UCD Search Process Training UCD Search Committee Process UCD Human Resources

UCD Search Process Training

UCD Search Committee Process

UCD Human Resources


Did you know?

Board of Regents Law:

It is the charge of the Office of Human Resources to monitor and review all Faculty, Professional Exempt, and PRA searches for compliance with the institution’s Affirmative Action Program.


Did you know?

HSC searches for the period of August ‘03 – January ‘04 were audited by the Office of Federal Contracts Compliance Program (OFCCP).

Several areas of deficiencies were identified:

1. Positions not properly posted

2. New hires that did not follow proper posting requirements

3. Not enough recruitment and outreach to veterans


Did you know?

Failure to comply with federal regulations and guidelines jeopardizes the federal funding (grant funds) received by UCD.


When a search is required

A search or search waiver is required for all positions.

‘Academic progression’ (Instructor to Asst to Assoc to Professor) does NOT require a search or waiver

All other promotions DO require search, or request waiver

Post Docs (1438) are considered training positions and do NOT require searches.


Steps in the Search/Waiver Process

Search Process Steps Create Position Search Plan/Posting the Position Applicant Data/Tracking/Reports Interviews/Negotiation Search Summary - Closing out the search Final Hiring Steps

Search Waiver Process


1. Create Position

Department/Unit creates or changes

position in PeopleSoft-HRMS, if necessary

(enters REC row)


1. Create Position – Faculty including PRA

Follow internal process for job description/title approval.


1. Create Position-Exempt Professional

Department/School or College sends e-mail to [email protected] for approval:

▪ Position description/position number▪ Organizational chart▪ Proposed salary range

Coming Soon – Position Management Module!

HR Consultant assigned to serve as a member of the search committee. Be sure to add that person to the committee in Jobs at CU.


1. Create Position - Exempt Professional

Sample E-MailAPPROVAL E-MAIL FOR VACANT OR NEWLY CREATED POSITIONS WHERE A SEARCH WILL BE CONDUCTED PN _______, (TITLE) (DEPARTMENT) (EXEMPTION REASON)The attached job description has been reviewed and has been preliminarily exempted from the state personnel system because the position: a) Officers and their executive assistantsb) performs professional work in an academic or academic support work unitc) performs professional work and is a principle subordinate to the head of an administrative/academic department or divisiond) is the head of an administrative/academic departmente) is 100% grant fundedf) Heads of and professional staff involved in research and grants projectsThe salary range is $.....to $..... This position IS/IS NOT eligible for overtime compensation. Incorporate the salary ranges and the position number into the job description. Please forward the signed copy to me (Box A005/130) within a week along with an organizational chart. The final, hard copy approval will be returned to you, once Kevin signs it. ??? will serve as the search committee member from Human Resources. The HR representative will contact the appointing authority and search chair to provide guidance on committee composition, providing the charge to the committee, and other resources on the search process. Search committee training is available on-line and instructions to access the training are available at http://www.ucdhsc.edu/admin/hr/documents/OnlineSearchCommitteeTrainingGuide.doc. It is recommended that the supervisor and/or hiring authority deliver a charge the committee early in the process, but they are not allowed to actually serve on the committee.


2. Search Plan – Faculty approval

Hiring plan submitted to Provost or Dean’s office

Once hire approved, Dean’s Office reviews job ad


2. Search Plan/Charge

Hiring Authority meets with search committee and provides charge. Once committee is charged, job ad is entered into Jobs at CU.

Guideline for Charge: http://administration.ucdenver.edu/admin/hr/documents/ChargetoSearchCommittee.doc

Supervisor or anyone in the supervisory chain cannot serve on the search committee.


2. Search Plan – Exempt Professional

Once ad reviewed by search committee, job ad submitted for approval in Jobs at CU

Search Committee members must take search committee training. Available on-line in Blackboard. Recruiting Diverse Faculty – Search Committee Training

HR Consultant assigned to the search will review ad


2. Search Plan – Postings/Ads

Postings/Ads must include (see Job Ad Template handout): Position title (official and working title) Full or part-time status Background Check – note in ad if credit check will be required Minimum and Preferred Qualifications

Education and Training Specific skills Experience

University Affirmative Action statement:“The University of Colorado is committed to diversity and equality in education and employment.”

Background check statement:“The University of Colorado at Denver and Health Sciences Center requires background investigations for employment.” or

“UCD is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To achieve that goal, we conduct background investigations for all prospective employees.”


