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Hire Process Guidelines For Faculty, Contract Professional, and Staff Positions

OFFICE OF HUMAN RESOURCES

Administrative Services Bldg 185 East Mill Street

Akron, OH 44325-4730 Phone 330.972.5988 or 330.972.7300

Main Fax 330.972.2119

UA Job Line 330.972.7091 www.uakron.edu/hr/

APPROVE

RECRUIT

SELECT

http://www.uakron.edu/hr/

Hire Process Guidelines for Recruiting, Selecting, and Hiring a Qualified Candidate

The University of Akron Last printed 5/25/2010 9:55:00 AM Human Resources

PRESIDENT’S STATEMENT

The University of Akron is committed to a policy of equal employment

opportunity and to the principles of affirmative action in

accordance with state and federal laws. This commitment

is to ensure the prompt and full utilization of protected

classes by ensuring equal opportunity in employment

opportunities with regard to race, color, religion, age, sex,

sexual orientation, national origin, handicap/disability, and

veteran status. The University of Akron will seek to recruit,

employ and promote qualified members of protected

classes as defined by law. The University’s goal is to

attain a workforce reflecting the diversity of the community in which we live.

I personally endorse this policy and expect full cooperation and assistance

from everyone involved in or associated with hiring, developing and

promoting personnel.

________________________________________

President

Recruiting, Selecting, and Hiring a Qualified Candidate

The University of Akron Last printed 5/25/2010 9:55:00 AM Hire Process Manual

OVERVIEW

In order to ensure that The University of Akron employs the highest quality employees available and is

in full compliance with its equal employment opportunity obligations, a uniform procedure governing

all job determination, recruitment, selection and hiring activities has been established. Search

procedures within this manual apply to all faculty, contract professional and staff positions.

Filling a position vacancy involves multiple steps and requires multiple approval signatures as it

pertains to UA’s employment process. These guidelines have been designed for use by all persons

involved in UA’s search process to help simplify the process. Note that the guidelines place special

emphasis on the administrative aspects required to complete necessary paperwork. Additional

resources can be located throughout Human Resources’ web pages under employee personnel

actions: hire, changes, separations at http://www.uakron.edu/hr/employee-processes/ .

http://www.uakron.edu/hr/employee-processes/



HIRE PROCESS CHECKLIST Section Key Action Item

Part I – Obtain Approval to Fill a Job Opening

1.1 Complete a Separation PAF to encumber funds for an existing vacancy

1.2 Conduct a job assessment

1.3 Select a Position Description or Classification Specification

1.4 Complete a Job Requisition/Rationale Form

Part II – Recruit for Candidates

2.1 Attend a Search Committee Information Session

Understand charge to committee and other key individuals

2.2 Complete a Search Plan

2.3 Actively recruit a qualified and diverse applicant pool

2.4 Acknowledge receipt of applicant materials

2.5 Screen applicant materials based upon search plan criteria

2.6 Complete a Compliance Report

2.7 Prepare for the interviews

2.8 Conduct interviews

2.9 Identify a top candidate or compile a list of finalists

2.10 Conduct reference checks/verify credentials

Part III - Select an Employee

3.1 Complete a Candidate Interview Results form

3.2 Extend a job offer

3.3 Complete a Hire PAF for the new employee

3.4 Notify non-selected “interviewed” candidates

3.5 Close out search files (final reporting)

3.6 Orientate the new employee



PART I

APPROVE A JOB OPENING



1.0 Obtain Approval to Fill a Job

Your department has determined that there is a need to fill a position vacancy. As a result, you will first need to obtain approval up to your unit’s Vice President then final approval from the University’s Strategic Position Review Committee (SPRC).

Where to begin… If your current or future vacancy is due to a “regular” employee’s separation from UA, you will need to begin the approval process by having the funds encumbered. Begin with action item 1.1. If your department needs to increase its headcount by adding a new position, you will need to begin the approval process by determining type of position needed. See action item 1.2

Forms/Supporting Documents Required: Separation Personnel Action Form (PAF) (for existing positions only)

Job Requisition/SPRC Rationale Form

Position Description (Faculty positions) or Classification Specification (Contract

Professional and Staff positions)

1.1 Complete a Separation PAF to Encumber Funds for an Existing Position Vacancy In order for an existing “continuous” position vacancy to be filled, the current employee must be officially terminated or removed from the position as documented by a Separation Personnel Action Form (PAF.) Once the employee has notified his/her department about an upcoming termination, the hiring unit or a designee will need to complete a PAF and attach the employee’s resignation notice (if available). The signed PAF and supporting documentation will then need to be forwarded to Human Resources Information Services (HRIS). To view a sample separation PAF or obtain instructions for completing the form, view HR’s website.

1.2 Conduct a Job Assessment

Determining type of position needed is one of the most critical but often overlooked steps in the entire hire process. By conducting a job assessment, you help ensure that an effective recruitment and retention strategy is developed and implemented for your job vacancy. A thorough job assessment will help you:

Complete necessary paperwork required throughout the hire process Develop rationale pertaining to why position is needed Focus on the right interview questions to ask Focus on performance and not personality Identify the knowledge, skill and ability required of someone in the position Communicate the job needs better Create the foundation for setting the new employee’s performance objectives Eliminate the potential to change criteria based on preferring a particular candidate over others Provide written documentation in case your process or decision is ever challenged



Conduct a Job Assessment (continued) What to do: To help you determine type of position needed,

Define the position’s essential functions versus marginal or preferred functions

Does the position exist to perform these functions? If the performance of a particular function is the principal purpose for hiring a person, it would be an essential function.

Would the removal of the function fundamentally alter the position? If the purpose of the position can be fulfilled without performing the function, it is not essential.

What is the degree of expertise or skill required to perform the function? The fact that an employee is hired for his/her specialized expertise to perform a particular function is evidence that the function is essential.

Determine if the position exists elsewhere in the department or on campus

Develop a list of candidate specifications and characteristics, including:

Educational requirements

Experience requirements

Required skill sets

Required Licenses/Certifications

Required knowledge and expertise

Required behavioral characteristics

Required physical characteristics

Required mental characteristics

Evaluate the departmental and organizational needs to justify filling the position

1.3 Select a Position Description or Classification Specification Faculty positions only Creation and revision of a Position Description to determine job responsibilities for a faculty position vacancy will be the responsibility of the hiring unit. You will need to obtain instructions/guidelines for developing or revising the faculty position description from your academic unit.

Note that the position description will require approval by the office of the Senior Vice President and Provost as part of the approval process package. Contract Professional and Staff positions only At The University of Akron all positions held by contract professionals, staff unclassified, staff classified, and bargaining unit staff employees are assigned to a job classification that has been approved by UA’s Board of Trustees.



To determine an appropriate job title for your position vacancy, you will need to review the

Classification plans located on Classification Services’ website at

http://www.uakron.edu/hr/class/ClassClassificat.php.

If you select a job title from the Classified Classification plan, you can click on the job title to obtain a copy of a Classification Specification directly from the web site.

If you select a job title from the Unclassified Classification plan or require a job specification

from the Bargaining Unit Classification system, you will need to contact HR Classification

Services at x6702 or via email [email protected] to obtain a copy.

