SEARCHPROCEDURES:

GuidelinesforConductingAcademicandStaff-ExemptSearches

(UpdatedJune28,2018)

Introduction

TheUniversityofTennesseeHealthScienceCenterstrivestobeaUniversityofChoicebycreatingapositivelearningenvironmentforitstotalcampuscommunity.Tohelpcreatesuchanenvironment,theUniversityseekstorecruit,hire,train,andpromotequalifiedadministrators,faculty,andstafffromdiversebackgrounds,cultures,andideasintoitsvariousjobvacancies.TheUniversitytakesaffirmativestepstoidentifyandencouragequalifiedapplicantstoapply,consider,andacceptpositionsattheUniversityandbecomeapartofthegrowingcampuscommunity.Achievingthisgoalrequireseffortsandthetotalcommitmentofeveryindividualanddepartmentwithinthecampuscommunity.Inadditiontotheseinstitutionalgoals,employmentdecisionsmustbe“open,fair,andcompetitive.”TheUTSearchProcedures:GuidelinesforConductingAcademicandStaffExemptSearchesatTheUniversityofTennessee,HealthScienceCenter,wasdesignedtoprovideproceduresandformstobeusedforconductingfacultyandstaff-exemptandadministrativesearchesattheMemphisCampus,thegraduateschool-KnoxvilleandtheCollegeofMedicine-Chattanooga.Theproceduresprovideauniformandconsistentmeansofconductingsearches,ensurecompliancewithallfederalaffirmativeactionregulations,andthatallapplicantswillreceiveequalconsiderationforemploymentwithoutregardtorace,color,nationalorigin,religion,sex,pregnancy,maritalstatus,sexualorientation,genderidentity,age,physicalormentaldisability,orcoveredveteranstatus..

Pleasereviewthematerialscarefully.AnyquestionsmaybedirectedtotheOfficeofEquityandDiversity(OED),920MadisonAvenue,Suite420,(901)448-2112(telephone);(901)448-7382(TTY)or(901)448-1120(fax).FormsandenvelopesneededtoconductasearchwillbeprovidedatthesearchcommitteemeetingbyarepresentativeoftheOfficeofEquityandDiversity,ormaybeobtainedbyrequesttotheOfficeofEquityandDiversity,hereinafter,referredtoasOED.

TABLEOFCONTENTSSECTIONTOPICPAGESection1TypesofSearches1Section2SearchProceduresforExternalSearches2

SearchCommitteesandPositionDescriptions3RequesttoSearchform5AdvertisingandRecruiting6EEOSelf-Identificationforms7ScreeningandEvaluatingApplicants7PrincipalandAlternateCandidatePools9NarrativeSummaryform10InterviewingCandidates11RequesttoMakeanOfferform11MakeanOfferofEmployment11

Section3InternalSearches13Section4UpperLevel(ExecutiveExempt)Searches14Section5PositionswithLimitedorExemptedSearchRequirements15

A)ActingAppointment15B)RestrictedAccount(“softmoney”)positions15C)PromotioninPlace16D)Post-DoctoralResearchAssociate16E)SpecialFacultyAppointments16F)LecturerandInstructor16G)Coaches16H)LimitedDurationAppointments16

Section6ProblemsthatMayAriseDuringaSearch17Section7InterviewingandReferenceChecks19Section8RecordKeepingRequirements23

ResourcesAvailablefromOED(call448-2112)EEO/AAStatementandTaglineforAdvertisementsavailableatwww.uthsc.edu/oedUTEEOSelf-IdentificationForm(tosendtoapplicants)NarrativeSummaryForm(tobecompletedbeforeinterviews)availableatwww.uthsc.edu/oedContactLog(tobedistributedtoallsearchcommitteemembers)FormsareavailableontheOEDwebsite(www.uthsc.edu/oed):RequesttoSearch(interactive)NarrativeSummary(interactive)RequesttoMakeanOffer(interactive)EEOSelf-Identificationform

SectionI

TYPESOFSEARCHES

1)ExternalSearches-Externalsearchesmaybeconductedonanational,regional,orlocalscope,dependingontheappropriatelevelofrecruitment.Proceduresforconductingexternalsearchesprovidethestandardmethodfortheadvertisementandrecruitmentofapplicantsforpositionswhichare:1)Faculty;2)Administrative;3)Staffexempt;or4)“Otheracademic”vacancies.Theterm“otheracademic”includesstaffexemptemployeeswhoseprimaryappointmentinvolvesinstruction,research,orservice,butwhodonotholdfacultyrank.2)InternalSearches-AninternalsearchmaybeappropriatewhenthedepartmentcanidentifyasufficientpoolofqualifiedapplicantsfromcurrentUTfacultyorstafftobepotentialapplicantsforavacantpositioninthedepartmentorprogram.Anexternalsearchwouldthenberequiredtofillthevacatedpositionremainingasaresultofselectinganinternalcandidate.NOTE:Additionalupperlevelrequirementsapplytointernalupperlevel(ExecutiveExempt)searches.

3)ExecutiveExemptSearches–Inaccordancewiththesearchguidelines,reviewandapprovalfromUTHSC’sOfficeofEquityandDiversityisrequiredforanyacademicadministrativepositionatthedepartmentchairlevelandabove,andotheracademicoradministrativepositiontitlesintheEEOjobgroupsofchiefexecutiveandmanagerialorexecutiveandmanagerial.Further,approvalfromtheAssistantViceChancellorofEquityandDiversityandUTHSC’sChancellorisrequiredatvariousstagesofthesearchprocess.

Specificrequirementsofexecutiveexemptlevelsearchesarenotedthroughoutthismanual.Theseproceduresapplywhetheranexternalorinternalsearchisconductedfortheupperlevelposition.ThesesearchesfollowUTcampusprocedureswiththeadditionalrequirementsnotedthroughout.4)PositionswithLimitedorExemptedSearchRequirements-Limitedorexemptedproceduresmaybeavailablefortherecruitmentandhiringofpersonnelforacting(alsocalled“interim”)appointments,restrictedaccountpositions,promotionsinplace,postdoctoralresearchpositions,lecturerandinstructorpositions,coachesandlimiteddurationpositionsprovidedthatallcriteriaaremet.AnyotherexceptionstothesearchprocedureswillbereviewedforapprovalbyOEDandwillbeapprovedonlyafterconsultationwithallappropriateadministrators.PleaseconsultwithOEDregardinganyrequestforasearchexemption.