2. Search Plan – Postings/Ads If international applicants are expected, seek

job posting review from the Office of International Affairs

If utilizing letter of recommendation function in Jobs at CU include number of letters you will require and include e-mail language to be forwarded once status is changed to request reference option


2. Search Plan – Postings/Ads con’t

Postings/ads must include one of these statements:

Review of applications will begin [month day, year], and continue until position is filled

OR

Application deadline is [month, day, year].



Review of applications will begin [month, day, year], and continue until position is filled.

This means the committee may review applications after this date and continue to do so up until hiring decision. Applications received after review date do not have to be reviewed, but if one is reviewed all must be reviewed.

There can be no hire until after this date.



Application deadline is [month, day, year].

This means that no applications received after this date

may be reviewed.

There can be no hire until after this date.



Do not advertise anywhere prior to HR Office approval

Do not say “Open until filled” Use only approved ad(s) in all publications

and on all websites. You may have more than one version of an ad, but all versions must be pre-approved (attach in Jobs at CU)



For how long must a position be posted?

Rule of thumb: The higher level the position, the longer the posting.



For how long must a position be posted? PRA

2 – 4 weeks

Faculty (varies based faculty rank/position) 4 – 12 weeks

Professional Exempt 3 – 8 weeks


2. Search Plan – Postings/Ads con’t Include Benefit statement/salary range information:

Salary range is $ _ to $ _ . OR Salary is commensurate with skills and experience. The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at http://www.cu.edu/pbs/

The salary range included in the ad should provide an idea of the value of the job at that time. The budget of the department should be taken into consideration and if the School, College, or department can only afford a certain range that can be included in the ad vs. the full range of the salary.

Sample language: A salary range has been established at ____ and is negotiable commensurate with candidates experience and education. You can add information regarding the benefits available to market the added value of benefits.



HR Office places position announcements on required sites: Jobs at CU Colorado Workforce Center HigherEdJobs.com Silver & Gold Record (small, free ads)

Job ad automatically feed into Inside Higher Ed and

America’s Job Exchange if you select category in Jobs at CU posting.

Dept/Unit places all other ads for a position (e.g., Denver Post, professional journals). These must be indicated in Jobs at CU (attach short ad).


3. Applicants

Applicant Definition: A person who submits ALL required information (as stated in job posting) for a POSTED position.

Keep applicant data confidential until finalist stage!

Once person is named as a finalist considered open record


3. Applicants

Applicant sets up applicant profile in Jobs at CU. All applicant demographic data (gender/ethnicity if provided)/search information is documented in Jobs at CU.

Applicant receives initial acknowledgement e-mail if all required documents are included in Jobs at CU


3. Applicants – Access to applicants

Guest User Login is activated in Jobs at CU and shared with the search committee members so they may review applicants in Jobs at CU at www.jobsatcu.com/hr

Directions to set up Guest user login available in DRL User’s Guide page 16.


3. Applicants - Status

Person staffing the search updates status of applicants throughout the search process (selected for interview, finalist, not selected/not selected-send e-mail, recommend for hire)

Tip – Jobs at CU provides the functionality to assign multiple applicants the same status in one step. If you want to update multiple statuses you can check the names of the applicants and select the status and all will be updated. Directions are provided in the DRL User’s Guide on page 23


3. Applicant Reports

Departmental EEO Summary – provides information about the number of applicants for each gender and race; does not identify the applicants

Applicant Status Report – provides applicants’ names, the dates they applied to the posting, current statuses, and all other statuses they have moved through

Applicant List Report – provides the names, contact information, and current statuses of applicants to a posting To determine the diversity of the applicant pool, run report in Jobs at CU. System will provide non-identifying information for those who disclosed.

In active postings click the ‘Get Reports List’ link under the job posting number to view the reports available. Directions for running reports are available in the DRL User’s Guide – page 25


3. Applicants

Applicants who request information on EEO and/or ADA issues must be referred to the EEO/AA Compliance Officer [email protected] or 303-315-2724.

Please respond courteously and efficiently to all applicants– you may be their one and only impression of our campus.


4. Interview/Negotiations

After conducing screening interviews, search committee selects finalists and forwards to Hiring Authority

Final interviews conducted by Hiring Authority

Hiring Authority negotiates with finalists.

Each school has different internal processes for hiring decisions. Some of these processes include Dean and/or Provost approval.


5. Search Summary

To close out the search, Search Summary information is completed by the search committee chair

Person staffing the search inserts Search Summary information in notes section of job posting in Jobs at CU and finalist is recommended for hire. Submit to HR Office for review and approval. Once designated as filled requestor receives approval e-mail


5. Search Summary Content

Describe selection process, e.g., criteria used, scoring sheets, number of elimination steps, etc.