What to do if you cannot find an appropriate job title or Classification Specification:

Classification Services recognizes that there are times when it is necessary to create a new job classification for a position that is unique to UA’s organizational structure. In the event you need to establish a new job classification for a non-faculty position, a Position/Description Audit Questionnaire (PDAQ) will need to be completed. Note that when a new job title has been created, Board of Trustees approval is also required. Blank PDAQs can be obtained from HR’s website at http://www.uakron.edu//hr/ClassServs.php. It is strongly recommended that you contact Classification Services at x6702 to discuss your position needs prior to completing a PDAQ to determine if it is necessary to complete the form.

1.4 Complete a Job Requisition / SPRC Form

After you have conducted the job assessment and have obtained an approved Position Description or Classification Specification, your next step is to complete a Job Requisition/SPRC form. The University’s Strategic Position Review Committee (SPRC) only permits searches for positions that have undergone a job assessment, budget verification, and prior authorization by SPRC. There are three major sections to the form: 1) Job Requisition - to identify type of position needed; 2) SPRC Rationale - to justify need for position and funding required; and 3) Approval Signature page - to clarify the approval routing process. The following chart provides information on how to complete each section of the form.

http://www.uakron.edu/hr/class/ClassClassificat.php

mailto:[email protected]

http://www.uakron.edu/hr/ClassServs.php



INSTRUCTIONS FOR FILLING OUT A JRF/SPRC RATIONALE FORM

Field to be Completed

Comments On How To Complete Field

Contact Information

General Data --This section is to include the name of the individual who can answer questions regarding information on this form in addition to the hiring official’s contact information.

Current Job Data

If this is a replacement for a previous incumbent, information should be obtained from PeopleSoft to ensure data is accurate. For assistance, contact HRIS.

Proposed Job Data

Information should be obtained from an approved Position Description or Classification Specification.

Position Description Changes

For replacement position requests requiring a change in duties, you will also need to summarize the proposed changes.

Rationale for Position

An important source of information regarding a college’s program(s) can be found on Institutional Research’s website at http://ir.uakron.edu/programreview. The unit can also be contacted for assistance at x7888. For Term Academic Activity Reports, you will need to contact Human Resources at x7096.

Funding For assistance identifying account codes used for the previous incumbent’s position, refer to PeopleSoft or contact Human Resources at x7096 for assistance.

Approval / Routing Process

The hiring unit will be responsible for obtaining signature approvals up to and including the Vice President or Senior VP and Provost (academic units and designated others). Human Resources is responsible for routing the form for Budget approval and for submitting the form to the Strategic Position Review Committee (SPRC). Once a decision has been made by SPRC, Human Resources will scan a copy of the form then email the results to the vice president, immediate supervisor and contact person listed on the form.

What to do next…

Human Resources will notify the hiring official and contact person via email as to the decision made by the Strategic Position Review Committee. NOTE: Position vacancies CANNOT be advertised nor can a committee begin to actively recruit until AFTER the position has been approved by SPRC.

Upon receipt of an approved JRF/SPRC Rationale, the hiring official will need to identify individuals who are available to serve as part of a search committee. Refer to action item 2.1 in Part II – Recruit

for Candidates.

http://ir.uakron.edu/programreview



PART II

RECRUIT FOR CANDIDATES



2.0 Recruit for Candidates

During Part II of the hire process (recruit for candidates), the hiring official or designated search committee will need to develop a Search Plan, create a job advertisement, actively recruit for qualified and diverse candidates, collect and screen applicant materials, then fill out a Compliance Report to identify candidates who will undergo interviews. Also during this part of the process, the committee will need to develop interview questions and assessment tools to ultimately identify a list of finalists.

2.1 Understand Charge to Committee and Other Key Individuals

The hiring official is responsible for establishing a diverse and credible search committee, which is essential for a successful search. Careful consideration should be given when selecting members to participate on searches. You will want to consider:

How familiar is the member with the position? Will the committee member have time to commit to the process? What size should your committee be? Is your committee representative of the UA community? Do your committee members reflect diversity?

Searches with multiple committee members should reflect inclusive excellence by including minorities, females, members from other academic/ administrative areas, varied age groups, peers and/or subordinates of position to be filled, students, individuals with varied years of experience, and individuals from UA’s community. The size of a committee should usually depend upon the position level to be filled. For example, a high-level director position will typically have more committee members than an entry-level clerical position, which may have as few as two members. Using an odd number to form the committee will simplify voting procedures. Note! Search committee composition for bargaining unit faculty searches is to be determined according to the most current Collective Bargaining Agreement under Article 11 – Initial Hire. Search Committee Information Session Any individual who has been selected to serve on a search committee is required to complete a Search Committee Information session conducted by Human Resources. Topics discussed in this session will include developing screening criteria, writing effective job advertisements, understanding the committee’s charge, confidentiality and code of ethics, creating interview questions, conducting interviews, and conducting reference checks. Confidentiality/Code of Ethics Agreement Individuals authorized to participate on a search committee and/or have access to applicant materials have an ethical duty to respect the confidentiality of applicant names and materials until the applicant’s candidacy becomes a matter of public knowledge.



Possible Recruitment Process Responsibilities The following pages identify key persons involved in filling a position vacancy and outline their responsibilities pertaining to the search process.

HUMAN RESOURCES EMPLOYMENT SERVICES SEARCH RESPONSIBILITIES

Advises hiring authorities/search committees regarding compliance matters pertaining to UA’s hiring policies and procedures

Reviews and coordinates the job advertisement process and posts jobs via the institution’s internal Employment Opportunities Bulletin

Conducts reference checks for staff positions

Coordinates the criminal background check processs for all new hire positions

Coordinates the pre-screening, interview scheduling, and extending of job offers for staff positions

Extends job offers for all Contract Professional positions with the exception of Administrator positions with faculty ranking

EEO/AA OFFICE SEARCH RESPONSIBILITIES

Ensures compliance throughout the search process

Identifies areas that are under-utilized for hiring units

Reviews and approves all search related documents for compliance purposes

Serves as contact person for conflict of interest matters and renders recommendations for referrals, including the Provost.

Serves as a resource for departments needing to broaden or diversify their recruitment and advertising efforts

SENIOR VICE PRESIDENT AND PROVOST SEARCH RESPONSIBILITIES

Oversees the whole hiring process to ensure compliance with policies/procedures

Reviews, approves or denies all search related documents for compliance purposes and overall

fit with institutional goals and objectives

Provides guidance for collective bargaining searches

VICE PRESIDENTS/DEANS SEARCH RESPONSIBILITIES

Reviews, approves or denies all search related documents for compliance purposes and overall

fit with unit goals and objectives



DEPARTMENT CHAIRS/DIRECTORS/HIRING OFFICIALS SEARCH RESPONSIBILITIES

1. Develops a detailed description of the position to be filled

2. Initiates, reviews and approves the Search Plan, Compliance Form, etc.

3. Appoints a search committee chairperson with input from the Dean/Director, or Vice President

4. Discusses a budget for advertising, travel, and related expenses with appropriate Dean/Director

or Vice President

5. Consults with the search chair to appoint Search Committee members

6. Immediately notifies the hiring unit, EEO/AA Office and Vice President anytime the search

process may be compromised due to interference, disputes, conflict of interest, etc.

