Search Process Guide

Unclassified/Academic Search Process

1. The search process begins with appropriate Dean/Supervisor (for non-IFO positions) notifying the department that a position has been authorized. He or she then meets with department to discuss the necessary qualifications, responsibilities, salary and rank of the position.

2. At this point, Authorization for Recruitment of Unclassified Personnel and Search Committee Form ( Appendix A ) is filled out and a Search Chair is elected according to departmental policies and procedures. The Vice President for University Affairs (VPUA) attends the first meeting of the committee to review procedures, answer questions about policy, and provide availability data.

If you wish to declare this search an Emergency, please complete the Emergency Hire Request Form.

3. Next step is to draft and get an approval of the Notice of Vacancy for the upcoming position
( Appendix B ).

4. The third step involves filing out a Recruiting Plan ( Appendix C ) and getting an approval of this form.
Note: The closing date for application materials shall be a minimum of 30 days for a National (probationary) search, plus any contractual time afforded for reassignment rights; and between 21 days for Local/Regional (fixed-term) search.

5. Human Resources Office places advertisements in publications listed in the Recruiting Plan. The Office also distributed the Notice of Vacancy per WSU Regulation 5-2.

6. Next, the committee completes the Rating Form ( Appendix D ) and a form with proposed interview questions ( Appendix E ). These forms are submitted for review to a Vice President for University Affairs
Note: Rating Form and Interview Questions must be approved prior to the release of the files.

7. After the deadline/screening date, the search chair will consult with the VPUA to determine if there are sufficient applications from women and minorities. If there are n o sufficient applicants VPUA, EEO Officer, in consultations with the search committee, may extend the period for recruitment. If the search is extended, all applicants will be notified of the revised deadline.

8. If there are sufficient applications from women and minorities, the VPUA will release the candidates' files to the search chair. Each committee member will separately review evaluate and rank the candidates, recoding the evaluation of each on a separate Rating Form.
Note: For fairness, if there is a postmark deadline, our Office will release the files approximately one week after that date. This will ensure more complete files and less paperwork in transit.

9. Next, Committee members meet and select the finalists. Committee members must make telephone checks of references of all final candidates. Use Record of Telephone Inquiry Form ( Appendix G ) when making these calls.

10. Further, Committee completes the Selection for Campus Interview Form (Appendix H ) and forwards it, along with all candidates files (including rating form in each of applicants files) to the respective administration for approval.

11. Upon approval, the Human Resources Office will notify the search chair that the individuals approved can be brought to campus interviews. The Search Chair should contact the Human Resources Office to obtain information on scheduling of interviews and to receive information on candidate reimbursement. Also see ( Appendix I) for further information.

12. After the interviews are conducted, the Committee completes the Search Committee Recommendation Form ( Appendix J) and forwards it, along with the finalists' files to the administration for approval.
Note: The individual committee member interview/comment forms must accompany finalist (s) files.

13. Upon approval, the Human Resources Office will notify the search chair and appropriate Dean that an offer of employment may be extended to the successful candidate.

14. At this time the Supervisor (non IFO positions/appropriate Dean shall send a letter of offer to the candidate. See Appendix K (Employment Eligibility Verification).

15. In conclusion of the search process, the appropriate department/college shall submit a contract request form through the appropriate channels.

For more information on recruitment/hiring process at Winona State University,
please see Regulation 5-2.