Tips for Chairs of Search Committees for Academic and Executive/Administrative Positions

1. Getting Started
2. Screening Applications
3. Communicating with Applicants
4. Checking References
5. Preparing for the Interview
6. Making the Offer
7. Wrapping Up

1. Getting Started

• The first thing to do is take a few minutes (whether you've chaired a search before or not) to read through NDSU Policy 304 which is a step-by-step outline of the procedures for filling an academic staff or executive/administrative position at NDSU.
• If you have questions or would like clarification about anything related to the search, please contact the Office for Equity and Diversity. A staff member would welcome an opportunity to meet you or with the entire search committee at one of its early meetings.
• As the committee reviews or develops the position description and the qualifications for the Request to Recruit, review the information in the NDSU Guidelines for Developing Position Descriptions.
• Keep in mind that all positions involving classroom instruction must include "effective oral and written communication skills" as one of the required qualifications (see NDSU Policy 339). This policy also requires that a student be appointed to serve on the search committee.
• Consider asking applicants to submit only names, addresses, phone numbers and e-mail addresses for references rather than letters. The committee will be able to eliminate some applicants based only on the information they submit (letter, curriculum vitae, etc.). Reference letters or phone calls will be unnecessary in those cases, and you won't have to handle so much paper. (See section on reference checking below.)
• The Office for Equity and Diversity automatically posts job announcements on the NDSU Website, CareerFargo.com, HigherEdJobs.com and North Dakota Job Service. All other advertising of open positions must be submitted and paid by the department.
• Also, make sure the committee considers its affirmative action responsibility to attempt to recruit applicants from traditionally underrepresented groups; see NDSU Policy 103.1. Two resources are provided on the Office for Equity and Diversity web page. See Useful Websites for Faculty Searches and Contact Information for Historically Black, Hispanic Serving and Tribal Colleges and Universities.
• If the committee is using mailing to other institutions as part of recruitment, there is a standardized format for those position announcements which can be reproduced very inexpensively. Contact Deb Tanner in Agriculture Communications for details.
• You may want to review information about various visa options for applicants who are not US citizens or permanent residents. Placing at least one hard copy advertisement in a national outlet could make later immigration/labor processes (and ultimately the ability to employ the candidate long term) go more quickly and smoothly. For visa information related to hiring international faculty, please see http://www.ndsu.edu/International/faculty_scholars/hiring_int_fac.shtml.
• The Office for Equity and Diversity will return the signed Request to Recruit packet with survey cards which are to be sent to every applicant with their acknowledgement letter.

• Complete the Recruitment/Employment Check List for each applicant as screening takes place. At the time an applicant is eliminated from consideration, note - on the Check List - the specific reason(s) why the applicant does not meet the advertised qualifications. Having reasons clearly based on the qualifications is essential to address any allegation of illegal discrimination by an applicant.
  *Special tip: ask someone on the committee to serve as recorder and - as the committee makes decisions - have that person record the reasons on the Check List. Providing the reasons at this point saves lots of time later!
• Be sure that as search committee chair, you sign each of the Check Lists.
• Be sure that all search committee members are aware that all application materials, including curriculum vitae, transcripts, reference letters, notes from reference calls, etc., are open records under ND law. This knowledge is particularly important if an applicant asks to have her/his application be treated confidentially because that is not possible under ND law.

• At a minimum, each applicant should receive the following communications:
  • A letter that promptly acknowledges the initial application and includes an applicant flow card and envelope.
  • A letter that brings closure to each applicant: you are no longer considering, someone has been hired, the search has been cancelled, the search is extended, or whatever. You can begin this part of the communication as soon as an individual is no longer being considered. So, for example, applicants who are no longer being considered after an initial screening, can be notified at that point. You don't have to wait until an offer is actually made.
• In addition, it's appropriate to keep applicants posted about where you are in the search process - especially if you want to maintain their interest. We make friends for the University by treating applicants with thoughtfulness - no matter how ill-suited an applicant may be for your particular position.
• Consider regular phone and/or e-mail contact with applicants in whom you are especially interested. You don't have to have any particular news; just keeping in touch is an effective recruitment strategy.