Note:AschiefaffirmativeactionofficerfortheUniversityofTennesseeHealthScienceCenter,exceptionsmayalsobegrantedbytheAssistantViceChancelloroftheOfficeofEquityandDiversity,ExecutiveViceChancellorand/ortheChancellor,ortheirdesignees.

SectionII

ExternalSearchProcedures Thereare10BasicStepsforconductinganexternalsearchattheUniversityofTennesseeHealthScienceCenter:Step1-FormaSearchCommitteeanddevelopaJobDescriptionStep2-SubmitaRequesttoSearchStep3-AdvertiseforandrecruitapplicantsStep4-Acknowledgeapplications.SendEEOSelf-IdentificationFormStep5-Screenandevaluatecandidates

(ConsiderationoftheEEOSelf-Identificationform)Step6-EvaluateandselectcandidatesforthePrincipalandAlternatePoolsStep7-PrepareNarrativeSummaryform;submitforapprovalalongwithaletterorrequesttointerviewprinciplecandidatesStep8-Invitecandidatestointerview;ConductInterviewsStep9-SelectTopCandidate(s);SubmitRequesttoMakeanOfferformStep10-MakeanOfferofEmploymentThesestepswillbeexplainedindetailinthefollowingpagesasarestepsintheFacultySearchProcesswithsomevariation.

Step1

FormationofaSearchCommittee

TheChairofaDepartment1ofaunitinwhichavacancyhasoccurredrecommendsaSearch

CommitteetotheDeanorDirectorforapproval.Everyeffortmustbemadetosecurediversityinthecompositionofthesearchcommitteeunlessitisimpracticaltodoso.Thereisnorequirednumberofmembers.Standingsearchcommitteesmaybecreatedtoservetherecruitmentandselectionneedsofadepartment.Asageneralrule:1.ThemembersofthesearchcommitteeshouldreflectthecommitmenttodiversityandtheaffirmativeactioninitiativesoftheUTHSCandtherebyshouldbecomprisedofacombinationofpersonsincludingwomenandethnicminorities.2.Personsoutsidethehiringdepartmentunitmaybeappointedorinvitedtoserveonaninternalsearchcommittee.3.Forallinternalsearches,thesearchcommitteeshallbechairedbyapersonfromoutsidethedepartmentforwhichthesearchisbeingconducted.4.AllUpperLevelAdministrativesearchesmusthavearaciallydiversesearchcommittee.

DevelopingaPositionDescription

Aproperlyconstructedpositiondescriptionestablishesthecriteriatobeusedforadvertising,andtheevaluationofapplicants.ThepositiondescriptionwillbeusedasthebasisfortheRequesttoSearchform(discussedinStep2),andmustincludeallrequiredanddesiredqualifications.Asanexample,ifanadvanceddegree,specificfieldofexpertise,professionalcertificationorexperienceinaparticularfieldisnecessarytoperformthejob,thepositiondescriptionshouldsoindicate.Atthesametime,narrowly-focusedrequirementsthatarenotcriticalfortheperformanceofthejobshouldbeavoidedastheytendtounnecessarilyexcludeapplicantswhomightotherwisebequalifiedfortheposition.

Positiondescriptionsshouldgenerallyincludethefollowing:1.Titlefortheproposedposition.2.Employmentclassificationoftheposition,i.e.,administrative(with/withoutfacultyrank),faculty("Assistant","Associate"professor),orstaffexempt.______________________1Titlesoftheadministratorinitiatingthesearchmayvaryfromunittounit.Thetitles“departmenthead”,“director”,“dean”,arenotmeanttobeexclusive.Allunits,includingtheProvost’sofficeandthevariousVicePresidents’officesarealsogovernedbytheseprocedures.

3.Anticipatedstartingdateanddurationoftheappointment(ifapplicable).4.Salaryrangeornotationstatingcompetitiveness.5.Required*andDesiredqualificationsfortheposition.Incaseswhereadvanceddegreesareexpected,ahiringunitmaydesignatetimeparametersforreceiptofthedegree(i.e.,“SuccessfulcandidatemusthavePh.D.atthetimeofappointment”).*Applicantswhodonotmeetthestatedrequiredqualificationscannotbeconsideredfor

PrincipleorAlternatecandidatestatus2.Stated“requiredqualifications”cannotbewaived

withoutre-advertisingthepositionandinvitingallformerapplicantstoreapply.

6.Specificjobduties,asappropriate.7.Preferreddeadlineforreceiptofapplications.Itmaybeusefultoincludethestatementthat“Reviewofapplicationswillbeginon(DATE)andwillcontinueuntilthepositionisfilled.”Thisallowsthecommitteetoconsiderapplicationsreceivedafterthepreferreddeadline,whileidentifyingatargetdateforsubmissionbyinterestedapplicants.8.Requestforacoverletter,resumeorvitae,andreferences(eithernamesorwrittenreferences).9.Contactpersonwithname,address,andtelephonenumber(usuallytheSearchCommitteechairislistedasthecontactperson).10.UpperLevelSearchesmustalsoincludeinthejobannouncementthefollowingstatement:“Applicantsshouldhaveademonstratedcommitmenttoandknowledgeofequalemploymentopportunityandaffirmativeaction.”Commonproblemswithpositiondescriptionsinclude:

•Adesignationofasetnumberofyearsofexperiencesuchas5years.Thisrequirementwouldmeanthatanapplicantwith4yearsand11monthsofexperiencewouldbeunqualifiedunderthetermsofthedescription.

•Extremelylimiteddegreerequirements(althoughthismaybeappropriate,dependingontheposition).Inoneinstance,thetypeofdegreeprogramrequiredwassolimiteditwouldhavedisqualifiedgraduatesfromprogramsatHarvardandStanford.

•Failuretoindicatewhether“experience”includesstudentorgraduate-levelwork._____________________2Asageneralrule,thisdocumentuses“applicants”torefertopersonswhosubmitapplicationforapositionwhile“candidate”isusedtorefertoapplicantsinprincipaloralternatepoolsselectedbythesearchcommitteeforconsiderationfortheposition.