7. Meets with the committee members during the first committee meeting to discuss the

committee’s responsibilities, position requirements, type of ranked listing needed, etc.

8. Informs departmental clerical staff of appropriate procedures for handling and forwarding

applications to the chairperson

9. May conduct additional reference checks for candidates who make the short list

10. Reviews and approves the list of candidates provided by the search committee

11. Assures that stakeholders (faculty, or division heads, staff, students, and relevant constituency

groups) have an opportunity to view the finalists’ application letters and resumes or vita

12. For Faculty positions only -- Notifies Employment Services and the EEO/AA Office of the

successful candidate for purposes of arranging a criminal background check

13. For Faculty positions only -- prepares the offer letter which includes conditions of employment

and recommended salary offer for review and approval by the Dean/Director/Vice President

and/or Senior VP and Provost



SEARCH COMMITTEE CHAIRPERSON RESPONSIBILITIES

Depending on type of position that is to be filled, the roles and responsibilities of search committee members may include:

1. Attend a required search information session prior to beginning the recruitment process

2. Assist the Department Chair/Director/Dean/Vice President with the selection of search

committee members

3. Schedule a “Search Committee Orientation” with the EEO/AA Office within the first or second

meeting to review the search process

4. Complete and sign off on all documentation pertaining to the search

5. Designate a contact person to keep applicants updated on status of the search

6. Schedule and direct all committee meetings, provide copies of all materials to committee

members and maintain a written record of all meetings

7. Ensure that all motions, notes, and decisions become part of the committee’s records

8. Collect all materials from search committee members and forward to Human Resources

Employment Services at the completion of the search

9. Serve as search committee liaison between the committee, hiring unit and Human Resources

10. Initiate paperwork associated with search process – Search Plan, Compliance Report, Self-

Identification forms, etc.

11. Ensure that the charge of the hiring unit is carried out at each step of the process

12. Ensure that travel arrangements and accommodations are made for each candidate to be

interviewed on campus

13. Prepare interview itineraries that identify committees/organizations, and names and titles of

individuals participating in the on-campus interview

14. Ensure applicants are aware that the successful candidate will need to complete a criminal

background check as part of the employment process requirements at UA

15. If a degree is required, request an official transcript and verify that credentials are valid

16. Immediately notify the hiring unit, EEO/AA Office, and Vice President anytime the search

process may be compromised due to interference, disputes, conflict of interest, etc.

17. Notify all non-selected candidates when a position has been filled

18. Seek assistance from Human Resources regarding inclusive activities for prospective and newly

hired employees



SEARCH COMMITTEE MEMBER RESPONSIBILITIES

Prior to beginning the search, committee members should obtain a clear understanding of their responsibilities. The scope of responsibility should indicate the committees’ task, deadline, budget, administrative support, and kind of candidate that the hiring unit wishes to attract. All committee members should make themselves familiar with UA’s policies, rules and laws governing search procedures. Depending on type of position that is to be filled, the roles and responsibilities of search committee members may include:

1. Participate in a require search information session prior to beginning the recruitment process

2. Assisting with establishing a search schedule

3. Assisting with developing and implementing an advertising plan

4. Helping to identify and contact potential applicants or resources that promote diversity

5. Assisting with determining and developing tools and techniques to screen applicants

6. Screening, evaluating, and selecting applicants

7. Interviewing applicants

8. Hosting applicants

9. Checking references and verifying credentials

10. Compiling a recommendation based on search results

11. Presenting a list of finalists to the hiring unit

12. Ensuring confidentiality of information remains within committee meetings

Note: Employment Services is responsible for coordinating staff searches, which includes reference checks and criminal background checks and extending offers of employment. Employment Services will also coordinate portions of the Contract Professional searches as specified throughout this manual.



2.2 Complete a Search Plan The purpose of developing a search plan is to identify “who” will comprise the search committee, explain “how” the committee is going to conduct the search, specify “what” selection criteria will be used during the process, and determine “where” the committee plans to advertise and actively recruit for candidates. NOTE: the job vacancy CANNOT be advertised, NOR can recruiting applicants begin UNTIL AFTER the Search Plan has been fully approved.

Forms/Supporting Documents Required: Search Plan

Ad copy emailed to [email protected]

INSTRUCTIONS FOR FILLING OUT A SEARCH PLAN



Job Requisition Data

Information in this section should come directly from the approved JRF/SPRC Rationale Form.

Department Account Code

Information in this section will be used to cover costs associated with advertising.

Contact Information

General Data --This section is to include the name of the individual who can answer questions regarding information on this form in addition to the hiring official’s contact information.

Application Deadline

The hiring official will determine an appropriate deadline timeframe when applications are due from applicants.

Note that staff positions traditionally have 7-day deadlines.

The Recruitment Start Date will be assigned by the EEO/AA Office.

Applicant Review Committee Composition

This field identifies “who” will serve on the search committee. Include the name, race, and gender of all members of the search committee.

Search Committee composition must be representative of the University community and should include protected class members when possible. The composition should be diverse (minorities, females, members from other academic/administrative areas, varied age groups, peers and/or subordinates of the vacant position, and individuals with varied years of work experience.) Student and community participation is encouraged. Having a diverse committee will provide a variety of perspectives on the role and function of the position to be filled.

Each committee should have a search chairperson who will coordinate the committee’s activities and complete all documentation.

When selecting committee members, it should be determined whether each potential committee member will have sufficient time to devote to the search process. Committee members should also be individuals who understand the requirements of the vacant position.




More

Resources

Using an odd number to form the committee will simplify voting procedures. Bargaining Unit Faculty only Search committee composition for bargaining faculty searches is to be done according to collective bargaining guidelines. Guidelines can be located at: www.uakron.edu/busfin/elr/docs/aaupFull.pdf

Screening Criteria

Information compiled to develop the screening criteria must reflect concise data from an existing Position Description for faculty positions or Classification Specification for non-faculty positions, and must include required qualifications that are necessary to perform the essential duties of the position.

It is important that there is a clear distinction between required qualifications versus preferred qualifications.

All criteria should be carefully and critically scrutinized to ensure that it does not unintentionally screen out applicants with diverse backgrounds.

Once procedures and criteria are established, they cannot be changed during the process without prior approval from the EEO/AA Office.

Job Advertisement

It is appropriate and encouraged that ads indicate that The University of Akron is interested in applicants who are committed to diversity and who may be able to document past effectiveness in the pursuit of this commitment.

Shortened ads which would refer an applicant to a website for full details, are acceptable. All job advertisements should contain the following: Job title

Description of job Required and preferred qualifications as specified on the Search Plan Outline of ideal candidate profile (expressed in second-person) Level of position (junior, intermediate, senior?) Appointment details: (9month, 12month, part-time, full-time, regular,

temporary) Reporting structure Notification that an offer of employment will be contingent upon the

successful completion of a criminal background check Faculty positions should include tenure information (tenured, tenure eligible,

not eligible) List of materials needed from applicants Address of where to send hard copies of materials that cannot be emailed Name of contact person to receive applications (include address, phone, fax,

email, etc.) Deadline for receiving applications Boilerplate information provided by Human Resources

http://www.uakron.edu/busfin/elr/docs/aaupFull.pdf



More

Resources

Recruitment Strategy

Advertisement Locations: This section specifies “where” the position will be advertised and establishes “when” the search will be conducted. Employment Services (ES) maintains a listing of advertisement locations, which include dates and times an ad will need to be submitted to meet a particular company’s posting deadline. You may wish to contact ES as early as possible to determine specific advertisement companies’ deadlines.

