Search Committee Chair Training Human Resources - 2017
Welcome The search process is an important part of Minnesota State University Moorhead s commitment to fair and open employment practices. As the search committee chair, you play a key role in the process!
Course Overview & Contents This course will provide you with the resources and information you need in order to understand and fulfill your role as the search committee chair. Role and Responsibilities Search Committee Chair Search Committee Members Laws Affecting the Search Process Confidentiality Equal Employment Opportunity Affirmative Action Americans with Disabilities Act (ADA) Veterans Overview of Search Process and Forms
ROLES AND RESPONSIBILITIES
Role of the Search Committee Chair The role of the search chair is to work with HR and/or the hiring manager to facilitate the search process. This process includes: Identifying search committee members Ensuring search committee members meet bargaining unit guidelines and are a diverse group Scheduling and facilitating search committee meetings Working with search committee to develop and implement ground rules Providing strengths and weaknesses to hiring manager on final candidates
Role of the Search Committee The role of the search committee is to serve in an advisory capacity to the chair and the hiring manager. They will provide perspective and expertise throughout the process and identify strengths and weaknesses on candidates to the search chair. A committee member will: Be available for all aspects of the hiring process Provide input on the overall selection procedures; interview questions, screening process, etc. Screen applications to select candidates to interview Attend all interviews Provide input into the rating and recommendation for consideration by the hiring manager
LAWS AFFECTING THE SEARCH PROCESS
Confidentiality in the Search Process As the search committee chair, you will have access to private personnel data and you are expected to take all necessary precautions to safeguard this information throughout and even after the search process. It is important for you to know how to protect applicant data and follow common sense actions, such as: Keep all search materials in a safe location Use passwords and sign out when away from your computer Use discretion when printing search information
Confidentiality in the Search Process For more information on confidentiality during the search process view the 15-minute video: Maintaining Confidentiality During the Search Process http://www.hr.mnscu.edu/video/confidentialsearchprocess/index2.html (Click on High Bandwith T1+ and click Play arrow)
Diversity in the Search Process MSUM is committed to providing equal employment opportunity for all. We want to provide our students, staff, faculty and visitors with a campus workforce that reflects the community around us. You are not expected to lower your standards or recommend candidates that are not qualified, however, you are expected to make a good faith effort to attract and review a diverse candidate pool.
Equal Employment Opportunity & Affirmative Action Equal Employment Opportunity refers to federal and state mandates that employment activities be conducted in a non-discriminatory manner Affirmative Action describes specific actions that eliminate barriers that create or perpetuate inequities such as unfairness, favoritism and biases.
Affirmative Action in the Search Process Federal and state regulations require that MSUM analyze its workforce regarding race, sex and disability and veteran statuses of its employees. Underutilization exists when fewer women, minorities, veterans and persons with disabilities are employed in job groups that would be expected given their availability in the labor pool. Each college creates a new affirmative action plan every two years and identifies any appropriate affirmative action goals.
Americans with Disabilities Act (ADA) in the Search Process The ADA prohibits discrimination based on disability, which is defined as a physical or mental impairment that substantially limits a major life activity. Under ADA, individuals with disabilities have a right to reasonable accommodations needed in order to perform the essential functions of a job All candidates should be asked to describe or demonstrate how they would perform the essential functions of the position with or without accommodations
Americans with Disabilities Act (ADA) in the Search Process Applicants have a legal right to request a reasonable accommodation to assist them through the search/interview process Essential job functions and technical skills need to be defined for the position and all applicants should be considered on the same standards All accommodation requests must be initiated by the applicant Contact your HR department immediately if a candidate requests reasonable accommodations during the search process!
OVERVIEW OF THE SEARCH PROCESS AND FORMS
Overview of Search Process The next slides will walk you through the process for an unclassified search, the forms necessary to move through the search process and give you additional tips to conduct interviews effectively and to accurately evaluate candidates.
The Search Process 1 1. The Search Committee Chair is selected by the Hiring Manager of the vacant position 2. The Search Committee Chair is required to complete the MSUM Search Committee Chair training provided through Human Resources you are here 3. The Search Committee Chair identifies the committee members by following the bargaining unit guidelines and sets initial committee meeting. 2 3
Bargaining Unit Guidelines Some bargaining units have guidelines that must be kept in mind when selecting committee members for searches. Interfaculty Organization (IFO) does not specify search committee guidelines, however, MSUM and faculty senate have agreed to the Search Committee Composition Guidelines. MSUAASF states that at least (1) association representative selected by the Campus Association President shall be included on any search committee established for filling a vacancy within the bargaining unit. **At least one search committee member must represent the diversity of a protected class or be a trained Affirmative Action Advocate.