Step2

SubmitaRequesttoSearchformandcontactOED.RequesttoSearch-TheRequesttoSearchisusedtoobtainpermissiontoopenasearchandadvertisetheposition.ThelettershouldbeaddressedtotheAssistantViceChancellorofEquityandDiversityforUTHSC.Alongwiththeletterofrequest,acopyofthepositiondescriptionshouldbeincluded.Allrelatedpositionannouncements,advertisements,andotherinformationdisseminatedaboutthepositionmustmirrorthewordingforthedesiredandrequiredjobqualifications.(AdditionalinformationabouttheUTcampus,theMemphis/ShelbyCountyarea,and/orthecollege/departmentmaybeincludedinpositionannouncementsandwebsitelistingswithoutalsobeingincludedinpaidadvertisements.)AdvertisementsandannouncementsofthepositionvacancymaybeplacedinpublicationsimmediatelyuponapprovaloftheRequesttoSearch.AdplacementmayoccurpriortotherequiredsearchcommitteemeetingwithOED.ThedateofapprovalbyOEDservesasthebeginningoftherequirementthatapositionbeopenforatleast4weeks,unlessareducedtimeperiodisapprovedbyOED.Requestsforareducedtimeperiodmustbeinwritingandmustsetforthjustificationtosupporttherequest.NOTE:HumanResources(HR)willpostallopenpositionsonthewebsite,thisinformationisupdatedregularlytoinsureaccuracyofinformation.ContactHRfordeadlinesforpositingpositiontothewebsite.RequiredMeetingwithOED-AftertheRequesttoSearchisapproved,theSearchCommitteeChair,DepartmentChair,Dean,DirectororViceChancellormustcontactOEDtoscheduleasearchmeetingwithOEDandtheSearchCommittee.ContactOEDat901-448-2112toschedulethemeetingandrequestanyadditionalinformation.Forsearchwithoutformalsearchcommittees,therequisitionreviewandapprovalservesastherequiredmeeting.

Step3AdvertiseforandRecruitApplicants

Fromthetimethatthe“RequesttoSearch”isapproved,asearchmustremainopentoapplicantsforaminimumoffourweeks.TheSearchCommitteewilldeterminewhereandhowitwilladvertiseaposition.SearchCommitteesarenotrequiredtoadvertiseinanyparticularpublicationortocontactanyparticulargroup;rather,committeesareencouragedtospendtheirtimeandadvertisingdollarsonpublicationsandmethodsrelevanttothepositionthatwillyieldadiversepoolofapplicants.EachSearchCommitteemembershouldmaintainindividualcontactlogstorecordrecruitingeffortsduringthesearch,including,butnotlimitedto,letters,e-mails,andtelephonecalls.ContactlogsareavailableontheOEDwebsiteormayberequestedbycontactingOEDat901-448-2112.

TheOfficeofEquityandDiversitymaintainslistsofpotentialrecruitingresources,includinglistsfor:

•AdvertisingandRecruitingresourcesforAcademicandServiceDisciplines•HistoricallyBlackCollegesandUniversities•Women’sCollegesandUniversities•NativeAmericanCollegesandUniversities•LocalandStateCollegesandUniversities

4.Promotionofthepositionthroughprofessionalassociationsandlocal/regionalorganizations.

Additionalrecruitingsourcesinclude:1.Placementofpositionannouncementsinprofessionaljournals,websites,orvitaebankservices.2.ContactwithDepartmentsatothercollegesanduniversitiesofferingrelevantdegrees,inanefforttosolicitapplicationsornominationsofqualifiedindividuals.3.PromotionofthepositionviaUTandotherwebsites,listserves,e-maillists,someexamplesare:www.chronicle.com;www.higheredjobs.com;www.diverseeducation.com;www.academic360.com

5.Contactwithprospectiveapplicantsidentifiedthroughreferralsorasaresultofrecruitmentefforts,includingotherUTdepartmentsandcampusesandcurrentUTemployees.6.Promotionofthepositionbycontactwithlocalandcampus-basedgroupsandindividualssuchasOfficeofInternationalAffairs,aswellaslocalcommunity-basedagencies,ifappropriate.

Step4Acknowledgeapplications.

SendEqualEmploymentOpportunitySelf-IdentificationformForm(s)Required:LetterofAcknowledgment(producedbydepartment.)EqualEmploymentOpportunitySelf-IdentificationformAsresumesandcurriculumvitaearereceived,theSearchChairshould:1.Sendalettertoeachapplicantacknowledgingtheapplication(eachlettershouldbeidentical);2.SendUT’sEqualEmploymentOpportunitySelf-Identificationformalongwiththeacknowledgementletter.Itismandatorythataformbesenttoeachapplicant,anditsreturnshouldbeencouraged;however,failuretoreturntheformcannotbeusedasareasontorejectanapplicant;

Note:AcopyoftheEEOSelf-IDformwillbeprovidedtotheSearchCommitteebyOED.AdditionalcopiesshouldbemadebytheDepartment.ThereturnoftheformstoOEDbyapplicantsisvoluntary.OEDwillthencompiletheinformationreceivedfromtheapplicants,anduponrequestprovidetheinformationtotheSearchCommitteeChairinorderfortheCommitteetoconsiderwhethertheapplicantpooladequatelyreflectstheCommittee’seffortstorecruit.InformationfromthisdatawillberequiredfortheNarrativeSummaryform.TheCommitteeChairmaycontactOEDat901-448-2112torequesttheinformation.

Step5ScreeningandEvaluatingApplicants

EachSearchCommitteewilldeviseitsownmethodsforreviewofapplicantfiles.Theprocessandcriteriausedmustbeconsistentlyappliedtoallapplicants.1.TheChairofthesearch(orasubcommittee)maymakeapreliminaryreviewoffilestodeterminewhethertheapplicantmeetsthequalificationsspecifiedinthepositionannouncements.Filesofapplicantswhodonotmeetminimumqualificationsmaybeseparatedfromthosewhomeetminimumqualifications;however,thefilesshouldstillbeavailableforallcommitteememberstoreviewiftheysochoose.Note:EvenapplicantswhodonotmeettheminimumqualificationsmustbeincludedinthestatisticsfortheNarrativeSummaryformandontheRequesttoMakeanOfferform.2.SearchCommitteesmayelecttodevelopscoringsheetsorscreeningforms.Ifscoringsheetsorotherformsareused,theyneedtobekeptaspartofthedepartment’ssearchrecords.OEDdoesnotneedcopiesofsuchsheets.Scoringsheetsorotherevaluativeforms,ifused,donotneedtobesigned.3.SearchCommitteesmayselectarangeoftopapplicantsanddevelopwrittenquestionsfortheirresponse.Thismaybeparticularlyhelpfulinnarrowingaverylargepoolofapplicants.4.SearchCommitteesmayelecttodeveloparatingsystemthatassignsweightstoparticular“required”or“desired”criteria.5.SearchCommitteesmayrequirewritingsamples,suchascopiesofjournalarticles,orotherdocumentsasameansofevaluationofapplicants.Anycriteriausedmustbeappliedtoallapplicantsateachappropriatelevel.Applicantpoolsmaybeusedtofillmorethanonepositioniftherequirementsofthepositionsareidentical.PleaseconsultwithOEDifthisissuearises.