All vacant positions approved for recruitment are advertised via UA’s Employment Opportunities Bulletin (EOB). The EOB is published bi-weekly by Employment Services and distributed via Human Resources’ website and posted on bulletin boards around the campus. Positions are also recorded and available 24 hours a day on the Job Line (330) 972-7091 and advertised on HR’s web site at http://www.uakron.edu/jobs/. To increase the pool of qualified and diverse applicants, the hiring official or search committee will want to work closely with the EEO/AA Office. The EEO/AA Office is available to help hiring units select advertising sources that appeal to a diverse applicant pool and best target applicants based on the type of position being advertised.

Networking Activities Among Professional Colleagues and Similar Institutions:

Potential candidates may be contacted at independent research institutions, government agencies, private industry, or foundations for recommendations on potential candidates. The committee may also wish to solicit professional colleagues for referrals via telephone or at professional meetings and conferences. Refer to the Search Committee’s handbook for additional active recruiting suggestions.


The hiring official will be responsible for obtaining signature approvals up to and including the Vice President or Senior VP and Provost (academic units and designated others). The VP or Provost Office will forward the form to the EEO/AA Office. Once the form has been approved, Human Resources will scan a copy then email the form to the contact person listed on the form.

What to do next…

Upon receipt of an approved Search Plan, the hiring official or committee can begin actively recruiting for potential candidates.

You will need to email your final advertisement copy to Employment Services at [email protected].

Employment Services will ensure that the advertisement contains “boilerplate” information and is ready for advertising in publications/websites that have been pre-approved by the EEO/AA Office.

http://www.uakron.edu/jobs/




2.3 Actively Recruit a Qualified and Diverse Applicant Pool

It is important to recruit from a wide range of sources and use a variety of methods to “cast a wide net” in order to attract and retain the most qualified and diverse candidates. If the position vacancy has been identified as under-utilized in minorities and/or females on the approved Search Plan, the search committee will need to make a good faith effort to recruit candidates in the identified area(s). The EEO/AA Office will work with the search committee to identify additional advertising sources and recruitment strategies.

2.4 Acknowledge Receipt of Applicant Materials

The status of all position vacancies is updated via Employment Services’ Status of Position online posting board at www.uakron.edu/hr/docs.eobstatus.pdf For Faculty and Contract Professional positions – the committee may wish to send an acknowledgement letter affirming that all requested materials have been received.

Note that using email to acknowledge receipt of an applicant’s materials is acceptable.

The committee may find it useful to designate a member or secure administrative support to maintain records of all incoming applications by date received, name and address of applicant, attachments, and date when acknowledgements are sent to applicants.

Sample letters are available on HR’s Resources for Hiring Departments webpage.

2.5 Screen Applicant Materials Based Upon Search Plan Criteria A critical component of the search process for the search committee is the screening and selection of applicants. The committee will need to review all materials submitted by applicants who meet the recruitment deadline. Applicants should be evaluated in accordance with the criteria established at the onset of the search. Criteria must be directly observable from the resume or vita, for example, degree or years of experience required in a certain area. If the applicant does not meet required qualifications as stated in the Search Plan, then the applicant cannot be interviewed or hired for the position. Applicants must not be rejected or recommended for appointment based on criteria not stated at the onset of the search. Reasons for selecting or rejecting an applicant during the evaluation and selection process must be noted in the search file. This will save time for the committee if it becomes necessary to return to the applicant pool at a later date and help support any inquiries made by non-selected applicants. Sample forms are available on HR’s Resources for Hiring Departments webpage.

IMPORTANT NOTE: Employment Services will conduct the initial screening for all staff position vacancies and determine if the applicants meet required qualifications before the applications are forwarded to the hiring unit.

http://www.uakron.edu/hr/docs.eobstatus.pdf



Non-Qualified Faculty or Contract Professional Applicants If the applicant has applied for a position which he or she is not qualified, the committee may choose to notify the applicant immediately that he/she is no longer being considered for the position. Sample letters are available on HR’s Resources for Hiring Departments webpage. Responding to High Volume Job Applications For faculty and contract professional searches that receive a high response to a position vacancy, the committee may want to consider establishing a small group of at least three diverse individuals to form a “screening committee” to identify applicants who meet required qualifications. In order to create a short list of applicants to be interviewed, a second screening should be done to identify those applicants who meet preferred qualifications as previously stated in the Search Plan. During the second screening, the full committee should assess the degree to which the applicant has met or exceeded the criteria previously established.

IMPORTANT! DO NOT write on original documents received from applicants.

2.6 Complete a Compliance Report

After the hiring official or search committee has completed the screening process and have narrowed the pool of candidates to be interviewed, they will need to complete a Compliance Report. The Compliance Report is used to identify candidates who the committee believe are qualified to fill the vacancy based on the information provided from applications/vita/resumes and other supporting documentation. The search committee also uses the form to obtain approval to conduct interviews. The EEO/AA Office must review and approve applicants selected for interviews BEFORE the committee can begin interviewing. Forms/Supporting Documentation Required: Compliance Report

Interview Questions

Interview Evaluation Forms

Faculty and Contract Professional positions – resume or vita of applicants to be

interviewed

INSTRUCTIONS FOR FILLING OUT A COMPLIANCE REPORT





Contact Information

This section is to include the name of the individual who can answer questions regarding information on this form in addition to the hiring official’s contact information.



Prescreening Criminal Background Checks: Your committee may wish to have a preliminary background check performed on out-of-state candidates prior to inviting the candidates to campus. The committee should identify all candidates selected for pre-interview criminal background checks via the Compliance Report. There is a cost associated with this step. Contact Employment Services for more information. Telephone Interviews: Before bringing candidates to campus, it is highly recommended that the committee conduct telephone interviews. The committee should identify all candidates selected for telephone interviews via the Compliance Report.

Applicants to be Interviewed

This section should include the name of all applicants who the committee would like to interview.

Race/Gender: The EEO/AA Office, upon receipt of the signed compliance report package, will complete the “race” and “gender” columns of the form.

Complete this section for staff positions only

The committee will need to list names of its search committee members and provide a list of available interview dates/times and, where the entire committee can meet the applicant. Employment Services will set up interview dates and times for staff position vacancies.


The hiring official will be responsible for obtaining signature approvals up to and including the Vice President or Senior VP and Provost (academic units and designated others). The VP or Provost Office will forward the form to the EEO/AA Office.

Once the form has been approved, Human Resources will scan a copy then email the form to the vice president, immediate supervisor and contact person listed on the form.

Special Note: Search chairs and search committee members will receive additional information on action items 2.7 through 2.10 (developing interview questions, assessment tools; knowing the benefits of using various interview techniques; identifying finalists; and conducting reference checks) during Search Committee Information Sessions.

What to do next…

2.7 Prepare for the Interviews Prior to forwarding the Compliance Report for approval signatures, the committee or hiring official will need to develop interview questions and an interview evaluation tool to use during the interview process. The EEO/AA Office must review and approve all interview questions and assessment tools that the committee wishes to use BEFORE the committee conducts interviews. These documents should be included with the Compliance Report.