The Search Process 4. The Search Committee Chair will conduct initial meeting with the search committee. 5. The Search Committee will complete the Authorization to Begin Recruitment form, which will include the Recruitment Plan and Notice of Vacancy. These forms are routed for appropriate signatures and sent to Human Resources. 4 5
Initial Search Committee Meeting The initial meeting with the search committee is the opportunity to outline the search process. During this meeting the search committee will: Meet with the Affirmative Action Officer to review affirmative action goals for the position being searched and the potential impact of diversity on our campus. Determine the evaluation criteria for the position, outline interview process and questions and reference questions Determine the recruitment plan, to include advertising, dates and times for phone interviews/webex interviews and on-campus interviews (WebEx interviews need to be scheduled with HR)
Determining Interview Process Prior to interviewing applicants, the search committee must determine what the interview process for the search will look like. Decisions to be made include: Will pre-screening interviews be done? How many candidates will be invited for on-campus interviews? How many rounds of interviews will there be? What will take place during on campus interviews? (campus tours, meeting students, etc.)
Determining Interview Process Who will ask interview questions? How will notes be taken and how will committee follow up to compare interviews? Will a session be scheduled to discuss all candidates following each interview or at conclusion of all interviews? Who will make reference calls? It is important to know the answers to the questions prior to interviews so that the process will flow smoothly and give a good impression to all candidates!
Creating Interview Questions Interview questions should be prepared prior to the screening of applications and are used to gather more information regarding a candidate. The search committee must create questions: Based on the qualifications, experience and responsibilities of the position. Open-ended and behavior-based Used consistently with all candidates Do not elicit information regarding an individual s protected class
Important Interview Questions to Ask As the committee prepares interview questions, it will be extremely important to incorporate questions that will address the university's Mission, Vision and Core Values. Ensure that questions are asked regarding the values of Grit, Humility and Heart, such as: Describe a time when you demonstrated humility in the course of your work. Questions like this can give you insight into not only how the candidate may have demonstrated the values but also how they define the values. For more information on interview questions and examples, please see the Developing Interview Questions document on the HR webpage.
Authorization to Begin Recruitment Process Form Documents basic information regarding position needing to be searched Identifies search chair and committee members Must be approved by leadership (dependent on bargaining unit) before position can be posted
Recruitment Plan Guidelines Form Identifies advertisements desired for search Outlines recruitment cost information for candidates Must be included with the Request to Begin Recruitment Process Form
Draft Notice of Vacancy Form Outlines position information to be included in vacancy notice Specifies required and preferred qualifications and experience Details responsibilities of the position Provides application information and deadlines Must be included with the Request to Begin Recruitment Process Form
The Search Process 6 6. Upon the approval of the Request to Begin Recruitment Process forms, the search committee is given access to Neo-Gov to review applications 7. The search committee determines candidates to interview and completes the interview request forms for Phone and On Campus interviews 8. Following approval of the Request to Interview Forms, the search committee conducts the interviews of the candidates 7 9
Applicant Tracking System Neo-Gov Neo-Gov is the applicant tracking system used for unclassified positions. Each member of the search committee is given access to the system upon the approval of the Request to Begin Recruitment Process form. Within Neo-Gov, the search chair will: Review candidate applications Pass or fail candidates based on position requirements in relation to their application Provide rationale for failing candidates based on the qualifications and/or experience of the candidate Instructions to log in and use Neo-Gov can be found on the Human Resources website at www.mnstate.edu/humanresources.
Identifying Candidates to Interview One of the key functions of a search committee is to review applications and select candidates for interviews. When reviewing applications, it is important to keep in mind: Minimum Qualifications All minimum qualifications must be present in order for an application to be considered In some cases, HR may only forward to you those applications that meet the minimum qualifications Preferred Qualifications These additional qualifications are desirable for performing the job Applicants will be rated regarding the extent to which they meet each of the preferred qualifications
Phone/WebEx Interview Request Form Identifies which type of interview you plan to complete Outlines candidates you have selected to interview Details dates and times of interviews Completed by the search chair and must be approved before interviews are scheduled with candidates
On Campus Interview Request Form Identifies candidates you have selected to interview Details dates and times of interviews Completed by the search chair and must be approved before interviews are scheduled with candidates Request for recruitment funds and special expense requests should be attached if needed.