ConsiderationoftheSelf-IdentificationFormInformationfromtheEEOSelf-Identificationformswillprovideaprofileoftheapplicantpool.ThisprofilewillbeprovidedtotheSearchCommitteeChairbyOED.TheSearchCommitteeorChairshouldreviewthecompositionofthecandidatepooltoevaluatetheadequacyofrepresentationofwomen,AfricanAmericans,andotherminoritygroups.Ifthecommitteebelievesthattheapplicantpooldoesnotadequatelyrepresentthecompositionofavailablecandidates,thecommitteemayconsultwiththeDean,Director,Provost/ViceChancellororOEDforadditionalideastoaugmentorextendrecruitingefforts.Otheroptionsinclude:1.Ifthesearchhasbeenadvertisedwithoutacut-offdateforreceiptofapplications,additionaleffortsmaybemadetobroadentheapplicantpool.2.Ifacut-offdatehasbeenstatedinthejobannouncement,thepositionmayneedtobereevaluatedandreopenedforapplicationviaadvertisementinallsourcesusedpreviously.3.Ifthecommitteedeterminesthatreopeningthesearchisappropriate,allapplicantsshouldbenotifiedinwritingofthereopeningandaskedtoaffirm/withdrawtheirapplication.Evenifanapplicantdoesnotrespondtotherequestforaffirmation,heorshemustbeconsideredforthereopenedpositionandmustbeincludedinthenarrativesummaryforstatisticalpurposes.

Step6PrincipalandAlternateCandidatePools

AnattachmentmustbemadetotheNarrativeSummaryform.1)PrincipalCandidatePoolWhentheSearchCommitteeiscomfortablewiththequalityandcompositionoftheapplicantpool,itshoulddevisealistofPrincipalCandidates.Thepoolshouldprovideaselectionofqualifiedcandidateswhowillbeinvitedforacampusinterviewandconsideredfortheposition.AllPrincipalCandidatesmustbeinvitedtointerview(althoughacandidatemayturndownaninvitationtointerview).TheSearchCommitteemustidentify,intheNarrativeSummaryform,eachPrincipalCandidate’srelativestrengthsandweaknesses.

Note:Iffemaleshaveappliedfortheposition,butnoneofthefemalecandidateswereselectedforthePrincipalorAlternatepools,thecommitteemustincludeabriefdescriptionofthestrengthsandweaknessesofeachexcludedfemaleapplicant.Likewise,ifself-identifiedminoritieshaveappliedfortheposition,butnoneoftheminoritycandidateswereselectedforthePrincipalorAlternatepools,thecommitteemustincludeabriefdescriptionofthestrengthsandweaknessesofeachexcludedminority.

InanUpperLevelsearch,strengthsandweaknessstatementsmustbeprovidedforallAfricanAmericanapplicants.2)AlternateCandidatePoolAlistofAlternateCandidatesmayalsobedeveloped.AlternateCandidatesshouldbethosecandidateswhoareunderfurtherconsiderationforthepositionintheeventthatnoneofthePrincipalCandidatesareselectedfortheposition.Thesecandidatesmustalsomeettheminimumqualificationsfortheposition.IfnooneisselectedfromthePrincipalpoolfollowinginterviewsoroffersofinterviews,theSearchCommitteemayelecttointerviewoneormorecandidatesintheAlternatepool.Alternatepoolcandidatesmaybeinterviewedone-by-one,innoparticularorder.StrengthandweaknessstatementsforeachAlternateCandidatemustalsobeincludedasanattachmenttotheNarrativeSummaryform.

Step7TheNarrativeSummaryForm

Form(s)Required:NarrativeSummaryformTheNarrativeSummaryformmustbeapprovedbeforecandidatescanbeinvitedforon-campusinterviews.TheNarrativeSummarydocumentstheactivitiesofthesearchcommittee,andthemethodsandactionstakentoadvertisetheposition,recruitapplicants,andselectthePrincipalandAlternatecandidatepools.Thisdocumentationisrequiredtoshowthatdiligenteffortshavebeenmadetoinsurethatallappropriateequalemploymentopportunityandaffirmativeaction,anddiversityinitiativeshavebeentaken.Note:TheNarrativeSummaryformhasbeendevelopedtosimplifytheNarrativeSummaryprocess.ContactOED(901)448-2112orvisitourwebsitetoaccessacopy.InformationtobeincludedintheNarrativeSummaryform:1)GeneralSearchinformation(department,position,OEDFileNumber);2)SearchCommitteecomposition;3)Recruitingandadvertisingefforts;4)Professionalorganizations,caucusesandreferralsourceswithwhichthevacancywaslisted,datesofthelistings;5)Explanationofextraordinaryeffortsusedtocontactandencourageapplicationsfromqualifiedwomenandminoritycandidates;6)AlistofallcandidatesandEEOSelf-Identificationinformation(obtainedfromOED)usingtheformatsimilartotheexamplecontainedintheNarrativeSummaryform;

7)Allrequiredsignaturesanddateofreviewlines(departmentchair,dean,Provost/ViceChancellor,OED,UpperLevel:SystemsAdministration);8)RequiredattachmentstotheNarrativeSummaryform:

a)CopyoftheRequesttoSearchform,b)CopiesofcompletedSummaryofallIndividualContactsforms,c)Listofallcandidateswithprincipalandalternatepoolcandidatesidentified,d)Strengthandweaknessstatementsforprincipalandalternatecandidates,e)listofstrengthandweaknessstatementsofexcludedfemaleorminorityapplicantsonlyifwomenand/orminoritieshaveapplied,butwereexcludedfromtheprincipalandalternatepools(UpperLevel:strengthsandweaknessesofallAfricanAmericancandidates);f)Curriculumvitaeorresumesofallprincipaloralternatecandidates.

Step8

InviteCandidatestoInterview;ConductInterviewsUponapprovaloftheNarrativeSummaryformbyallappropriateparties,identifiedprincipalcandidatesmaybeinvitedforinterviews.TheSearchCommitteeorChairshoulddeterminewhoshouldbeinvolvedintheinterviewprocess.Ideally,thisplanningshouldtakeplaceshortlyafterthesearchhasbegun.InformationonconductinginterviewsappearsinSection7.

