SEARCH WITH SUCCESS

Slide 1:SEARCH WITH SUCCESS“Correctly Hiring the Right Person”

Anne Matoy, University Human Resources Dr. Cornell Thomas, Institutional Diversity Dr. Marlene Strathe, Academic Affairs Scott Fern, Legal Counsel

Slide 2:Executive Briefings

YOUR THOUGHTS, SUGGESTIONS, CONCERNS, QUESTIONS

Slide 3:TODAY’S PROGRAM

Search Process Overview How to Improve Diversity (and how Institutional Diversity can assist) The Academic Perspective Problems, Pitfalls, and Penalties (EEO and legal issues)

Slide 4:SEARCH PROCESS REMINDERS Anne MatoyAssistant Vice PresidentChief Human Resources Officer

Slide 5:GOAL

Recruit the finest Represent OSU as attractive and welcoming community Actively, continuously, aggressively, creative outreach Not Sort Actively, continuously, aggressively, creative outreach Not Sort

Slide 6:RECRUIT YEAR ROUND

Outstanding candidates are not usually looking for work Always look for potential Keep contact list of possibilities Mentor and develop Encourage referrals Develop additional recruitment information

Slide 7:POSITION DESCRIPTION

Minimum (must have) Preferred (would like) Competencies Must Match No trainee classification

Slide 8:OSU-JOBS SYSTEM

jobs.okstate.edu Position description Request to staff Posting of opening Automatic web advertising EEO information Notification to applicants Recruitment report

Slide 9:THE COMMITTEE

SEARCH NOT SORT Actively recruit Devote time 5-7 diverse representation Chair maintains contact with hiring official Hiring Official is not member of Committee If you have a committee to assist with the search process, keep in mind that the committee is vested with SEARCHing for a suitable candidate, not just sorting through a list of applications. Select individuals who will actively recruit applicants. It is helpful for the individuals to have some knowledge of the position. And be able to spend the time to recruit and attend all scheduled meetings. It may be helpful to set a timeframe so each person can more accurately guage availability. A committee usually has 5-7 members of diverse representation. We suggest a minority be on the committee so that a diverse perspective is involved. The chair maintains contact with the hiring official. The hiring official is not a member of the Committee.If you have a committee to assist with the search process, keep in mind that the committee is vested with SEARCHing for a suitable candidate, not just sorting through a list of applications. Select individuals who will actively recruit applicants. It is helpful for the individuals to have some knowledge of the position. And be able to spend the time to recruit and attend all scheduled meetings. It may be helpful to set a timeframe so each person can more accurately guage availability. A committee usually has 5-7 members of diverse representation. We suggest a minority be on the committee so that a diverse perspective is involved. The chair maintains contact with the hiring official. The hiring official is not a member of the Committee.

Slide 10:DIRECTOR POSITIONS

Director positions that require Board of Regents approval Require faculty representation on search committee Remember, “Director” positions require faculty representation on the search committee. Director positions are those administrative professional positions that require Board of Regents approval.Remember, “Director” positions require faculty representation on the search committee. Director positions are those administrative professional positions that require Board of Regents approval.

Slide 11:CONFIDENTIALITY

Discussions are private Names, addresses, information must be protected Breeches should be disclosed to chair Relationships with candidates revealed Remind the committee of the importance of Confidentiality. Applicants and discussions regarding applicants are not discussed outside the committee. Names, addresses, and applicant information must be guarded. Any confidentiality breeches should be disclosed to the chair. And if any of the committee have relationships, either work or personal, that relationship should be made known to other committee members. A committee member cannot be a candidate.Remind the committee of the importance of Confidentiality. Applicants and discussions regarding applicants are not discussed outside the committee. Names, addresses, and applicant information must be guarded. Any confidentiality breeches should be disclosed to the chair. And if any of the committee have relationships, either work or personal, that relationship should be made known to other committee members. A committee member cannot be a candidate.