IMPORTANT NOTE: Candidates who are interviewed by phone MUST also participate in an in-person interview to be considered for hire.



Establish Tools to Evaluate Applicant Skills and Responses The same interview assessment tools should be used of all candidates, which will allow comparative judgments. Your committee may also wish to establish a rating or ranking system to use when reviewing the applicants’ skills/education and responses to questions based on the pre-established selection criteria. Evaluating applicants in this manner will increase objectivity during the selection process. Develop Job-related Interview Questions Interview questions should be designed to help the search committee further establish the applicant’s qualifications for the position. Keep in mind that interview questions must be job-related. Refer to the required and preferred selection criteria established during the search planning stage when creating questions.

Sample questions are available on HR’s Resources for Hiring Departments webpage.

What to do next…

Upon receipt of an approved Compliance Report, the hiring official or search committee can schedule interview dates and times for faculty and contract professional positions.

Schedule Interview Dates and Times The committee CANNOT begin scheduling interview dates and times NOR begin interviewing candidates until they have received an approved Compliance Report. Prior to the on-campus interview, a designated committee member should schedule and reserve private meeting spaces for interviews, and communicate such to the interviewers and applicants. Be aware of interview locations for ADA compliance reasons. Candidate Welcome Packages: The designated committee member should also confirm in-person interviews and campus visits with letters, including an information packet with the following: one-day parking permits (if necessary), The University of Akron campus map, and roster of the interviewing committee. Contact Human Resources to obtain welcome packages for non-local candidates whom you want to bring in for campus interviews. Transportation: It should be determined if transportation to and from an airport or hotel will be provided; if so, designate an individual to escort the candidate to and from interviews.

2.8 Conduct Interviews

Interviewing is another critical stage of the recruitment process. It gives the search committee an opportunity to ask candidates questions about their qualifications and to evaluate them based on their responses. This part of the process could involve the committee arranging more than one meeting with candidates.

IMPORTANT NOTE: Employment Services will set up interview dates and times for all staff positions. Once completed, the schedule will be forwarded to the hiring unit to begin interviews.



2.9 Identify a Top Candidate or Compile a List of Finalists

Upon completion of the interviews, the search committee should reconvene to review the responses and credentials of each individual.

The hiring official or search committee’s decision regarding which candidate(s) to select should be based on all information that is received during the recruitment process (including application, resume and related materials, interview evaluations, references, etc.) Bargaining unit Faculty positions – the committee will need to refer to the most recent contract to determine number of candidates to recommend and the correct procedure for identifying top candidates. Refer to Article 11 – Initial Hire in the most current Collective Bargaining Agreement.

2.10 Conduct Reference Checks/Verify Credentials

The Search Chair or designated individuals must complete reference checks and verify credentials for the top candidates of choice. This data should be used as part of the selection criteria when developing a list of finalists.

Transcripts The Search Chair will be responsible for requesting an official transcript from the successful candidate. If the candidate received his/her degree from The University of Akron, you can contact Employment Services who can assist you in verifying degree completion dates. Reference Checks To ensure that the University takes every precaution to not hire people who may endanger other employees or University students, it is important for the search committee to check any areas in which the committee has doubts or uncertainties about the candidate. The same questions must be asked of each reference source. Sample letters are available on HR’s Resources for Hiring Departments webpage. All reference information should be confidential, with information access limited to those within the institution with a need to know. Documentation must be maintained on all reference checks as part of the candidate selection procedures.

What to do next…

Once the hiring official or search committee has made a decision regarding the names of finalists, documentation must be created to state why an interviewed candidate was selected or non-selected.

IMPORTANT NOTE: Employment Services will conduct reference checks and verify credentials for all staff positions AFTER a Candidate Interview Results form has been completed. Refer to Part III – The Selection Process for more details.



PART III

SELECT AN EMPLOYEE



3.0 Select an Employee

All offers of employment with The University of Akron are contingent upon board of trustees approval, verification of credentials, and satisfactory completion of a criminal background check. Job offers may not be extended to a candidate until after the Senior Vice President and Provost or designated vice president has authorized it and the recommended salary matches the amount previously approved via the Job Requisition/Rationale Form.

Forms/Supporting Documents Required: Candidate Interview Results Form

Official Transcripts for Faculty and Contract Professional positions

Reference Check documentation for Faculty and Contract Professional positions

Hire Personnel Action Form (PAF)

3.1 Complete a Candidate Interview Results Form

To begin the job offer process, the search committee or hiring official will need to complete a candidate interview results form to show evidence why the committee has recommended or not recommended candidates who were interviewed for the position. A Candidate Interview Results form also serves the purpose of informing Employment Services about the:

Name of top candidate(s) who will need to have reference checks completed and a job offer

extended for a staff search

Name of top candidate(s) to extend a job offer for a contract professional search

Name of the new hire requiring a criminal background check for faculty, contract professional and

staff searches

When possible, your committee should decide upon a second and third choice candidate who the committee considers qualified; should your first choice decline the offer or become disqualified.

INSTRUCTIONS FOR FILLING OUT A CANDIDATE INTERVIEW RESULTS FORM





Contact Information


If your first choice declines

The hiring official or search chair should determine the next step to take in the event the first choice declines the job offer or no candidates were selected from the pool interviewed.

Applicants Interviewed

This section should include the names of all applicants who the committee interviewed via telephone, Skype or in-person. Include the dates when interviews took place.

A detailed explanation as to why a candidate was selected or non-selected is required in this section. Assistance is available from Employment Services in helping the hiring official or search chair explain why a candidate was selected or non-selected.




The search chair will be responsible for obtaining signature approvals up to and including the Vice President or Senior VP and Provost (academic units and designated others). The VP or Provost Office will forward the form to Employment Services. Once the form has been approved, Human Resources will scan a copy then email the form to the immediate supervisor and contact person listed on the form.

3.2 Extend a Job Offer

For staff positions – reference checks and verification of credentials will be completed by the assigned Employment Coordinator once an approved Candidate Interview Results form has been received by Employment Services. Results will be shared with the hiring official. For Contract Professional and staff positions – Employment Services will make the job offer, conduct salary negotiations if authorized, and prepare the offer letter package. For Faculty hires and Administrators with faculty ranking – It will be the responsibility of the dean or vice president to extend a “contingent” offer, conduct any salary negotiations, and determine a start date with the successful candidate AFTER all criteria listed in an offer letter has been approved. All offer letters for faculty positions will need to be reviewed and approved by the Office of the Senior Vice President and Provost. The hiring official will need to prepare an offer letter package that must contain several required employment forms. The chart below identifies forms that the successful candidate will need to complete prior to beginning employment and during the first few days of employment. Some forms will also require the hiring official or designee’s review and signature.

Form Name Comments

Form SSA-1945

The Social Security Protection Act of 2004 requires State Government employers to provide a statement to employees explaining how a pension from the employee’s new position could affect future Social Security benefits. The new employee must return this form along with the signed offer letter before the individual starts work.

Form I-9

This form was developed by the Immigration Reform and Control Act of 1986 to verify the employment eligibility and identity of all new employees. The Hiring official or designee will need to review “verification documentation” provided by the new employee as part of Form I-9 requirements. You will also need to fill out and sign the employer’s section then forward the completed form to Human Resources within three (3) days of the new employee’s start date.

