Appointed Personnel Recruitment, Selection & Hiring Process
- Need: Team leader determines that a vacancy needs to be filled or that a new position is necessary and a budget line for the position is funded.
- Approval: Team leader submits Cabinet Agenda Item (8/25/10) to seek and obtain approval from Cabinet to fill the position. A draft position description is normally included for Cabinet's review. Once approved by Cabinet Dean Stoffle requests permission to recruit the position if the request was not already submitted on the annual recruitment plan.
- Selection Committee: Team leader establishes a selection team following Selection Committee Composition Guidelines (10/12). Dean Stoffle will be a member of all appointed selection committees.
- Recruitment Request: Once position is approved by Cabinet and Provost the team leader completes a Recruitment Request Form (6/1/11) and submits this by email to Glenda along with the draft position description and competency model, if available. If selection team members are still under determination, submit the names of those you know.
- Position Description: Team leader (or designee) or in conjunction with selection committee, and with input from the functional team, reviews and updates or drafts position description (see Position Description Template [3/27/12]).
- For reference, existing Library employees' position descriptions are filed at Z:\Teams\Shared\POSDESC\your team's folder, under appropriate classification for position. Where no job description template exists, contact Martina for assistance.
- Ideally the competency model is developed before or at the same time as the position description so that the job description is based on relevant competencies.
- Competency Model: With the position description development, team leader develops a competency model. Team leader reviews Competency Models and Creating a Competency Description Tutorial (1/10). Where appropriate descriptions are not yet developed in the library models, contact Martina for assistance. Once the competency orientation is complete in the position description, selection committee will be able to develop appropriate criteria matrix and interview questions based on those competencies.
- Posting Preparation: Team leader submits the job description and competency model to Glenda for review and suggestions from LORM in what is usually an iterative process of development and finalization. LORM reviews and ultimately approves the description for posting purposes, including competency-based language, describing essential functions regarding ADA requirements, application method and requirements and advertising strategy and duration. LORM also works with team leader to develop appropriate supplemental questions to be added to the CareerTrack posting.
- Posting and Advertising: Once the position description and supplemental questions are finalized, Ellen initiates the UA CareerTrack posting and the posting is approved by central HR. Once open, Ellen submits advertising to vendors and contacts as appropriate. Standard posting places are used, but your suggestions for position/topic-specific journals, websites or listservs are welcome.
- Selection Committee Briefing: While the position is being advertised and prior to close or first review date, Ellen schedules a LORM Selection Team Briefing for the chair and selection team members who are provided with a Selection Committee Training Packet (10/24/12) and search folder. Guidelines are provided in the Search & Selection Process Documentation Checklist and Search Process Tracking Logs (both 6/19/12) to follow and document the process. Please answer the questions on the checklist, fill in the logs and submit to LORM for review as instructed throughout the selection process.
- Understanding the Process and Developing a Criteria Matrix (Step 1): Based on the Selection Committee Training Packet and Selection Process Checklist, the selection team chair presents and trains selection team members in how to use the job description, competency model, and a criteria matrix to review and rate applicant materials and responses to supplementary questions.
- The team discusses criteria and weights based on job qualifications and competency-based behavioral indicators to narrow the pool. Selection team creates a criteria matrix using the standard template Criteria Matrix Form (6/19/12) or alternate Criteria Matrix Form, by Individual (1/10).
- Team leader submits the criteria matrix to Glenda for review and approval.
- Pre-Screening and Access to Applications: LORM prescreens applicant materials to determine that minimum requirements have been met. Applicants who do not meet are rejected. Within one day after the close or first review date, and once the criteria matrix has been approved, Glenda provides selection team with guest user access to application materials via UA CareerTrack. A Guest User Training Guide to Accessing UA CareerTrack (3/12) and hands-on training from LORM can be provided if needed.
- Application Materials Reviewed and First Cuts (Step 2): Selection team members individually review application materials against the criteria matrix and fill in matrices with their ratings.
- Search team members discuss their individual assessments of candidates based on their application materials and come to consensus on top rated candidates selected for interviews. Definite first deselections are determined.
- The team makes a decision regarding whether phone or Skype interviews will be used in the selection process.
- Selection team chair collects individual criteria matrices along with any decision-making tools such as flipcharts and application materials of deselected candidates. Selection team chair completes the Selection Process Checklist page and Step 2 Tracking Log including reasons for deselection. These matrices, tools, checklist, log and application materials are submitted to Glenda for review. With this information, Glenda changes the status of rejected candidates, whereby they are informed of status change by email.
- Phone or Skype Interviews (Optional, Step 3): Selection team develops interview questions and submits them to Glenda for review and approval. Selection team chair reviews how to assess answers to phone or Skype interview questions with the selection team.
- Set up interview schedule and coordinate interview arrangements with team administrative assistant (see #16 below). Send candidates selected for interviews the Joining the University Libraries Information Packet (10/4/12) and interview process itinerary.
- Interview applicants, recording applicants' responses to questions.
- Once phone or Skype interviews are completed, selection team meets to discuss and agree on candidates to select for in-person interviews. Selection team chair collects individual selection team members' interview questions and answers and application materials of deselected candidates, along with any decision-making tools such as flipcharts. Selection team chair completes the Selection Process Checklist page and Step 3 Tracking Log including reasons for deselection. These matrices, tools, checklist, log and application materials are submitted to Glenda for review. Glenda changes applicant statuses and sends thank you letters to candidates who were interviewed but deselected.