Slide 12:FIRST COMMITTEE MEETING

Hiring Official reviews position description and draft advertisement Essential and preferred qualifications Job responsibilities and opportunities Expected outcome Committee discusses recruitment strategy May request assistance from Institutional Diversity Determine evaluation criteria Must be based on job description THINK AHEAD - QUESTIONS The first committee meeting should be held BEFORE the position is advertised. The hiring official would be present at the first meeting and review the job description and draft advertisement before they are finalized. Remember, committee members were selected for their knowledge of the job and ability to recruit. The hiring official would review the essential and preferred qualification, job responsibilities and opportunities, and what he or she expects from the committee as an outcome. Is the hiring official seeking a narrowed list of suitable candidates before bringing them to campus or at the end of the process. Does the hiring official want the candidates ranked or only a final list of strengths and weaknesses. The Committee discusses the recruitment strategy. They may request assistance from Institutional Diversity. The committee determines the evaluation criteria on which the candidates will be evaluated. The criteria must be based on the job description. And remember, it is not too soon to think ahead for job-related questions that you will want to ask the applicants.The first committee meeting should be held BEFORE the position is advertised. The hiring official would be present at the first meeting and review the job description and draft advertisement before they are finalized. Remember, committee members were selected for their knowledge of the job and ability to recruit. The hiring official would review the essential and preferred qualification, job responsibilities and opportunities, and what he or she expects from the committee as an outcome. Is the hiring official seeking a narrowed list of suitable candidates before bringing them to campus or at the end of the process. Does the hiring official want the candidates ranked or only a final list of strengths and weaknesses. The Committee discusses the recruitment strategy. They may request assistance from Institutional Diversity. The committee determines the evaluation criteria on which the candidates will be evaluated. The criteria must be based on the job description. And remember, it is not too soon to think ahead for job-related questions that you will want to ask the applicants.

Slide 13:ADVERTISE

Post ONLY after approved Attach position vacancy notice to Job Listing Refer to specific job listing on OSU JOBS Job Requisition Number ##### Consideration date Include AA/EEO statement Advertise is only one source of recruitment, but doing it correctly is important. Post the job only after you have gain all the necessary University and college/division approvals. Attach the position vacancy notice to the Request to Staff or job listing. If the job is listed on the OSU JOBS system, be sure and include the job requestion number so applicants can zero in on this particular job. If you plan to leave the position posted, and continue taking applications “until filled,” add the phase “FOR FULL CONSIDERATION, APPLY BY XXXXXXXXXXX>” This will let candidates know that “WHENEVER” may be too late. And of course, don’t forget the customary AA/EEO statement.Advertise is only one source of recruitment, but doing it correctly is important. Post the job only after you have gain all the necessary University and college/division approvals. Attach the position vacancy notice to the Request to Staff or job listing. If the job is listed on the OSU JOBS system, be sure and include the job requestion number so applicants can zero in on this particular job. If you plan to leave the position posted, and continue taking applications “until filled,” add the phase “FOR FULL CONSIDERATION, APPLY BY XXXXXXXXXXX>” This will let candidates know that “WHENEVER” may be too late. And of course, don’t forget the customary AA/EEO statement.

Slide 14:SECOND MEETING

Review Pool Diversity Determine if pool is satisfactory Place on hold or continue recruitment

Slide 15:SCREEN APPLICANTS

Eliminate applicants that do not meet minimum qualifications Determine candidates that have preferred qualifications and competencies Apply evaluation criteria

Slide 16: KEEP IN CONTACT WITH  APPLICANTS

Make a good impression Provide information packet Communicate if search is delayed Job hunting is a very demoralizing and depressing experience. Tens, even a hundred, candidates and only one winner. What odds. We want to make a good impression. We get numerous inquiries in which the applicant says, “I applied for jobs and heard nothing.” Consider providing additional information about the University and Stillwater. And definitely, remember to communicate if the search is delayed for more than a few weeks after the closing or preferred application date.Job hunting is a very demoralizing and depressing experience. Tens, even a hundred, candidates and only one winner. What odds. We want to make a good impression. We get numerous inquiries in which the applicant says, “I applied for jobs and heard nothing.” Consider providing additional information about the University and Stillwater. And definitely, remember to communicate if the search is delayed for more than a few weeks after the closing or preferred application date.