DMA Questionnaire

The new employee must return this form to the department supervisor before the individual’s scheduled start date.

Initiate a Criminal Background Check for the New Hire Employment Services will contact all final candidates and arrange a time for the candidate to sign a background authorization form.

A candidate’s failure to complete a criminal background check after an offer is made and accepted will result in the withdrawal of the employment offer.



3.3 Complete a Hire PAF for the Successful Candidate

The purpose of a Hire PAF is to add a new employee into HR’s human resource system so that the employee can enroll in benefits, obtain a UANet ID, gain access to UA’s intranet, receive an employee ID card, etc. To view a sample hire PAF or access instructions, go to HR’s website. Faculty hires - Once the successful candidate has accepted the job offer, the hiring official or a designee will need to complete a “Hire” Personnel Action Form (PAF) and attach the new hire’s resume/vita, transcripts, etc. Contract Professional and staff hires – Employment Services will complete a “Hire” PAF.

3.4 Notify Non-selected “Interviewed” Candidates

Faculty and Contract Professional positions – the hiring official, search chair or designee should notify non-selected “interviewed” candidates in writing once the search is complete. It is important that other candidates not be notified until after the final candidate has returned a signed offer letter. Staff positions - Employment Services will notify “interviewed” non-selected candidates for staff positions that have been filled. Sample letters are available on HR’s Resources for Hiring Departments webpage.

3.5 Close Out Search Files (Final Reporting)

Upon completion of the search process, the Search Chair is responsible for ensuring that all documentation pertinent to the search is compiled to close out the search files. All search files are to be forwarded to Human Resources Employment Services for storage. Once the search process has ended, records will be maintained for a minimum of three (3) years. At the conclusion of the search, forward the following search materials to Human Resources at +4731.

1. Data on successful candidate (resume/vita, application, letters of recommendation, etc.) 2. Search committee minutes including all materials related to the selection process, summaries of

discussions, voting procedures, and decisions 3. Interviewees – all credentials, applications, resumes/vita, regret letters, memos, etc. 4. Non-interviewees – all credentials, applications, resumes/vita, regret letters, memos, etc. Materials can be sent via CD, DVD, paper copy or a combination of the three. It should be noted that search materials are public record, which means anyone can review the documents with proper approvals. For questions regarding public records requests, contact Public Affairs & Development at ext. 5234.

What to do next…

Welcome the new employee by developing a plan to ensure a smooth transition to UA’s culture!



3.6 Orientate the New Employee

At The University of Akron, retaining a new employee is just as important as the recruitment process. A proper orientation will help the employee get “up to speed” more quickly; reduce anxiety that results from entering into unknown situations; and help to develop realistic job expectations early after the hire. Inclusive Activities All new employees not familiar with Northeast Ohio, will be asked to complete a mini survey regarding their needs and their family’s needs. Members of Human Resources will then be available to meet with new employees and provide packets of material regarding our surrounding community. Benefits Enrollment Full-time Employees – Benefits Administration will contact the new employee to set up a benefits information session once the employee’s personal data has been entered into PeopleSoft from the hire PAF. During this session, the employee will be walked through all forms needed for benefits enrollment and Payroll purposes. Part-time Employees – Forms needed for part-time employees can be obtained from Human Resources’ website. It is the responsibility of the hiring official or a designee to ensure that part-time employees complete required forms in a timely manner. New Employee Orientation For more on UA’s new employee orientation, contact ext. 2320 or view UA’s seminars page. The new employee can sign up for this training via UA’s seminar page at www.uakron.edu/seminars/. Required Compliance Training All full-time and part-time employees must complete a mandatory seminar titled Sexual Harassment and Other Forms of Discrimination coordinated by Human Resources, the EEO/AA Office and Office of General Counsel. The new employee can sign up for this classroom training via UA’s seminar page at www.uakron.edu/seminars/. For those part-time employees and other select full-time employees who work outside the normal workday, an online training module is available. Contact Human Resources at ext. 2320 for more information on where to register the individual for the online version of the seminar.

http://www.uakron.edu/seminars/




PART IV

OTHER APPROVED HIRING

METHODS



4.0 Part Time Faculty Hiring Process

This section provides a high-level overview of the hiring process for part time faculty. The section

places emphasis on the uniformly required, administrative aspects of the procedure. Due to the

decentralized nature of the process, hiring units have discretion over the size of search/review

committees, advertising venues, and use of additional forms and letters to assure the highest quality

employee is hired.

4.1 Units/Departments Establish Part-time Faculty Hiring Committee

Prior to the beginning of each semester, the hiring unit/department should establish a part time faculty hiring committee. The goal of the committee is to complete the hiring of new part time faculty in the month prior to the start of each semester. Expediting the hiring of part time faculty employees, will allow the faculty members the opportunity to familiarize themselves with campus, to obtain necessary access to university provided services (i.e. PeopleSoft access, University ID, etc) and to receive prompt pay. The committee members should obtain a clear understanding of their responsibilities. The scope of responsibility should indicate the committees’ task, deadline, budget, and kind of candidate that the hiring unit wishes to attract. All committee members should make themselves familiar with UA’s policies, rules and laws governing employment procedures. The roles and responsibilities of committee members may include:

1. Advertise/Recruit to fill Part Time Faculty Positions

2. Receipt of completed Part Time Faculty Applications/Acceptance Agreements(PTFAAA)

3. Review of PTFAAA

4. Collection of Official Transcripts & Verification of Credentials

5. Assignment of Lecturer Level, Starting Term & Pay Rate to PTFAAA

6. Routing of PTFAAA to Dean’s Office

7. Initiation of Part Time Faculty Orientation Packet

8. Initiation of Personnel Action Form (PAF) & Assignment of coursework

Key Action Items: 4.1 Departments Establish a Part Time Faculty Hiring Committee (Committee) 4.2 Advertise/Recruit for Part Time Faculty Positions 4.3 Part Time Faculty Application/Acceptance Agreements (PTFAAA) 4.4 Committee Review of PTFAAA & Selection of Final Candidate(s) 4.5 Assignment of Employment Terms & Verification of Credentials 4.6 PTFAAA: Routing, Review & Approval 4.7 Background Check Process 4.8 Part Time Faculty Orientation Packet 4.9 PAF: Routing, Review & Approval 8.8



4.2 Advertise/Recruit for Part-time Faculty Position Recruitment can be accomplished by advertising, through professional networking opportunities, or various venues as determined by the hiring official or department. Advertising in external publications (online publications are preferred) is available by sending a hard copy of the advertisement along with a requisition to cover costs to Human Resources Employment Services, [email protected]. If the committee chooses, Human Resources Employment Services can post the position in the Employment Opportunities Bulletin (EOB). The EOB is published bi-weekly by Employment Services, distributed via the Human Resources’ website, and posted on bulletin boards around campus. Positions are also recorded and available 24 hours a day on the Job Line (330) 972-7091 and advertised on HR’s web site at http://www.uakron.edu/jobs/. To increase your pool of qualified and diverse applicants, work closely with the EEO/AA Office and Employment Services. The EEO/AA Office is available to help hiring units select advertising sources that appeal to a diverse applicant pool and best target applicants based on the type of position being advertised. Sources include but are not limited to Chronicles for Higher Education, Monster.com, Academic Careers.com, Diverse Issues in Higher Education.com and other female and minority recruitment sources.

