MPP SEARCH PROCESS GUIDELINES
PLEASE NOTE: APPROPRIATE VICE PRESIDENT MUST CONSULT WITH
THE PRESIDENT BEFORE THE SEARCH PROCEEDS
All positions for
which you intend to recruit are to be submitted via the Automated Request to Advertise
in PeopleSoft HR/SA.
The
following materials must be submitted as electronic attachments with the Automated
Request to Advertise:
1.
Request
for Exemption form – http://www.csus.edu/hr/forms.htm
2. Position
Description
3. Organizational
Chart (current)
4. Selection
Criteria (must be supported by the duties and responsibilities of the vacant
position) in draft format if available.
5. Interview
Questions (must be supported by the duties and characteristics of the vacant
position) in draft format if available.
6. Reference
Check Questions (must be supported by the duties and characteristics of the vacant position) in draft format if available.
7. A
copy of the advertisement, if the position is to be advertised in a
newspaper/journal or on other websites.
The advertisement(s) will be reviewed and approved by the Employment
Manager. Departments may utilize their
Procurement Card for the placement of job advertisements. Departments that do not have a Procurement
Card may access the Procurement Website at
http://www.csus.edu/proc/proc_card,htm to
get information on how to request a Procurement Card.
**The position information that will be entered into the Automated
Request to Advertise will
result in the Vacancy Announcement – therefore it is not noted above as
a required attachment.
_____ Prepare draft Timetable (Attachment 1).
_____ Prepare a Timeline (Attachment
2).
_____ Place
ads, approved by the Office of Human Resources, in journals, newspapers and
websites. (if applicable)
-
Chronicle of Higher Education
-
Other
appropriate journals
_____ Prepare memo asking various campus
organizations for help in forming a
Search Committee (Attachment
3).
_____ Prepare
memo for various Organizations on Campus: (Attachment 4a) and (Attachment
4b).
_____ Send vacancy announcement, as
appropriate to:
CSU
campuses – with “Dear Colleague” letter, if appropriate (Attachment 5)
- U.C. campuses
-
Community
and Private Colleges
_____ Prepare
a confirmation letter for committee members, if appropriate.
(If any
member of the committee selected falls within the
"non-exempt"
category, notify the AVPHR so
appropriate arrangements
can be
made for payment of overtime, if any, associated with the search.)
_____
Arrange for Organizational
Search Committee Meeting. This meeting should include all committee members,
the supervisor of the vacant position and the Manager of Employment.
_____ Provide clerical support for the
Selection Advisory Committee.
_____ Prepare Packets for Organizational
Meeting. Include:
-
Agenda
(Attachment
7)
-
List
of Search Committee members
-
Search
Committee responsibilities sheet (Attachment 8)
- Timetable
- Timeline
- Appointment Process Summary, blank [available
on line]
- Vacancy Announcement
- Journal/Newspaper Ad
- Search
Process for Administrative Positions (Attachment
9)
- Chart to fill in times available for
meetings (Attachment
10)
- Hosting a Candidate (Attachment
11)
- Reference
Checking Protocol, Reference Check, and “ Guidelines for Reference Checks” (Attachments
12a) (Attachment
12b) (Attachment
12c)
- Include
1 copy of “Responsibilities of Committee Chair”, to be given to the person
elected Chair (Attachment
13)
_____ When applications are received:
1. Acknowledgments
are automatically sent to applicant via email.
2. Acknowledgment
letters (Attachment 14) may be sent if desired.
3. Send "you've been nominated"
letter, if appropriate (Attachment
15)
4. Send
letter for applications received after priority review deadline
if they are not going to be
considered (Attachment 16a;
5.
Send
“withdrawal” letter to anyone who withdraws their name from the search (Attachment
16c).
_____ Set
up a log sheet to track all applications received (Attachment
17). From this, prepare
alphabetical list of candidates, including affiliation, for appropriate
administrator.
_____ When
received from Committee, send screening criteria, reference check questions,
and interview questions (for review/approval) to the Manager of Employment.
Once approved, committee will gain access to on line applications.
_____ Committee
gains access to on-line applications and screens applicants per screening
criteria.
_____ Send regrets letters to those not selected for an interview (Attachment
18a)
and (Attachment
18b). Make sure letters are logged
before mailing.
_____ Obtain
approval from appropriate administrator for reference check calls to those being
considered.
_____ Do
reference checks of candidates being considered for interview. A grid such as Attachment
19 can be used to
divide up the phoning duties.
_____ Obtain from Search Committee
members their available times for interviews.
_____ Prepare
an Interview Schedule Availability sheet (available time schedule for committee
members and others to be included in interviews). Something like Attachment 21 may
be used.
_____ Call candidates and arrange
interviews; see Attachment
22 for script.
_____ Prepare
an Interview Schedule, showing where candidates will be for all of their meetings
(Attachment
23).
_____ Send memo or email to campus groups informing them of
their meeting times with the candidates (Attachment
24) and (Attachment
25).
_____ By phone, get information from the candidates to fill in
Travel Information Form (Attachment
26).
______ Remind Committee Chair to assign hosting
duties.
_____ Make appropriate hotel
reservations.
_____ Prepare a list of finalists for the
position (Attachment
27).
_____ Send
confirmation letters to candidates coming for interviews. (Attachment
28)
Include:
-
information
regarding position/department
-
catalog,
if appropriate
-
information
regarding community, if appropriate
-
interview
schedule (Attachment
29)
-
list
of interviewers
-
name
of host
_____ Send
set of interview schedules to Committee members, along with a Calendar of
Events (Attachment 30), and a Contact
Information Chart. (Attachment
31)
_____ If appropriate, confirm interview
schedule with department chair, and send
Retreat Rights memo (Attachment
32a) and (Attachment
32b).
_____ While applicants are on campus, have them sign the Direct
Payment Request form and the Payee Data Record form (available from Accounts Payable), and turn in their receipts.
_____ Send
regrets letters to those interviewed but not selected (Attachment
33).
_____ Clean up search material and:
Send the following to
HR.
-
PTF
(Personnel Transaction Form)
-
Process
Summary
-
Copy
of Vacancy Announcement
-
Selection
Criteria/Interview and References questions
-
Reasons
for Selection
-
Resume’s
of All Interviewees
-
Degree
Verification (if applicable)
Keep
in hiring department:
-
Committee
member interview notes
-
Committee
member reference check notes
_____ Human Resources prepares
appointment letter.
Once acceptance is received:
_____ Send
thank-you letter to Search Committee members (Attachment
34) and request the return
of the packet of applications.
_____ Prepare
memo to campus community announcing the new administrator (Attachment 35)
if applicable
_____ Compile search expenses, arrange
for reimbursements.
_____ The
department maintains complete record of the recruitment efforts and all
original application materials. All
applications/resumes, information, and materials received from applicants are
to be considered “confidential” and should be retained by the department for a
minimum of three (3) years. Contact the
Administration and Business Affairs Office (ext. 86312) for information on the
availability of off-campus storage, if needed.