Step9SelectionofTopCandidate(s);SubmitRequesttoMakeanOfferform

Form(s)Required:RequesttoMakeanOfferformAftertheinterviewprocessiscomplete,theSearchCommitteewillevaluateandrecommendthetopcandidate(s)forconsiderationbytheDepartmentChairorDirectorofthehiringunit.TopcandidatesdonothavetobesubmittedinanyrankedorderunlesssorequestedbytheDepartmentChairorDirector.TheDepartmentChairorDirectorwillprepareaRequesttoMakeanOfferformandforwardtotheDean,Director,orVicePresidentforreviewandapproval.TheapprovedformisthenforwardedtoOEDforreviewandapproval.UpperLevel:theapprovedformisalsosubmittedtotheUTHSCChancellorforapproval.FollowingtheChancellor’sapproval,theofferwillbereviewedandendorsedbyOEDforcompliancewiththeUTHSC’sSearchProcedure.OfficialoffersofemploymentcanonlybeextendedbytheappropriateViceChancellor,ChancellororDean.Iftheofferisrejected,pleaseseeInitialOfferisRejected.

Step10MakinganOfferofEmployment

TheofferofemploymentismadebytheViceChancellororVicePresidentafterapprovaloftherecommendationoftheDepartmentChairandDean.OnlytheProvost/ViceChancellororChancellormayextendtheformalofferofemployment.Theprocessofmakingaformalofferofemploymentinvolvesseveralsteps.

WhilesomeoftheprocessesbelowdonotspecificallyinvolveSearchCommitteesorOED,theentireprocessisprovidedinresponsetosuggestionsfromDepartmentChairsthatitbeincludedforinformation.Non-FacultyStaffExemptandStaffNon-ExemptpositionsrequiredirectionfromHR.Thestepsare:1.StaffExemptEmployees:(initiatedbytheDepartmentChairorDirector)a)Onceacandidateisselectedfromtheapplicantpool,theDepartmentChairinitiateselectronicemploymentauthorizationnamingselectedcandidateandallothercandidateswithjustificationfornon-selectionforapprovalbyDean,andOED;byDepartmentChair,Dean/Director,BusinessandFinance,OED,respectively,inthatorder.

b)TheHROfficewillcompletetherecruitmentprocessandmaketheformalofferofemployment.Further,HRwillmakethenecessarychangesintheselection.

2.Facultyand“OtherAcademic”:a)TheDepartmentChairinitiatestheelectronicpersonnelrequisition;b)TheDeanorDirectorreviewstheform,signsforapproval;c)BusinessandFinancereviewsandsignsforapproval;d)OEDreviewsandsignsforapproval.Ifwaiverofnationalsearchisrequested,itshouldbenotedintheDepartmentalCommentssection,alongwiththegenericjobdescriptionandadvertisinginformation;e)DepartmentChairconductsinterviewsofqualifiedapplicants,andsubmitselectronicemploymentauthorizationnamingselectedcandidatesandallothercandidateswithjustificationfornon-selectionforapprovalbyDeanandOED;f)Offerofemploymentismadeuponaffirmationofacceptancebytheselectedcandidate.TheFacultyAppointmentAgreementandotherrelateddocumentsarepreparedandsubmittedtotheappropriateofficialsforreviewandapproval.

Section3

INTERNALSEARCHES

Internalsearchesmustfollowthesameproceduresasexternalsearches(outlinedinSection2)exceptthat:1)thedepartmentmustmakeawrittenrequestwhichincludesarationaleforconductingthesearchoutsideofthestandardsearchprocedures;2)therequestmustbeapprovedbytheDean,theViceChancellororVicePresident,andtheDirectorofOED.Upperlevel:mustalsoreceiveapprovalfromtheappropriatesystemadministrator;3)suchsearchesareopenonlytocurrentUTemployees;4)advertisingisnotrequired;however,thepositionmuststillbeplacedontheHumanResourcesjobvacancylistwithadesignationthatitisaninternalsearch,andappropriatestepsshouldbetakentonotifypotentialqualifiedapplicantswithintheUniversityordepartment;and5)positionvacanciesneedonlybeopenfortwoweeks(ratherthanfourweeks)fromthedateoffullsignatoryapprovaloftheRequesttoSearch.Aninternalsearchisnotanappropriatemechanismtoeffectapromotion.InternalsearchesareanexceptiontothestandardsearchprocessandwillbecarefullyconsideredbyOED.RequestsforinternalsearchesshouldbeabletoidentifytheexistenceofapotentiallyqualifiedapplicantpoolthatalreadyexistsattheUniversity.Note:Upperlevelsearchesapprovedasinternalsearchesmuststillfollowtheadditionalrequirementssetoutonpage14.

Section4

QUICKREFERENCEFORCONDUCTINGUPPERLEVELSEARCHES

“UpperLevel”searchesincludesearchesconductedforthefollowingpositions:1)VicePresidentorProvost2)AssociateorAssistantVicePresidentorProvost3)Dean4)AssociateorAssistantDean5)AcademicDepartmentChairAdditionalRequirements:UpperLevelsearchesmustfollowtheproceduresoutlinedinSection2,alongwiththefollowingadditionalrequirements.Theseadditionalproceduresapplywhetheranexternalorinternalsearchisconductedfortheupperlevelposition:1)Pre-approvaltoconductanupperlevelsearchmustbeobtainedfromtheUTHSCOfficeofChancellorbeforethesearchbegins;

2)Searchcommitteesmustincludewomen,membersfromunderrepresentedgroups,ormembersfromunderutilizedgroupsasidentifiedintheaffirmativeactionplan;

3)TheRequesttoSearchmustcontainthefollowingstatement:"Applicantsshouldhaveademonstratedcommitmenttoandknowledgeofequalemploymentopportunity,affirmativeaction,anddiversityandinclusion;"

4)TheAssistantViceChancellorandDirectorforEquityandDiversitymustreviewanupperlevelsearchatalllevels(RequesttoSearch,NarrativeSummary,andRequesttoMakeanOffer);5)MinutesmustbekeptforallupperlevelSearchCommitteemeetingsandsubmittedalongwiththeNarrativeSummaryform;6)StrengthandweaknessstatementsmustbesubmittedforallwomenandunderrepresentedcandidatesregardlessofanyrepresentationofunderrepresentedgroupsincludingwomeninthePrincipalorAlternatepoolsofanupperlevelsearch.