4.3 Part-time Faculty Application/Acceptance Agreements (PTFAAA) All part time faculty appointments must have a Part Time Faculty Application/Acceptance Agreement (PTFAA) on file with Human Resources. All applicants must complete the PTFAAA found at http://www.uakron.edu/hr/ptfaaa.dot The PTFAAA must be forwarded to the part time faculty hiring committee in the designated hiring unit/department.

4.4 Committee Review of Part Time Faculty Application/Acceptance Agreements (PTFAAA) & Selection of Final Candidate(s)

The review of submitted PTFAAA(s) is to determine applicants who meet minimum qualifications and to select an applicant pool of the most qualified candidates. If an applicant does not meet the minimum qualifications, they cannot be interviewed or hired for the position.

A well-documented screening process will aid the institution in defending a decision that is scrutinized by regulatory agencies or individuals who challenge the legitimacy of the process. Your committee may want to develop a screening checklist or screening matrix to document each applicant’s qualifications.

4.5 Assignment of Employment Terms & Verification of Credentials

Once the committee selects the final candidate(s): A. Verify Credentials: Obtain official transcripts and any documents for certification, etc. B. Determine the following:

Lecturer Level

Starting Term

Pay Rate


http://www.uakron.edu/jobs/

http://www.uakron.edu/hr/ptfaaa.dot



4.6 Routing of Part Time Faculty Application/Acceptance Agreement

The PTFAAA is routed for review/approval to the respective Dean/Director and the Office of the Senior Vice President & Provost. The fully approved PTFAAA is routed to Human Resources for processing. Note: Official transcripts and other credential verifying documents must be attached to the PTFAAA.

4.7 Initiate a Criminal Background Check for the New Hire All offers of employment with The University of Akron are contingent upon verification of credentials and satisfactory completion of a criminal background check. Employment Services will contact all final candidates and arrange a time for the candidate to sign a background authorization form. A candidate’s failure to complete a criminal background check after an offer is made and accepted will result in the withdrawal of the employment offer.

4.8 Part Time Faculty Orientation Packet

The committee will receive a copy of the fully executed PTFAAA for distribution to the employee and initiation of the offer of employment. After the successful candidate has accepted a position, there is additional paperwork that the individual must submit or complete within a certain timeframe. The part time faculty orientation packet includes all required employment forms and can be found at http://www.uakron.edu/hr/forms-directory/.

4.9 Personnel Action Form (PAF)

A Personnel Action Form (PAF) is prepared to assign and pay part time faculty in accordance with the deadlines outlined in the Instructions for Completing the Part-time Teaching/Summer Sessions Personnel Action Form. This information can be found on the Human Resources web page at http://www.uakron.edu/hr/employee-processes/hire-an-employee/hiring-forms/ and is distributed each semester by Human Resources. The Part Time Teaching and Summer Session Personnel Action Form (PAF) is used for the assignment of course work and to data enter the employee information into the PeopleSoft system. The PAF can be found at http://www.uakron.edu/hr/forms-directory/. All PAFs for part time faculty positions must be reviewed and approved by the respective Dean/Director and the Office of the Senior Vice President & Provost.

IMPORTANT NOTE: A candidate’s failure to complete a criminal background check after an offer is made and accepted will result in the withdrawal of the employment offer.

http://www.uakron.edu/hr/forms-directory/

http://www.uakron.edu/hr/employee-processes/hire-an-employee/hiring-forms/

http://www.uakron.edu/hr/forms-directory/



5.0 Waiving a Search

Occasionally, there may be an immediate need to fill a vacancy without conducting a formal search. A search may be waived under certain circumstances as approved by the EEO/AA Office. The decision to waive a search is made on a case-by-case basis. Forms/Supporting Documentation Required Search Waiver Form

Faculty and Contract Professional positions – resume or vita of candidate

5.1 Complete Steps 1.1 through 1.4 of the Hire Process Search waived hires must adhere to the same rules and guidelines when establishing essential job duties, determining an appropriate salary, and obtaining position approval from SPRC. Refer to Part I, steps 1.1 through 1.4 of this guideline manual to assess the job’s needs, complete a JRF/Rationale Form and obtain necessary approval signatures.

5.2 Identify Special Circumstance for Request to Waive a Search The following chart shows special circumstances that are valid reasons why a job search may be waived. Prior to completing a Search Waiver form, you will want to review each to determine if your request meets one or more of the pre-defined special circumstances.

SPECIAL CIRCUMSTANCES

COMMENTS

Temporary appointments Appointments of less than one year

Spousal hiring program Refer to University Rule 3359-11-17.2

Promotions in lieu of searches

Applies to non-union contract professionals and staff positions when:

a. There is an employee in the unit who is “next in line” for the higher-level position (e.g., an assistant director moving to a director position, assuming that no one else in the unit is similarly situated. If more than one individual could be considered next in line, then an internal search process should be completed).

Key Action Items: 5.1 Complete steps 1.1 through 1.4 of the Hire Process 5.2 Identify Special Circumstance for Request to Waive a Search 5.3 Have Candidate Complete an Online Employment Application 5.4 Complete a Search Waiver Form 5.5 Extend a Job Offer 5.6 Initiate a Criminal Background Check 5.7 Complete a Hire PAF for the Search Waived Employee 5.8 Close Out the Files



SPECIAL CIRCUMSTANCES

COMMENTS b. There is an employee in the unit for whom the new position would be a logical

progression because it is an extension of their current duties/responsibilities, and:

i. No one else in the unit is similarly situated and,

ii. The employee has been in the current position long enough to allow evaluation of their skills (e.g., normally at least 6 months to a year).

Compelling and urgent institutional needs

Applies for immediately filling positions a. For example, there are imminent classes to cover, players to coach, or a resignation

occurs without adequate notice in a critical administrative role and there isn’t enough depth in staffing levels to reassign responsibilities until a search can be completed.

b. Search waivers granted because of these urgent circumstances will be good for a maximum of one year, during which time a search should be conducted.

c. It will be the responsibility of the dean, vice president, or other appropriate person

requesting a search waiver to outline the criteria establishing the compelling and urgent institutional need.

Uniquely qualified candidates

a. Examples in the literature include extreme cases such as Nobel Prize winners. Another application of this exception occurred when an individual was placed into a job without a search because they were named on a grant to design a program. When the program was made permanent, it was determined that it would be impossible to find someone who had the same depth of knowledge about the program and a search would be fruitless.

b. It will be the responsibility of the dean, vice president, or other appropriate person

requesting a search waiver to outline the criteria establishing the unique

qualifications of a candidate.

c. PLEASE NOTE: Someone who is unusually well-regarded or well-qualified is a strong candidate for a job - not someone who should be waived into a job without a search.

Internal searches Search waiver applies when: a. There are legitimate hiring criteria which only incumbents can meet and that will

enhance institutional effectiveness and; b. They will support appropriate upward mobility in line with succession planning and; c. They will not be inconsistent with the University’s affirmative action goals.

