommendation form)
  18. Maintain all necessary search documentation in the hiring department for a minimum of 3 years.


Typical Duties of the Search and Screen Committee for Faculty Searches

  1. Set a timetable for each search procedure.
  2. Formulate the position description.
  3. Determine job-related criteria for the position.
  4. Develop job-related evaluation forms.
  5. Select newspapers and journals in which advertisement will appear.
  6. Draft advertisement. Must include the following equal employment opportunity statement:  Purdue University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce.
  7. Plan a search that is sensitive to affirmative action issues and the need for a diverse pool of candidates.
  8. Send out communication letters to applicants (Confidential Communication Form; Non Discrimination Policy Statement; Cover Letter for Search Committee; Faculty Self ID form – create links)
  9. Review applicants to determine if the applicants meet the advertised qualifications.
  10. Develop a list of core interview questions to ask candidates related to the essential duties of the position.
  11. Participate in the initial and second screenings of candidates.
  12. Take part in conference calls to candidates.
  13. Assist the chair in travel arrangements and interview schedules.
  14. Participate in a formal interview.
  15. Participate in final evaluation and formulation of recommendation to the chair by a designated date.
  16. Where a benchmark for women or minorities exists, contact and work with the Affirmative Action Office to promote the inclusion of qualified diverse candidates in the pool of finalists to allow opportunity to correct underutilization.
  17. When the committee sends recommendations to the Dean of the school the recommended finalist to hire, a memo of justification should include reasons why the particular candidate is being recommended and why the other finalists are not being recommended. The justifications must be job-related.
  18.  Attend all meetings and maintain appropriate confidentiality about Search and Screen Committee meetings.
  19. Create and route hiring recommendation form (insert link to Hiring Recommendation form)
  20. Maintain all necessary search documentation in the hiring department for a minimum of 3 years.