SEARCH COMMITTEE TRAINING

UW-Stout2012-2013

WelcomeToday’s Presentation

*TAM – Talent Acquisition Manager

*AA/EEO Compliance*Roles & Responsibilities*Search & Screen Process

TAM -Secure / Convenient /

Accessible-

• NEW UW online system as of 2/20/12• Recruitment Approval is done online • HEJs / UW Portal / UW Stout vacancy

announcements are done automatically thru TAM• Applicants apply online • Interviewers view application materials

online• Records retention online

Talent Acquisition Manager (TAM) Guide for InterviewersOnce screening Tools 1-5 have been approved by HR and the Job Opening is approved by the Hiring Managers in TAM, search committee members (Interviewers) may begin screening applicants independently using Tool 1 & 2.

How to login in and View Applicant Materials:1. Go to: UW-Stout Homepage > “Logins” > Business Systems click on “Talent Acquisition Manager (TAM)”2. Choose “UW-Stout” and click “Select”3. Log in to the UW HR system with your usual username and password 4. Under the Oracle menu, choose “Recruiting”5. Under Recruiting, choose “Find Job Openings”6. Click on “Reset” then click on “Search”7. Click on the title of the Job Opening you are working on8. Below the Job Opening will be a listing of your Applicants. •When you are looking at the list of candidates there is a blue bar across the top of the list. If VIEW ALL is highlighted, then click on it to show all of your applicants, otherwise you will only see what the screen initially displays.

*To view JUST their resumes: Click on the document icon in the column titled Resume.*To view ALL of their materials: Click on the Applicant’s name > “Applicant Data” > “View

Application”Here you will see all of the PDF files uploaded by the applicant. You can now open the files to view the data.If VIEW ALL is highlighted, then click on it to show all to show all of the PDF documents submitted.

Interviewer Guide - Handout #1

AA/EEO Compliance

State AA/EEO Compliance• State of Wisconsin Executive Order 28• Wisconsin Fair Employment Laws (Wis. Stats.)– Chapter 230 www.legis.state.wi.us/statutes/Stat0230.pdf – Chapter 111 www.legis.state.wi.us/statutes/Stat0111.pdf – It is unlawful to discriminate against employees or job

applicants for any of the following:

• Age• Ancestry• Arrest Record• Color• Conviction Record• Creed• Disability• Genetic Testing

• Honesty Testing• Marital Status• Military Service• National Origin• Pregnancy or

Childbirth• Race• Sex

• Sexual Orientation• Use or nonuse of lawful

products off the employer's premises during nonworking hours

Federal Laws on AA/EEO• Equal Pay Act of 1963• Title VII of the Civil Rights Act of 1964• Age Discrimination in Employment Act of 1967• Executive Order 11246• Sections 503 and 504 of the Rehabilitation Act of

1973• Americans with Disabilities Act of 1990• Vietnam Era Veteran's Readjustment Assistance

Act of 1974 (Section 402)• Civil Rights Act of 1991• Genetic Information Nondiscrimination Act of

2008 (GINA)

Handout #2

EO/AA Notes• Affirmative Action– Illegal to hire an individual solely because of

protected class– Must hire most qualified candidate– Being qualified expresses itself in many ways, with

reference to position announcement and description– Do not make assumptions about an individual based

on protected class• Hiring Foreign Nationals– Do not make assumptions from resumes that a

candidate is the national of a specific country or needs a certain kind of immigration status.

– Notify HR immediately if a Foreign Natl is a finalist.

Equality…

• Ensure equal treatment in all employment practices – position description development, recruitment, examination, selection, salary and wages, training, transfer, promotion, reclassification, leave, acting on temporary assignment, disciplinary action, layoff, restoration, reinstatement, retention, and other terms and conditions of employment.

[Source: Wisconsin Fair Employment Law, §111.322(1), Wisconsin Statutes]

Roles & Responsibilities

Roles & Responsibilities

• Committee Chair • Search Committee (Interviewers)– 3-10 members– Have a balanced panel – discipline

expertise, diversity of background and experience (gender, race, etc.)

– Need a mix of perspectives

• Hiring Authority• Support Staff (TA Coordinator)• Human Resources

Meetings

• The first Search and Screen Committee Meeting is subject to WI Open Meetings Law

• Need to post first meeting ONLY.– Minimum of 24 hours prior – 2 places on campus publicly

• Search and screen committees have authority to hold a closed meeting to review and conduct deliberations on candidates

• No rolling email discussions

Handout #3

Confidentiality and Records• Confidentiality– Honor candidates’ request for confidentiality until a

finalist– Treat information during search and screen as

confidential– Follow process for maintenance and destruction of

documents

• Records– Most documents generated during search and screen,

including emails, are records under WI Public Meetings Law

– Personal notes are not – shred when done.