Slide 17:EVALUATION METHODS

Cover letter Curriculum vitae/resume Telephone interviews Videoconference interviews In-person interviews Applicant presentations Applicant written response to questions References Published & written materials Interviews Structured – Consistent for all applicants Cover major job responsibilities and qualifications and competencies Open-ended Delve three levelsInterviews Structured – Consistent for all applicants Cover major job responsibilities and qualifications and competencies Open-ended Delve three levels

Slide 18:OSU-JOBS CAN SCREEN

Applicant answers questions that have Number value OR Qualify/Disqualify value Best applicants have higher scores

Slide 19:UNTOUCHABLES

Age Gender/Sexual Orientation Marital-Family Status National Origin/Citizenship/Language Race/Religion Arrest Record/Financial Status Military Service Disability/Handicap/WC Claims CONVERSATION MUST BE JOB RELATED

Slide 20:INTERNAL CANDIDATES

Should meet same levels of qualifications as external applicants Avoid “courtesy” interviews – raises unrealistic expectations Should not participate in evaluation process of other applicants

Slide 21:CAMPUS VISITS

All contact is “interview time” If candidate volunteers “protected information,” remind candidate of applicability to position Make it positive experience

Slide 22:INPUT FROM OTHERS

Be clear to both applicant and person asked for input that input will be used in evaluation process Brief on job description and evaluation process Hiring Official not give impression – s/he makes final decision

Slide 23:REFERENCE CHECKS

Related to job requirements Get applicant’s written permission And let him/her know when making contact Refusal for permission may limit full consideration ?What will I hear when I check your references?

Slide 24:CHECKING REFERENCES

Ask the candidate what you will hear Call references to leave messages and ask to be called back if applicant is outstanding Ask references for references

Slide 25:RECOMMENDATION

Fulfills expected outcome requested by hiring official Usually top three candidates for campus visit Committee members must have full participation in order to “vote” Campus visit comments indicate strengths and weaknesses

Slide 26:FOLLOW UP

Job Offer Recruitment Report Debrief – what worked and what could be done differently Keep for three years

Slide 27:Search With Success OSU JOBS Guide - Under Construction Employee Authorization for Reference Release Form (pdf) Employment with Oklahoma State University Brochure (pdf) Employment Checklist (doc) Guide to Pre-Employment Inquires Sample Interview Questions (doc) Supervisory Notes: Job Offer Sample Job Offer Letter (doc) Sample Nonhire Letter (doc) Sample Nonhire, Interviewed Letter (doc) Search With Success OSU JOBS Guide - Under Construction Employee Authorization for Reference Release Form (pdf)

Slide 28:HOW TO IMPROVE DIVERSITYAnd how Institutional Diversity can assistDr. Cornell ThomasVice PresidentInstitutional Diversity

Slide 29:HIRING

HOW CAN ID ASSIST YOU IN THE HIRING PROCESS?

Slide 31:Higheredjobs.com America’s Job Bank Top Higher-Education Jobs VPID Home Page Oklahoma Educational Employment Board American Association of Hispanics in Higher Education Educause (If the position is in Information Technology field) National Black Graduate Student Association

Slide 33:Resume Banks

Committee on Institutional Cooporation maintains 2 databases: Minority Directory and Women in Science & Engineering National Minority Faculty Identification Program Higheredjobs

Slide 36:Things to remember:

Telephone Interviews – be prepared and be consistent. Do you send information to the applicant prior to her/his coming on campus? Who is the applicant meeting with if s/he comes to the campus? How do you decide who is the best ‘fit’?

Slide 37:Director for Recruitment and RetentionJovette Dew

Will actively work to ensure that applicant pools are diverse Target organizations after consultations with committee chair Contact graduate deans from our contact list to identify potential applicants Attend key conferences to identify outstanding applicants Will send position announcements to individuals from our contact list to assist us in identifying potential candidates Establish a Vita Bank that can be reviewed by search committee chairs Will sit on search committees as requested

Slide 38:Will plan and coordinate any special arrangements during campus visits of applicants Will help connect new faculty with additional mentors on and off campus Will help new faculty transition to Stillwater Provide additional support as needed

Slide 39:THE ACADEMIC PERSPECTIVEDr. Marlene StratheInterim System CEO and PresidentProvost and Senior Vice President

Slide 40:PROBLEMS, PITFALLS, AND PENALTIESScott FernAssociate Legal CounselOSU/A&M Board of Regents