Section5

POSITIONSWITHLIMITEDOREXEMPTEDSEARCHREQUIREMENTS

A)ActingAppointments-Actingappointments(alsosometimesreferredtoas“interim”appointments)arefilledwithinternalcandidatesandnormallycontinueforaperiodofuptooneyear.AnyactingappointmentextendingbeyondtheoneyearlimitmustbeapprovedbytheProvost,theappropriateViceChancellororChancellor,andbytheAssistantViceChancellorforOED.Awrittenrequestseekingtheextensionofanactingappointmentmustincludearationaleastowhyasearchforapermanentappointmentcannotbemadeduringtheyear.Iftheactingorinterimappointmentwillinvolveanupperlevelposition,approvalmustalsobeobtainedfromtheOfficeofEquityandDiversity.BecausetheUniversityrecognizestheunequaledopportunitythatanactingappointmentcreatestotrain,expose,andenhancethecredentialsofcandidatesforfuturepermanentpositions,suchappointmentsshouldbemadeonlyaftercarefulconsiderationofallpotentialappointees.Actingappointmentsmayonlybefilledwithinternalcandidates.B)RestrictedAccount(“softmoney”)positions-Astandardsearchisnotrequiredforpositionsfundedbysoftmoney;however,thehiringdepartmentmustfollowthesesteps:1)Thedepartmentmustidentifytherestrictedaccountinformationintherequisition.ApprovalbyOEDwilloccurelectronically;2)ThevacancymustbepostedforaminimumofoneweekontheUniversity’svacancylist(contactHRregardingposting);3)ApplicantsforthepositionshouldbesentaletterofacknowledgmentandacopyoftheUniversity’sEEOSelf-Identificationform;4)Thedepartmentmustmaintainallrecordsthatsubstantiateinformationregardingthesearch.Theserecordsincludeallapplicantfiles,andallrecordsoftheselectionofanindividualfortencalendaryearsaftertheeffectivedateofappointmentoftheindividual.TheserecordsmaybesenttoRecordsManagementorheldwithindepartmentalfiles.C)PromotioninPlace-Asearchconductedinaccordancewithstandardsearchproceduresisnotrequiredprovidedthat:

1)Thepromotion,ifeffected,doesnotleavearesidualvacancytobefilled,and

2)Thepromotedindividualdoesnotmovetoanotheroffice,organizationalstructureorlocation,and

3)TherequesttoeffectapromotionisjustifiedinwritingandreceivesapprovalfromtheappropriatebudgetaryunitandOEDpriortotheeffectivedateofthepromotion.

Examplesof“promotionsinplace”includesuchactionsasreclassificationofanindividualfromAssistantDeantoAssociateDean,orthereclassificationofanindividualfromComputerProgrammerAnalysttoSeniorComputerProgrammerAnalyst.D)Post-DoctoralResearchAssociate-RegularsearchproceduresarenotrequiredforPost-DoctoralResearchpositionsofthreeyearsorlessdurationifthefollowingcriteriaaremet:

1)Theindividualmusthaveanearneddoctorateorequivalent;and

2)Thepurposeoftheappointmentmustbetoassistfacultyintheirresearchandprovideanopportunityfortheindividualtobroadenhisorherknowledge,training,andexperienceinpreparationforasignificantresearchcareer.

E)LecturerandInstructor–TheproceduresforfillingLecturerandInstructorpositionsareunderrevision.PleasecontactOEDifyouhavequestionsaboutfillingsuchaposition.

F)LimitedDurationAppointments-Thisproceduremaybeavailableforshort-term(12monthsorfewer),non-recurring,project-specificstaffexemptpositions.PleasecontactOEDorHRforinformationregardingtheapplicabilityofthisprocedureforthevacancyinquestion.

Section6

PROBLEMSTHATMAYARISEDURINGASEARCHOccasionally,problemswillariseduringasearch.Listedbelowareafewsituationsthatmayrequirespecialattention.InadequateCandidatePoolIfasearchcommitteeisnotsatisfiedwiththeapplicationsreceivedforaposition,itmaywishtoconsider:

1)revisingthejobrequirements-thesearchcommitteemaywishtochangethestatedrequiredqualificationsfortheposition.Ifthisoccurs,thenewjobdescriptionmustbereviewedbyOEDandmustbere-advertised.Additionally,applicantsfortheformerpositionmustbecontactedandinvitedtoreapply.Thiscanbeaccomplishedthroughcorrespondence.2)advertisingthepositionindifferentpublications(secondroundofads)-thecommitteemaywishtoconsiderexpandingitsadvertisingeffortstoincludeawiderrangeofregionalornationalpublications.3)increasingpersonalcontactefforts-thecommitteemaywishtoconsiderparticipatinginregionalornationalconferencesaspartofitsrecruitmentefforts.

PlacingaSearchon“Hold”Sometimesadepartmentwillbeginasearchthatcannotbefilledasexpected.Insuchsituations,thedepartmentshouldsubmitarequesttoplacethesearchon“Hold”.Therequestshouldidentifythesearch,thestatusofthesearch,andthereasonswhythe“hold”isrequested.Therequestshouldbesubmittedtoallappropriateparties(Dean,ViceChancellororChancellorandOED)forreviewandsignature.ExtensionofaSearchBeyondaPeriodofOneYearUsually,asearchisapprovedforaperiodofoneyearbeginningwiththeapprovaloftheRequesttoSearchform.Ifasearchgoesbeyondtheexpectedoneyearperiod,theDepartmentHeadmustsubmitalettertoallappropriatepartiesexplainingthestatusofthesearchandthereasonfortherequestedtimeextension.Extensionsaretypicallygrantedforanadditional6-12monthperiod.Ifanextensionisgranted,applicantsfortheexistingsearchshouldbenotifiedofthestatusandaskedwhethertheystillwishtobeconsideredasapplicantsfortheextendedsearch.IfitisdeterminedbyOEDthatthelengthoftheextendedsearchmaycompromisetheapplicantpool,OEDmayrecommendthattheexistingsearchbeclosedandthatanew

searchbeopened.Ifthisoccurs,theexistingapplicantpoolshouldbenotifiedofthestatusofthesearchandaskedwhethertheywishtoreapplyfortheposition.