Conducting Interviews Be prepared review the candidate s resume and other materials prior to the interview Be courteous arrive on time, listen respectfully and give the candidate your full attention Be a listener let the candidate do the majority of the talking; limit stories about yourself in favor of hearing their stories Be encouraging let the candidate present their best image by create a safe environment and helping them understand your questions if they appear to be having difficulty
Conducting Interviews Biased and subjective judgements in the search process can be a source of discrimination complaints. Be sure to steer clear of topics that should not be discussed: Marital status or plans Place of birth Health history Sexual preference Arrests Political, social or religious views Transportation arrangements Spouse s occupation Living arrangements Number, age or sex of children Pregnancy and child care arrangements Physical characteristics Disabilities, age, race, color or religion
References Additional Information Reference checks are a required part of our applicant screening process. Past performance is the best predictor of future performance. If done correctly, they can provide very useful information. Reference checks should be a set of open-ended, behavioral based, job-related questions. All candidates agree to reference checks with they sign our application for employment. No offer of employment can be made without reference checks completed. Some employers may refuse to provide a reference. Request additional references to contact. Data collected during a reference is available to the candidate. For more information on Reference Checks, please see the Reference Guidelines for Unclassified Searches on the HR website.
The Search Process 10 10. The search committee will complete a Candidate Assessment form for each candidate the was interviewed in-person. 11. The search chair will gather all materials used and compiled during the search process, in addition to the assessment forms and pass on to the hiring manager for consideration. 12. The search chair is responsible to notify all unsuccessful candidates that were interviewed (phone, webex or on-campus). 11 12
Evaluating the Candidates The search committee is responsible for identifying the strengths and weaknesses of each candidate interviewed and for selecting individuals for further consideration, once the interviews are complete. A candidate Assessment Form should be completed on each candidate.
Candidate Assessment Form Needs to be completed for each candidate interviewed in person Outlines the strengths and weaknesses of the candidate Details the overall assessment of the candidate
Common Rating Errors Search committee members need to be careful to avoid common rating errors and unconscious biases that may influence individual or committee rankings. Halo/Horns Effect Rating a person high or low on all factors even though the person was outstanding on only on factor Central Tendency The inability to rate all or most applicants anywhere but in the middle Similar to Me Rating individuals higher to due to likeness to the rater First Impression Making judgements within the first few minutes rather than gathering evidence through the entire interview
Unconscious Bias Without intending to, search committees can create barriers for some individuals that don t fit the stereotypes or expectations of the position. This can happen even when individual members are committed to an open and inclusive hiring process. Self-awareness and reflection on the process can help limit unconscious bias.
Search Chair Responsibility vs Hiring Manager Search chair s responsibility: Complete Candidate Assessments Provide all search materials, including the strengths and weaknesses of each candidate, to hiring manager Hiring manager s responsibility: Make final decision on candidate to hire Complete the Hiring Recommendation Form Verbally offer position to candidate Notify HR of hire via the New Hire Notification Form Complete Office of Human Resources Personnel Form (OHR) Non-Faculty Only (Faculty will enter assignment information in FWM after employee has been created in HR system. **If a search is determined to be a Failed Search or if the Search is cancelled, the Hiring Authority needs to notify Human Resources.
Approval Form Hiring Recommendation Is completed by the hiring manager Provides information on candidate to be hired Must have approval before hiring manager can make verbal offer to candidate
New Hire Notification Form Is completed by the hiring manager once a verbal offer has been accepted by candidate Provides notification to HR of an offer made Details offer for Human Resources New Hire Notification form and instructions are located on the Human Resources website at: https://www.mnstate.edu/humanresources/supervisorresources/hiringpr ocedures.aspx
Conclusion of Search Process All materials need to be sent to HR following the completion of the Search Process. For any questions regarding this process, please contact: Office of Human Resources Owens 214 218-477-2157 hr@mnstate.edu