- LORM forwards candidates’ resumes for in-person interviews to the Promotion & Continuing Status Committee (P&CS) for appropriate ranking, if applicable.
- In-Person Interviews (Required, Step 4): Selection team develops interview questions and submits them to Glenda for review and approval. Selection team chair reviews how to assess answers to in-person interview questions with the selection team.
- Selection team prepares an Interview Itinerary. Use this sample Itinerary as a guide. Candidates will meet with search team and other representatives as appropriate, and are invited to informal lunches and dinners. Review the Library Reimbursement Policies and save receipts.
- Selection team schedules interviews using the Interview Scheduling Checklist (11/29/12), and coordinates interview arrangements with team administrative assistant, the selection team, home team, LFA representative, Dean Stoffle and other key people with whom the candidate should meet.
- Notify candidates to prepare a 20-30 minute presentation on a topic relevant to the position.
- Send candidates the Interview Itinerary. If Step 3 was not done, send them the Joining the University Libraries Information Packet (10/4/12). If visiting from out of town, provide website links to information about the Tucson Metro area.
- Invite library Allstaff to presentations. Selection team and functional team members are expected to attend.
- Distribute and collect Candidate Feedback Forms (8/15/11) to all who participate/attend interviews and presentation sessions, to assist in assessing the candidate’s qualifications.
- During the interview review the Joining the University Libraries packet using "Talking Points" Outline (8/24/11).
- Interview applicants, recording applicants' responses to questions.
- Once in-person interviews are completed, selection team meets to discuss and agree on candidates to select for reference checks and applicants to reject. Selection team chair collects individual selection team members' interview questions and answers and application materials of both selected and deselected candidates, along with any decision-making tools such as flipcharts. Selection team chair completes the Selection Process Checklist page and Step 4 Tracking Log including reasons for deselection. These matrices, tools, checklist, log and application materials are submitted to Glenda for review. Glenda changes applicant statuses and sends thank you letters to candidates who were interviewed but deselected.
- Reference Checks (Step 5) and Selection of Finalist (Step 6): Search team develops references questions to verify employment history and job performance, and submits drafted questions to Glenda for review and approval.
- Contact 3 (good) references (verbal or written) for each candidate (1 from current and 2 from previous supervisors) for external candidates. For internal (UA) candidates, obtain 2 good references. Record individuals' answers to reference questions.
- Once reference checks are completed, selection team meets with Dean Stoffle to review pros and cons of each candidate and to select a finalist by consensus. All materials, interview questions and answers, references and other evaluation materials are brought to this meeting. This meeting constitutes the final review and approval of the search process.
- Selection team chair completes the Step 5 (Reference Verification) and Step 6 (Final Selection) Tracking Logs, and forwards them to Glenda along with all decision-making tools, including the completed Selection Process Checklist page, reference check questions and answers from all search team members, and application materials for all remaining candidates. All remaining materials and folders, from notes to flipcharts, should be submitted at this time to support your decision-making and selection for hire.
- Dean Stoffle sets salary and rank with input from P&CS, if applicable, and search team chair presents verbal offer to finalist, contingent on acceptable academic and background check results.
- Offer (Step 8): Once approved chair presents verbal offer to finalist, contingent on acceptable background check results. If finalist accepts offer chair notifies LORM of dates of offer and acceptance, as well as start date, time and room number. Glenda changes applicant statuses and sends thank you/regret letters to remaining non-selected candidates.
- Background Checks (Step 9): Once offer is accepted, Glenda initiates academic and criminal background checks.
- Standard: Central HR completes name-based criminal background and Dept. Motor Vehicles (DMV) checks, notifying LORM once completed.
- If warranted by the nature of the position, fingerprint-based criminal background checks can be requested. See UA Policy on Pre-Employment Screening.
- Background checks may take from 3-4 days or up to two weeks depending on where candidate has lived in recent years. The process may take longer for security sensitive positions.
- Ellen receives background check results and notifies search team chair and applicant, and confirms start date of employment.
- Hiring (Step 10): Ellen begins hiring process steps and contacts new hire to make arrangements for hiring documentation to be completed (must be completed on or before first day of employment). Ellen usually meets with new employee first thing on the new employee's first day so that documentation processing can be completed as soon as possible.
- New employees who are relocating to Tucson are offered assistance by Above & Beyond Relocation Services. If requested of search chair, you can email the candidate's name, email address, phone number and visit dates to referrals@aboveandbeyondrelo.com or call 877-921-0007 ext. 800, Above and Beyond can begin to customize and make helpful referrals; or provide the link to the candidate: http://www.aboveandbeyondrelo.com.
- New employees are advised of policies and procedures for moving expenses.
- Ellen sends a Letter of Offer to the new employee, with a copy provided to the team leader for reference and preparation.
- Ellen schedules new hires to attend the UA's New to the U/Benefits Orientation within the first week or two.
- A New Hire Checklist is prepared for the new hire that outlines things for the new hire to do within the first week or months and training requirements.
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This document can be found at: http://intranet.library.arizona.edu/teams/hroe/checklistApptPers.html.