CandidatesWhoApplyAfterApprovaloftheNarrativeSummary(“late”applicants)Itisrecommendedthatallsearchesbeadvertisedwithopendatesforapplications(see#7,page4).Ifasearchhasbeenadvertisedinthismanner,theSearchCommitteecancontinuetoconsiderapplicationsuntilthejobhasbeenfilled.IfitistheopinionoftheSearchCommitteethata“late”applicantshouldbeconsideredaprincipaloralternatecandidate,thecommitteechairmayconsultwithOEDandaddtheapplicanttotheNarrativeSummaryform.Toaddanapplicanttotheprincipaloralternatepool,therequestingdepartmentshouldwriteamemototheappropriateDeanorDepartmentChairexplainingthecircumstances.ThememoshouldincludesignaturelinesfortheProvost/ChancellorandOED.Acopyoftheapplicant’sresume/vitaeshouldbeattachedtothememo.InitialOfferisRejectedIfanofferismadetoacandidatewhothenrejectstheoffer,thedepartmentchairordirectorcanmarkthroughthenameofthe“proposedemployee”ontheRequesttoMakeanOfferform,writeinthenameofthenewproposedcandidate,andupdatethe“proposedemployee”information.Thenewproposedcandidatemustbesomeoneidentifiedintheapprovedsearch.ThedepartmentforwardstheamendedRequesttoMakeanOfferformtotheDeanorDirector,ProvostorChancellor,andOED.UponapprovalbyOED,theofferprocesscanagainbeinitiated.Ifthepositionisnotacceptedbyanycandidate,theDepartmentChairshouldprovidewrittennotificationtoallappropriateofficesandconsultwithOED.

Section7

SCHEDULINGANDCONDUCTINGINTERVIEWS

PrincipalcandidatesmaybecontactedandinterviewsscheduledassoonastheNarrativeSummaryhasbeenapproved.Theinterviewprocesscanbetimeintensive.Careful,advancedplanningonthepartofthesearchcommitteecanhelpmaketheprocessasproductiveaspossible.Theinterviewprocessprovidesthedepartmentanopportunitytofurtherassessacandidate’scredentials;additionally,itprovidesanopportunitytopromotethepositionandthecampustothecandidate.Note:Itmaybehelpfultostartarrangingpotentialinterviewschedulesandtimeframesevenbeforecandidatestobeinterviewedhavebeenidentified.Itisespeciallyhelpfultoprearrangeblocksoftimeforinterviewswithcampusadministratorswhoseschedulesareoftenfullwellinadvance.SchedulingtheInterview1.Payattentiontodetail.Thecandidate’sfirstimpressionofthecampusmaycomefromtheschedulingoftheinterview.Lackofproperplanningmayindicatealackofrealinterestinthecandidate.2.Makearrangementsformeetingthecandidateattheairportandtransportinghimorhertothepre-arrangedhotelorhousing.Confirmallarrangementsasfarinadvanceaspossible.Faxorsendacopyoftheitinerary,transportationandhousingarrangementstothecandidate.Besuretoincludethenameoftheperson(s)whowillprovidetransportationtoandfromtheairport,andtoandfromtheinterviewsessions.3.Determinewhoshouldparticipateintheinterview(faculty,staff,administrators,students).Consultcalendarsandscheduleinterviewappointmentsasearlyaspossible.Besuretoincludethosecampusconstituentswithwhomthecandidatewillinteract.Itcanbeveryhelpfultocandidatesiftherelevanceofeachpersoninvolvedintheinterviewprocessisexplained.Upperlevelsearches:OEDmustbeincludedintheinterviewprocessforcandidatesinanupperlevelsearch.4.Beconsistentwiththeinterviewformatandquestions.Considerpreparingalistofquestionsthatwillbeaskedofallcandidates.Reviewthequestionsinadvanceandconsult“AppropriateandInappropriateAreasofInterviewInquiries,"p.24.5.Avoidalteringaninterviewitinerary.Confirmtheinterviewschedulewitheachpersoninvolvedintheprocesspriortothecandidate’svisittocampus.6.Considerschedulingbreaksduringtheday(s)forthecandidate;however,avoidhavinglargeunscheduledgapsoftimeduringthevisit.7.Provideaninterviewscheduletothoseinvolvedintheinterviewprocess.

ConductingtheInterviewsInformationRegardingAppropriate/InappropriateAreasofInquiryDuringtheInterview,ReferenceCheckstageoftheHiringProcessInterviewingcandidatesandcheckingreferencesarecriticalstepsinthehiringprocess.Inanefforttoprovideguidancetomembersofsearchcommittees,interviewers,andthoseinvolvedinreferencechecks,thefollowingsuggestionsandinformationareprovided:Age:Avoidquestionsorinquiriesintoage.TheAgeDiscriminationActprohibitsdiscriminationagainstapplicantsage40andoveronthebasisofage.Thismeansthatanyoneovertheageof40isprotectedbythislaw.Asageneralrule,therearenoacceptableinquiriesregardingage.Disabilities:UndertheAmericanswithDisabilitiesAct(theADA),anemployerisprohibitedfromaskingaboutanapplicant’sdisabilities,eitherdirectlyorindirectly.Forexample,anemployercannotaskaboutanapplicant’smedicalhistory,whetheranapplicantisdisabled,oraboutthenatureofanyobviousdisabilities.PriortotheADA,employersoftenaskedapplicantswhethertheyhadany“physicalormentaldisabilitiesthatwouldsubstantiallylimittheabilitytoperformtheessentialfunctionsofthejob”.ThisisnolongerallowedundertheADA;however,youmaystillaskwhetheranapplicanthastheabilitytoperformtheessentialfunctionsofthejob(withnoreferencetophysicalormentalimpairmentsordisabilities).Note:TheUniversitynolongerincludes“handicap”or“disability”statusonitsAffirmativeActionSelf-Identificationformfordatapurposes.PleasecheckwithOEDifyouhaveanyquestionsaboutwhetheryouaredistributingthemostup-to-dateversionoftheform.TheADAalsolimitspre-hiremedicalexams.Withcertaintypesofjobs,anemployercanrequireamedicalexamafteranapplicanthasbeenhired.ThisissuewillcomeupveryrarelyinthehiringofexemptstaffandfacultyattheUniversity;however,ifitdoes,thehiringdepartmentshouldcontactHRbeforeinstitutingsucharequirement.TheADArequiresthatemployers“reasonablyaccommodate”applicantswithdisabilitiesunlessthereasonableaccommodationwouldcauseanunduehardshiptothebusiness.Forexample,aninterviewermighthavetoprovideaguidetoablindapplicantwhohasbeeninvitedtointerview.Note:TheADAcoversmanyissuesthatmayariseduringthecourseofemploymentofanindividualwithdisabilities;itwouldbeimpossibletocoverallofthepotentialissueshere.DepartmentswithquestionsshouldcontactOEDat901-448-2112.Gender:Makingemploymentdecisionsbasedonacandidate’sgenderisillegal(withveryfewbonafideexceptions)underTitleVIIandthePregnancyDiscriminationAct.Manyinappropriateareasofinquiryrelatetogenderissues:

Availabilityforweekendoreveningwork:Youmayaskwhetherthecandidateisavailableforweekendoreveningworksolongasbothmaleandfemalecandidatesareaskedandthereisatruebusinessneedfortheinformation(i.e.,performingthejobrequiresweekendandeveninghours).Becarefultoavoidinquiriesintoreligiouspracticesthatmightoccurduringthesetimes.