Search & Screen Process

Handout #4

Planning for the SearchFaculty Positions:

Post for minimum of 30 calendar daysAcademic Positions:

Post for minimum of 21 calendar days

•Search Committee Decisions:– Screening Date vs. Application Deadline

• Flexibility if pool is initially small or inadequate vs.Firm

– Incomplete Applications• Follow up with applicants or deem as incomplete?• If giving applicants an opportunity to complete:

– 2 sets of eyes need to review each applicants materials.– Be consistent. Each must be contacted and given the same

deadline date.

Advertising PlanCheckout the Advertising Resources on the

HR Unclassified Search Process webpage!

•Focus on channels that will result in most qualified and diverse pool of applicants.

*Especially in underutilized areas: Minorities & Females

Think Globally / Cast your net wide *

•Chronicle (online recommended), Newspapers, List serves•Networking

–Can be used to attract interested candidates–Do not make any guarantees or promises

Record all advertising resources in TAM Job Opening

Screening ToolsTools 1 – 5 Must be submitted to HR for review and approval BEFORE screening can begin.

Available on HR Intranet > Uncl. Search Process webpage

1. SAMPLE Tools 2. QUESTION BANK

–What should the person be able to do and why.–How are reqmts identified, measured, or reflected?–Be specific:

What Degree is required? Will you consider ABD? What do you mean by experience?How will you evaluate their credentials?

SCREEN

Initial SCREENING – Tool 1 & 2

• Online process allows for committee members to independently screen:– MINIMUM qualifications - Tool 1– PREFERRED qualifications – Tool 2• If an applicant is not moving forward - a reason code is

required. • Must be able to justify. • No is No, unless 5B (Hold)

• Committee meets and arrives at a consensus– Screening results are discussed and a summary of

Tool 1 & 2 is prepared for the TAC.– Sent to Hiring Authorities for approval.

Interviewing Guidelines• Use APPROVED interview scripts -Tools 3 & 5• Deliberate, thoughtful questions that

address the qualifications– Consistent questions and treatment of ALL – Follow-up questions?

Only to clarify, expand or give examples.– Be mindful of prohibited questions – protected

classes, etc.• All committee members should be present

for interviews

Deliberations

• Avoid strict numerical ranking• Do not discuss prohibited issues• Engage all members in discussion• Do not make assumptions about someone’s

background• Make sure you have at least one job-related

reason for rejecting each unsuccessful candidate

Handout #5

Telephone Interviews – Tool 3

• Recording devices not allowed• When done, prepare summary for TA Coordinator.• Need Hiring Authorities approval to candidates

moving forward for On-campus interviews.

What are some advantages to performing telephone interviews?

Need to make changes to interview questions?Is it permissible to not do telephone interviews?

* Memo required explaining Committees’ rationale.

Reference Checks – Tool 4

• Minimum of 3 References required *Including current ER.• Notify applicants prior to contacting references.

• For internal candidates or candidates known by committee members– Raise only relevant information – no gossip– Evaluate all candidates fairly

• When using off-list references / Google– Courteous to notify the candidate– Use cautiously– Think about how you will use that information– Could be perceived as discriminatory – use consistently– Top candidates only

Handout #6

On-Campus Interviews -&- Recommendation for Hire – Tool 5

• Conduct campus interviews –Identical itineraries• Identify the STRENGTHS & WEAKNESSES of each

Candidate interviewed.• Additional reference checks. (Off-list & Supervisor)

• When done, prepare summaries of Tool 4 & 5 and forward with Strengths/Weaknesses to TA Coordinator.

• Need Hiring Authority’s approval of candidate(s) being recommended for hire.

• Final determination is privilege of Hiring Authority.

Background Checks / HIRE

• Upon receipt of approval for hire, Chair or TA Coordinator will notify HR to process the Background Check(s).

Criminal background checks:– Required for all new hires per UWS policy– Completed by Applicants when here for on-campus

interview– Processed only on finalist by HR

• Complete ES-5 and route for signatures.

Reasons for Failed Searches

• Lack of qualified candidates– Insufficient advertising– Lack of diversity

• Budgetary reasons• Significant violation of procedures or conduct

during the process• Timing

Records Retention

• EXCITING NEWS!!• With the online TAM recruitment process -

UW System is the data custodian and will maintain the recruitment documents for record retention purposes.

• All notes regarding the search in general or for an individual applicant need to be entered in TAM, as well as uploading of approvals, correspondence, etc.

Your KEY Resources

• UW-Stout webpages via the INTRANET

QUESTIONS

THANK YOU!