• Checking the references is one of the most important aspects of the screening process AND, often the piece about which committee members will have the most reluctance or uneasiness.
• Committees should discuss whether to ask for reference letters (electronic or hard copy?) or do reference checking by telephone; in either case the reference checks should focus on information related to the advertised qualification.
  • If the committee decides on letters (either hardcopy OR electronic), ask referees to write letters that specifically address the qualifications rather than requesting "generic" letters. You will get more useful and appropriate information if you ask referees to write specifically about an applicant's qualifications for the position you're advertising. (Give referees the URL for the Web posting or send position announcement in hard or electronic copy.)
  • The committee can solicit and receive reference information electronically if you choose (be sure to make hard copies for the files); this procedure can speed up the reference checking process.
  • Committee members may choose to do telephone reference checks - a method that generally produces even more useful information than letters. If they do, they need to develop a standardized set of questions that specifically address qualifications that are difficult to assess from the applicant's written information. BE SURE, however, to keep good notes about the telephone reference checks, including name of referee, date of call, etc., and include them in the applicant's file. See Reference Checking Guidelines (bw version) for pointers and common errors when checking reference.
• Make every effort to get information from some sources that are NOT listed as references by the applicant in order to obtain a well-rounded view of individual you considering.
• Make sure all committee members are aware of the types of questions and topics to avoid in checking references. (see Interviewing Information).

5. Preparing for the Interview

• Consider telephone interviews as an intermediate screening step to help the committee determine who is invited for on-campus interviews. If the committee conducts telephone interviews, members should prepare a standard set of questions to use. Complete the Interview Report and mark them "Telephone Interview."
• Consider the on-campus interview process a two-way exchange.
  1. One objective is to assess the interviewee's appropriateness for the position.
  2. BUT, an equally important objective (sometimes even more important than the first) is to sell the person on the position you have and on the University and the community.
  The best possible outcome of your interviews is to have everyone you interview really want the position (even if after the interview, the committee and the department determine an interviewee is unacceptable).
• Plan, plan, plan for the interview.
  In addition to the logistics of travel, lodging, scheduling, etc., make sure to build in a interview session with the search committee. For this session, the committee should prepare a set of questions that addresses the qualifications that required more extensive discussion and exploration in person. Those items are the ones to list on the top portion of the Interview Report. (For more detailed instructions see, http://www.ndsu.nodak.edu/equal_opportunity/forms/instruct/inter.shtml.)
  *Note: a 26-minute video "Interviewing - Getting Beyond the Image" is available from the Office for Equity and Diversity..
  • Include in the interview process a means for candidates to demonstrate (not just claim) the skills and knowledge that will be crucial for their success: discuss research, give seminar, teach a class, interact with students, etc.
  • Be sure to include staff and students in the interview process; how people interact with those whom they might not see as their peers will be one indicator of their potential for establishing appropriate working relationships.
• Make sure all committee members are aware of the types of questions and topics to avoid during the interview (see Interviewing Information).
  Complete the Interview Report (each committee member may submit one or the committee may develop a composite report). If each search committee member completes an Interview Report, the chair's report should reflect the committee's recommendation.
  • NOTE: a set of the interview questions used by the search committee must be submitted with the Interview Reports at the time a Request to Offer is circulated for signatures.

6. Making the Offer

• To assure that the Request to Offer will be processed promptly, be sure all the appropriate materials accompany the Offer (see Request to Offer Checklist or the top of the Offer form).
• All newly hired individuals must complete and sign a Criminal Record Disclosure Form prior to the processing of a Request to Offer. The form may be submitted by fax.
• No formal, written (either hardcopy or electronic) offer should be made until the Request to Offer has been signed by the President, and the department has been notified.
  

7. Wrapping Up the Search

• Prepare and submit the complete transaction file to the Office for Equity and Diversity as soon as possible after the offer is accepted or the search cancelled. This is the search committee chair's responsibility.
  * A checklist of the items to be included in the transaction file accompanies the completely signed Request to Offer when it returns to the hiring department.
• The completed transaction file must be submitted to the Office of Equity and Diversity before a payroll form will be processed for the individual hired.
• Be sure that the original Criminal Record Disclosure form is forwarded to the Dean's office for filing in the individual's official personnel file.

   


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