Research and Sponsored Positions

All researcher positions will be subject to usual and customary search procedures. Search Waivers will be granted only for positions lasting less than one year, absent demonstrably unique qualifications of the individual being considered for placement without a search.

5.3 Have Applicant Complete an Online Employment Application All search-waived candidates are required to complete an employment application and provide any required credentials as part of the search waiver hire process. Instruct the candidate to go to Human Resources’ website and complete an online application



5.4 Complete a Search Waiver Form Once a JRF/SPRC Rationale Form has been approved by SPRC, a Search Waiver form will need to be completed and approved by the designated vice president and the EEO/AA Office. The EEO/AA Office must review and approve the recommended candidate BEFORE a job offer can be extended.

INSTRUCTIONS FOR FILLING OUT A SEARCH WAIVER FORM





Contact Information


Department Account Code

Information in this section will be used to cover costs associated with advertising.

Applicant Data / Rationale

Provide information about the candidate you wish to search waiver into the position vacancy. Include detailed information regarding why you believe it is necessary to obtain a search waiver as opposed to conducting a full search.


The hiring official will be responsible for obtaining signature approvals up to and including the Vice President or Senior VP and Provost (academic units and designated others). The VP or Provost Office will forward the form to the EEO/AA Office. Once the form has been approved, Human Resources will scan a copy then email the form to the immediate supervisor and contact person listed on the form.

5.5 Extend a Job Offer

Note applicants hired via a Search Waiver CANNOT begin employment prior to the position being approved. Employment Services will extend the job offer for all contract professional and staff search waived requests. The hiring official will be responsible for extending a job offer for all search waived faculty positions.

5.6 Initiate a Criminal Background Check Employment Services will contact all search waived candidates and arrange a time for the candidate to sign a background authorization form. A candidate’s failure to complete a criminal background check after an offer is made and accepted will result in the withdrawal of the employment offer.

5.7 Complete a PAF for the Search Waived Hire

Faculty and administrator with faculty ranking positions - once the search waived candidate has accepted the job offer, the hiring official will need to complete a “Hire” Personnel Action Form (PAF) along and include the new hire’s resume/vita, transcripts, etc.

Contract Professional and Staff hires – Employment Services will complete a “Hire” Personal Action Form. For search waived jobs due to promotions or internal searches, the hiring official will need to complete a Change PAF for the successful candidate.

Visit HR’s website to view a sample hire PAF or sample change PAF, or to access instructions.



5.8 Close Out a Search Waived File (Final Reporting) The hiring official is responsible for ensuring that all documentation pertinent to the waived search is compiled to close out the search file. All waived search file materials are to be forwarded to Human Resources Employment Services for storage. Records will be maintained for a minimum of three (3) years from the close of the search.

6.0 Temporary Hires

Temporary hires of non-faculty appointments for which the employment relationship between the University and the employee is intended for a specific, designated period of time is not to exceed 6 months duration.

An individual in a temporary position may not be renewed beyond the 6-month time limit.

Following the completion of a temporary appointment, a department must allow a minimum of 90

days time to elapse before requesting approval to fill another temporary position that would be

considered as the same or similar type of position.

The same guidelines for filling a regular position as outlined in Parts I through III of this manual also apply to hiring a temporary employee.

7.0 Sponsored Temporary Hires

Sponsored temporary position hires are non-faculty appointments funded by an external grant or sponsored research project, for which the employment relationship between the University and the employee is intended for a specific, designated period of time. A sponsored position may extend for any length of time depending upon the external funding received by the University. The same guidelines for filling a regular position as outlined in Parts I through III of this manual also apply to hiring a sponsored temporary employee.



NEXUS:

A connection or link associating two or more people or things.

Resources for Hiring Departments NEXUS TEAMS

Individuals involved in UA’s hire process now have access to a “Nexus” team trained to provide day-to-day assistance as well as proactive and strategic guidance throughout the hire process. Your HR Nexus Team contact information is provided in the chart below. In addition, we have also included several website links which contain information you may find useful.

Recruitment Process Topic Where to Find Information

About UA’s Hire Process http://www.uakron.edu/hr/employee-processes/

HR Liaison To be assigned to a hiring unit or search committee AFTER a JRF/SPRC Rationale has been approved

ADA concerns http://www.uakron.edu/hr/hr-services/ada/index.dot

Advertising - diverse recruitment strategies EEO/AA Office x7300

Advertising - timeframes/prices Employment Services x7089

Classification and Compensation Questions for Contract Professional and Staff positions

Classification & Research Services x6702

Criminal Background Check Guidelines http://www.uakron.edu/about_ua/employment/

Forms:

Job Requisition/SPRC Rationale

Search Plan

Compliance Report

Search Waiver

Candidate Interview Summary

Personnel Action Forms (PAF)

Classification & Research Services x6702

EEO/AA Office x7300 and Employment Services x5988

EEO/AA Office x7300 and Employment Services x5988

EEO/AA Office x7300

Employment Services x5988

HRIS X7096

General questions about the hire process Employment Services x5988 and EEO/AA Office x7300

International hires (H1B, Permanent Residency) http://www.uakron.edu/hr/hr-services/immigration/index.dot

Legal/compliance concerns during the recruitment process

EEO/AA Office x7300

Prospective Employees and New Hire Resources

Benefits Information

Inclusive Activities info about Northeast Ohio

New Employee Orientation

Required Compliance Training

http://www.uakron.edu/hr/benefits/

Learning, Development & Communication Services x2320

Learning, Development & Communication Services x2320




Resources for Hiring Departments http://www.uakron.edu/hr/employee-processes/hire-an-employee/resources-for-hiring-departments/

In order to ensure that The University of Akron employs the highest quality employees available and is in full compliance with its equal opportunity obligations, it is necessary that a uniform procedure governing all recruitment activities is followed. The following resource materials have been compiled to assist search committees and those individuals involved throughout the hire process.

Advertising

Tips on Writing an Effective Job Advertisement

Checklists

Hire Process

Clarification of Search Committee’s Charge

New Employee Departmental Orientation Checklist

Search File Closeout Checklist

Forms Available

Candidate Interview Results

Compliance Report

Hire PAF (for full-time faculty or full-time and part-time contract professional and staff hires)

Job Requisition/SPRC Rationale Form

Part-time Teaching/Summer Session PAF

Search Plan

Search Waiver

Separation PAF

Guidelines / Manuals

AAUP Contract

Criminal Background Check Guidelines

Guidelines for International Hires

Hire Process Manual

PAF Process Manual Instructions -Part-time Teaching/Summer Session PAFs

Sample Evaluation Tools / Forms

Applicant Pre-screening Rating Sheet

Applicant Initial Screening Criteria Form

Candidate Campus Community Evaluation Form

Interview Evaluation Form

Reference Check Form

Sample Letters

Acknowledgement Letter

Acknowledgement Letter 2

Offer Letter for Faculty – Bargaining Member

Offer Letter for Faculty – Non-bargaining

Regret Letter 1 – Interviewed non-select

Regret Letter 2 – Interviewed non-select

Regret Letter – Non-interviewed

Search Cancelled

Sample Interview Questions

Faculty Interview Questions

Interview Question Do’s and Don’ts

Interview Do’s and Don’ts per ADA

Sample Interview Questions

http://www.uakron.edu/hr/employee-processes/hire-an-employee/resources-for-hiring-departments/