Children/MaritalStatus/Family:Avoidinquiriesrelatingtopregnancy,futurechildbearingplans,orthenumberoragesofthecandidate’schildren.Inthepast,someemployershavehadpoliciesofhiringmenbutnotwomenwhohavepreschoolagechildrenbasedonanassumptionthatthewomanwouldberesponsibleforthecareofthechildren(thusresultinginmoreabsences).Avoidquestionsaboutmaritalstatusoraspouse’sjob.Youmayaskingeneraltermswhetheranapplicanthasanycommitmentsorresponsibilitiesthatwouldprecludetheapplicantfromregularlymeetingworkschedules.

Race:Avoidallquestionsofthisnature.FederalandstatecivilrightslawsandUniversitynon-discriminationpoliciesmakeitunlawfultodiscriminateonthebasisofrace.

Religion:Avoidallquestionsofthisnature.Civilrightslawsmakeitunlawfultodiscriminateagainstanapplicantonthebasisofreligiousdenomination,beliefs,andpractices.NationalOrigin:Asmentionedunder“Citizenship,”avoidquestionsaboutanapplicant’snationalorigin.Itviolatescivilrightslawstodiscriminateagainstanapplicantbecauseofhisorherlineage,ancestry,descent,countryofbirthornationalorigin.Ifthejoblegitimatelyrequirestheabilitytoread,writeorspeakaforeignlanguageorEnglish,itispermissibletoinquirewhethertheapplicanthastheseskills.Citizenship:Thiscanbeaveryconfusingarea.Ononehand,anemployerisrequiredbyfederallawtohireonlythosewhoarelegallyallowedtoworkintheUnitedStates.Ontheotherhand,federalcivilrightslawsprohibitanydiscriminationonthebasisofnationalorigin(i.e.,youcan’tdecideNOTtohiresomeoneonlybecausehe/shecomesfromanothercountry).Tobesafe,youmayaskwhetheranapplicantislawfullyauthorizedtoworkintheU.S.Avoidallotherquestionsregardingcitizenshipuntilafteranofferofemploymentismade.Atthatpoint,iftheofferisaccepted,youarethenrequiredtorequestproofthattheemployeeislegallyabletoworkintheU.S.OtherCommonAreasofConcern:DiscriminationComplaints(filedwithpreviousemployers):Avoidquestionsaboutthispossibility.Civilrightslawsprohibitretaliationagainstanapplicantbecauseheorshehasfiledadiscriminationcharge,ortestified,assisted,orparticipatedinadiscriminationinvestigationorproceeding.Donotconfusethisprohibitionwithwhetheritisproperorimpropertoconsidertrueinformationfromapreviousemployeraboutsomeonewitharecordofengagingindiscrimination.

Education:Obviously,itispropertoascertainwhetheranapplicanthasthepropereducationalcredentialsfortheposition.Youmayverifytypesanddatesofdegreesearned.EmploymentHistory:Youmayconsiderwhereapplicantshaveworked,lengthofprioremployment,specificjobsheld,andactualtasks,skills,andresponsibilitiesperformedinpreviousemployment.Youmayalsoconsidertheapplicant’srecordinregardtopunctualityandattendance,aswellasworkqualityandquantity.Youmayconsiderwhytheapplicantnolongerworksforthepreviousemployerandwhethertheterminationwasvoluntary.Youmayalsoaskapplicantstoexplainperiodsofunemployment.Photographs:Avoidanyrequirementthataphotographaccompanyanemploymentapplication.Workers’CompensationClaims:Avoidallquestionsonthistopic.ReferenceChecks:Manysearchcommitteesoncampusfindthatitismostusefultolimitreferencecheckstothosecandidatesidentifiedasbeinginthe“Principal”pool,orinboththe“Principal”and“Alternate”pools.Whenthecommitteeisatthepointofcheckingreferences,itisagoodideatoconsiderwhatinformationthegroupdeemsimportanttoreceivefromthereferences.Questionsshouldbeconsistentlyaskedofthereferencesforthedifferentcandidates.Often,acandidateoracandidate’sreferencewillvoluntarilyprovideinformationthatmaybeinappropriate.Ifthishappens,theinterviewerorthepersoncheckingthereferenceshouldincludeonlythatinformationreceivedthatisappropriatetoconsiderindeterminingwhetheracandidateisqualifiedfortheposition.

Section8

RECORDKEEPINGREQUIREMENTS

Recordsofstaffexemptandfacultysearchesaremaintainedintwolocations:theOfficeofEquityandDiversityandthedepartmentaloffice.RecordsMaintainedbyOED:TheRequesttoSearchform,theNarrativeSummarymaterials,andtheRequesttoMakeanOfferformconstitutetheofficialUTrecordofrecruitmentefforts.ThesewillbemaintainedonfilebyOED.RecordsMaintainedbytheDepartment:Departmentsarerequiredtoretainallrecords(i.e.for10calendaryears)thatsubstantiateinformationprovidedontheofficialUTrecords.ThesewillincludecopiesoftheRequesttoSearch,theNarrativeSummarymaterials,andtheRequesttoMakeanOfferform,andanyotherinformationsubstantiatingthesearch.Inadditiontosubstantiatingdocumentation,departmentsmustkeepallcandidatefiles,allreturnedEEOSelf-Identificationforms(asapplicable),andallrecordsofscoringorselection.

Recordsmustbekeptfortencalendaryearsaftertheeffectivedateofappointmentofanindividualtotheposition.TheserecordsmaybesenttoRecordsManagementtobeheldfortherequiredperiod,ormaybemaintainedindepartmentalfiles.