Provide clear, specific, and complete information about the process used to identify finalists.

Template available at: http://administration.ucdenver.edu/admin/hr/documents/SearchSummaryTemplate.doc


5. Search Summary Content

SEARCH SUMMARY TEMPLATE

The search summary should not include names (just number of applicants at each stage). However, it is okay to include the name of the candidate who is recommended for hire.

Name of PositionSearch Summary: The search committee received the charge from Appointing Authority’s

Name on XX/XX/XX. The position was posted at Jobs@CU on XX/XX/XX. We received __ applications within the 3 week posting timeframe. The committee met on XX/XX/XX to select candidates for interviews as well as to create interview questions. The committee used a screening matrix and selected 7 candidates; these candidates met the minimum requirements and preferred qualifications and were invited to interviews on XX/XX/XX. The committee interviewed ____ candidates on XX/XX/XX.

It was determined from the interviews that 3 candidates would be invited back for final interviews with the Appointing Authority on XX/XX/XX. One of the three candidates dropped out of the pool, ___ remaining candidates went on to the final interview with the Appointing Authority. XXXXX was offered the position by the Appointing Authority and accepted the position. His/her start date is XX/XX/XX.


5. Search Summary – File Retention

If all search information is included in Jobs at CU, destroy all paper copies. If not, materials must be kept for two years from the close of the search. If a search involved a request for permanent residency, the search file must be kept for five years. The Office of International Affairs will store the file for you for international hires.


6. Final Hire

Reference checks are conducted prior to the final hiring decision (either by the search committee or the hiring authority).

Hiring department notifies other finalists who are not selected.

If exempt position, and salary is outside approved range, Employment Services Director must approve salary.

When finalist is selected and has verbally accepted position, Dept/Unit prepares Letter of Offer.


6. Final Hire

All prospective employees and current employees seeking promotional opportunities must have a background check. If fiscal responsibility include credit check language in offer letter.

Submit background check form to HR and include contact information.

Offer is contingent upon successfully passing the criminal background check and/or credit check.


6. Final Hire

Prior to the effective date of the appointment, the Chancellor must approve

the appointment.

Chancellor approves via Personnel Action Spreadsheet that is reviewed by HR prior

to submission to Chancellor.


6. Final Hire

Submit electronic spreadsheet of proposed hires to HR for approval by the Chancellor at [email protected] along with offer letter


6. Final Hire

Dept/Unit navigates in PeopleSoft-HR and appoints finalist.

Note: PeopleSoft-HR approval cannot occur until receipt of Chancellor approval via Personnel Action Spreadsheet.


Search Waiver Requests (replaces step 2: Search Plan)

Search Waiver Reasons 1. Position is a limited or interim appointment

up to 12 months (must terminate or appoint by a search within 12 months).

2. Qualified candidate is available from previous search. Job descriptions must be similar. Previous searches Job Posting number ____________.


Search Waiver Requests

Search Waiver Reasons con’t

3. Promotion, transfer, or reinstatement of a current or former University of Colorado employee, affiliate employee or state employee. Explain in Notes/History section.

4. Spousal Hire. Qualified candidate is spouse of

newly hired faculty member or officer. Include letter of offer for newly hired faculty member or officer.



For Faculty, PRA, and Professional Exempt (once creation is approved/salary analysis is complete): Enter REC row in Jobs at CU (overnight feed) Prepare brief job posting in Jobs at CU and designate as

waiver Enter waiver reason requested in notes section of Jobs at CU Submit to HR for review and approval Initial approval sent via e-mail with quick-link to job posting so

candidate can apply in Jobs at CU Once designated as filled by HR, requestor receives approval

e-mail



Do not negotiate or complete Letter of Offer until waiver request has been approved.


Questions?


Resources

Human Resources – 1380 Lawrence Street, Suite 1050 Main number 303.315.2700

[email protected] or www.UCDenver.edu/hr

Florie Montoya, Director of Employment [email protected]

Department Recruit Liaison’s Guide:https://www.cusys.edu/jobs/downloads/DRL-Training-Guide.pdf

Campus HR User’s Guide:https://www.cusys.edu/jobs/downloads/CampusHR-TrainingGuide.pdf

DRL troubleshooting guide:https://www.cusys.edu/jobs/downloads/DRL-Troubleshooting.pdf

Campus Guest User Guide:https://www.cusys.edu/jobs/downloads/GuestUserTutorial.pdf

Documents

UCD Search Process Training UCD Search Committee Process UCD Human Resources