Summary of Search Process

A Brief Summary of the Recruitment and Selection of Faculty and Academic Professional and Administrative Employees (view HR Policy)

In accordance with college or administrative unit procedures and online employment process, the completed requisition is to be routed within the unit to secure all appropriate approvals prior to posting and advertising the position and to other approvals/reviews as required by collegiate and university guidelines.

  1. Appointing Authority (or designee) prepares search plan:Create online requisition and posting details
    1. Create online requisition and posting details
    2. Recruitment strategies (See below under #3)
    3. Academic Goals (Refer to EOAA reports at www.umreports.umn.edu)
    4. Appoint search committee ( Refer to Getting the Most from the Search Committee Process – Appendix D to U of M's Policy on Recruitment)
    5. Creating “guest user” account in Online Employment System for use by search committee.
    6. (Refer to Employment System User Guide for Hiring Authorities.)
  2. Approval/review of requisition and search plan (routing the requisition):
    1. Hiring Authority
    2. Department Head
    3. Dean/VP
    4. Vice President of Human Resources (OHR) or HR Pro
    5. Director of EOAA or EOAA Liaison (Document consultation in “Notes/History” section in the Online Employment System).
  3. Begin recruiting strategies and selection process:
    1. Advertise position (Refer to Recruiting a Diverse, Qualified Group of Applicants [Appendix A of Recruitment Policy] and EOAA's Diversity Recruitment Source Database.
    2. Seek nominations
    3. Identify potential applicants
    4. Ask colleagues to identify potential applicants
    5. Contact professional associations
  4. Prior to screening applicants, Appointing Authority and the Director of EOAA or EOAA Liaison meet with the search committee to review selection criteria:
    1. Review Board of Regents Policy, Equity, Diversity, Equal Opportunity, and Affirmative Action
    2. Review P/A or Faculty Goals, Availability (attach and review with search committee)
    3. Review or request Equal Opportunity accomplishments (Refer to Getting the Most from the Search Committee Process [Appendix D of Recruitment Policy]).
    4. Discuss confidentiality of the committee process
  5. Screen applicants and evaluate pool composition (Refer to Appendix A of Recruitment Policy -- Recruiting a Diverse, Qualified Group of Applicants):
    1. Screen applicants and evaluation pool composition using job-related selection criteria:
      1. Essential Requirements
      2. Preferred Requirements
      3. Duties of position
      4. Weight by importance
      5. Measurable or demonstrable during selection process
      6. Free of bias (having no adverse impact on protected class status)
      7. Affirmative action obligations (Appendix D)
    2. Enter current “status” for each applicant in the Online Employment System.
  6. Pool check (recommended) or as required by college/VP unit:
    1. Appointing Authority
    2. Department Head
    3. Dean/VP
    4. Vice President of Human Resources (OHR) or HR Pro
    5. Director of EOAA or EOAA Liaison (Document in “Notes/History" section in the Online Employment System).
  7. Conduct interviews, select finalists, forward recommendation:
    1. Bias-free application of criteria
    2. Interviewing: use written questions related to approved requirements and duties (Refer to Appendix E of Recruitment Policy)
    3. Campus Visits (Refer to Appendix F of Recruitment Policy -- Building a Positive Relationship with a Future Colleague)
    4. Record keeping during a search (Refer to Appendix D and Appendix G -- Documentation for Recruiting and Appointing Academic Personnel)
    5. Select candidates who are the best qualified or equivalently qualified
    6. Ask all candidates about reasonable accommodation needs or about other needs or interests (Appendix B)
    7. Consider the needs of diverse populations and religious holidays such as Passover, Good Friday, Ramadan, when scheduling visits (refer to Religious Holiday Calendar)
    8. If recruiting outside immediate area, contact U of M Relocation Assistance Program (Human Resources, 612-626-0775).
  8. Review of search committee recommendations:
    1. Appointing Authority
    2. Department Head
    3. Dean/VP
    4. Vice President of Human Resources (OHR) or HR Pro
    5. Director of EOAA or EOAA Liaison (document consultation in “Notes/History’ in the Online Employment System).
  9. Search committee completes its charge or continues search (Appendix A):
    1. Review files and consider additional candidates
    2. Continue the search and recruit for additional applicants.
  10. Consult with the Graduate School (if applicable).
  11. Appointing Authority makes selection and consults with:
    1. Dept. Head
    2. Dean/VP
    3. Vice President of Human Resources (OHR) or HR Pro
    4. Director of EOAA or EOAA Liaison (Document consultation in “Notes/History’ in Online Employment System).
  12. Consult OHR for pre-hire background verifications (if applicable).
  13. Make offer (subject to pre-employment verification and/or approval by the Regents, if applicable).
  14. Prepare letter of offer:
    1. Enter hire into PeopleSoft
    2. Update and complete current “status” for each applicant in the Online Employment System
    3. Close out the search with OHR.
  15. Search Committee Records (Appendix D):
    1. Keep paper copies of search records for seven (7) years. Contact OGC before final disposition.

Employment Resources

Refer to diversity.umn.edu/eoaa for the following: