Office of Human Resources
940-898-3555 Fax 940-898-3566

A
Guide for Recruitment, Interviewing,
Selection
& Diversity
REVISED
10/16/06
TABLE OF CONTENTS
I. STATEMENT ON HANDBOOK USAGE
II. HANDBOOK POLICY STATEMENTS
Purpose and Policy
Statement
Accountability
Statement
III. WORKFORCE DIVERSITY PLAN FOR RECRUITING AND
SELECTION
Diversity
Plan
Diversity
Review
VI. PROMOTIONS & TRANSFERS
CHECKLIST
VII. ESTABLISH PERSONNEL VACANCY
Reviewing the Job
Description
VIII. RECRUITMENT AND HIRING PROCESS FOR ALL STAFF
Posting,
Referral and Offer
Process
Human
Resource Systems and E-mail Requirements
Position
and Employment Advertising
Sourcing
and Selection
Frequently
Asked Questions (FAQ) for the University Community
IX. RECRUITMENT AND HIRING PROCESS
FOR ALL FACULTY
Establish the Search Committee
Identifying Search Committee
Members
XI. RECRUIT QUALIFIED APPLICANTS
Online
Networking
Broad Scale
Advertising
Increasing Diversity in Your Applicant
Pool
Acknowledging Receipt of Resumes and
Vitae
XII. IDENTIFY THE MOST QUALIFIED
Evaluating All Applications and Supporting
Documentation
XIII. PLANNING AND CONDUCTING THE INTERVIEW
Prepare for the
Interview
General Interview
Checklist
XIV. EVALUATING THE CANDIDATES
XV. FACULTY APPLICANT SELECTION MATRIX SUMMARY
Faculty Applicant Selection
Matrix (.xls)
XVI. STAFF APPLICANT SELECTION MATRIX
SUMMARY
Staff
Applicant Selection Matrix (.xls)
XVII.
MAKE THE FINAL DECISION
Checking References
Determining Whom to Hire
Making the Job Offer
Foreign Nationals
Selective Service Verification
XVIII. APPENDIX A – Affirmative Action Recruitment Plan
XIV. APPENDIX B – Federal and State Employment Directives
XX. APPENDIX C – Sample Interview Questions/Supervisor’s Interview
Guide
XXI. APPENDIX D – Employment
Eligibility for Applicants with Prior Convictions
XXII. APPENDIX E – Sample Letters
XXIII. APPENDIX F – Current Recruiting Resources
XXIV. APPENDIX G – Potential Recruiting Resources
XXV. APPENDIX H – Two articles from The Chronicle of Higher Education
“Before Starting a Faculty Search, Take
a Good Look at the Search Committee” Commentary by Caroline Sotello Viernes
Turner.
“The Right Search Committee” Article
by Jean Dowdall
XXVI. APPENDIX I – Faculty Search and Affirmative Action
Forms
Request to Appoint Regular Faculty
Request to Appoint Full-Time Temporary
Faculty
TWU Faculty Qualifications Documentation Form
Voluntary Request for Affirmative Action
Compliance Data Form
References and Proof of Selective Service
Notification and Authorization to Obtain
Information
Hiring Evaluation Checklist
XXVII.
APPENDIX J - Staff Recruiting
Forms
Staff Recruiting Forms in PDF Format
Hiring Exception Form
(HEF)
Employment Reference Check Form
References and Proof of Selective Service
Notarization and Authorization to Obtain
Information
Employment Application Cover Letter
Employment Application - Front (pdf)
Employment Application - Back
(pdf)
Voluntary Request for Affirmative Action
Compliance Data Form
MEMORANDUM
TO: Hiring Authorities
FROM:
Associate Vice President for Human
Resources
Equal Employment Opportunity/Affirmative
Action Officer
SUBJECT: Faculty and Staff Search and Selection
Handbook
The hiring process is an integral part of filling jobs
in higher education. The process involves initial aspects of assessing applicant
qualifications, conducting effective interviews, and making an objective
recommendation to hire. Changes in state and federal laws, increased demands
for accountability in state government, and the costs involved in searching for
new employees requires that each search be conducted legally and efficiently.
Texas Woman’s University’s procedures address
statutory requirements such as the Civil Rights Act, the Americans with
Disabilities Act, the Texas Commission on Human Rights Act, and the State
Appropriations Act. These ensure equal employment opportunity for all
applicants, uniform reporting procedures, and compliance with federal and state
laws and regulations.
The Office of Human Resources has provided this
handbook to assist search committees and hiring authorities in making valid
recommendations for hire while complying with University policy. The handbook
is a procedural search guide available at the Human Resources web site.
It offers guidance on prevailing laws, University hiring procedures, and
screening and interviewing techniques.
This guide includes an extensive set of approved
interview questions based on work behaviors. These questions can be tailored to
various hiring situations to assess applicants' knowledge, skills, and
abilities to perform the job. This basic list of questions does not preclude
asking more specific questions based on responses to initial questions or to
clarify relevant work experience and education identified on the application or
resume. Using the basic list of questions in the selection process and the
quantifiable matrix selection process outlined in this guide will ensure
objective, job- related, consistent results.
The Associate Vice President for Human Resources
assigns consultant services to all search committees and hiring authorities. In
addition, members of the Office of Human Resources are available upon request
to brief search committees and hiring authorities on these procedures.
Assistance is also available on advertising and screening applicants. Please do
not hesitate to contact the Manager of Selection and Recruitment and/or the
Manager of Equal Opportunity and Diversity at 898-3555 for assistance.
I. STATEMENT
ON HANDBOOK USAGE
This handbook is applicable
to all faculty and staff positions except where noted as part of the Search
Committee process.
II. HANDBOOK POLICY STATEMENTS
Purpose and Policy Statement
The
principal of equal opportunity guides all processes and employment decisions on
campus. No persons are to be screened out or treated disparately because of
personal characteristics such as race, national origin, sex, age, handicap,
marital status, or veteran's status. Equal employment opportunity is offered to
all applicants.
The
purpose of the search and selection handbook is to provide guidelines for
search committees and hiring personnel to follow when conducting searches for
faculty and administrative staff positions (at the director level and above)
and hiring classified or professional and administrative (P&A) staff
consistently and legally.
The
enrichment of an educational institution through diversity results not only
from attracting and retaining faculty, staff, and students of differing
ethnicity, but also from differences in language, culture, gender, age, and
disability status. Through equal opportunity practices, an institution can
realize the many benefits of diversity.
The
policy of Texas Woman's University is to conduct hiring that provides qualified
candidates an equal opportunity to be considered for positions. This policy is
written to comply with applicable federal and state regulations. The objectives
for recruiting and searches are to obtain and present for administrative
consideration the best candidates to fill vacancies in a timely manner, and to
ensure that individual applicants are afforded the opportunity to compete on an
equal basis.
Vice
presidents, deans, directors, and department heads are accountable for efforts
to achieve a diverse faculty and/or staff in their respective divisions,
colleges, and departments. By authority of the Board of Regents, the Chancellor
and President is authorized to make offers of employment and to employ
personnel.
The
Associate Vice President for Human Resources/Equal Employment Opportunity
Officer speaks for the president regarding equal opportunity issues and is
responsible for ensuring fair and equitable practices in search and selection
processes that include:
The
search committee chair and/or the hiring manager are responsible for collecting
appropriate documentation of the search and selection process. Search
committees and hiring departments are required to review candidates and check
references. The criteria developed to review candidates must be retained with
the search documents. Matrix criteria and interview questions must be
objective, job related, developed in advance, submitted for approval, and
consistently applied. Reference check forms, available online and in the Office
of Human Resources, must be consistently applied and retained for official documentation.
Please refer to the Search and Selection Handbook and or the University
Community Information for specific procedures for recruiting and selection of
Staff and Faculty.
III. WORKFORCE
DIVERSITY PLAN FOR RECRUITING AND SELECTION GUIDELINES
Texas Woman’s University’s Workforce Diversity Plan for Recruiting and
Selection Guidelines address statutory requirements such as the Civil Rights
Act, the Americans with Disabilities Act, the Texas Commission on Human Rights
Act, and the State Appropriations Act. These ensure equal employment
opportunity for all applicants, uniform reporting procedures, and compliance
with federal and state laws and regulations.
The
Accountability Statement referenced in Section II Handbook Policy Statements
will apply.
Operational
Definitions:
Diversity: the entire
range of differences between and among groups
Inclusion: an
organizational cultural trait that values and leverages diverse perspectives
Equity: applying
the same treatment to all; fairness
Access: granting
entry
Tips
on conducting an inclusive selection process:
1. Equity is determined by two factors: the consistency
between the job description and the actual assessment criteria applied; and the
consistency with which all applicants received the same treatment.
2. The degree to which the selection process has been
inclusive depends on
A. A broad distribution of the position announcement;
B. The diversity of the applicant pool;
C. The willingness to expand the range of experiences
accepted as evidence of future success;
D. A conscious commitment to focus the assessment of each
candidate against only the established criteria thereby minimizing the occasion
to make/add assumptions.
E. Hearing and leveraging diverse perspectives during the
assessment process.
3.
Actively recruit for inclusion.
A. Target the recruiting approach to reach a diverse,
qualified pool of applicants.
B. Apply appropriate recruiting efforts to offset the
challenges presented by this position.
C. The ultimate recruiting goal: a large, diverse,
highly qualified applicant pool.
4. Develop specific departmental selection criteria to add
to the Applicant Selection Matrix (available online and through the Office of
Human Resources) using the published qualifications and the
job description for the position. Complete this prior to review of
applications.
5. Ensure equitable treatment of all applicants. Assess
all applicants against the same standard. Extend the same opportunities to all
applicants.
Texas Woman’s University
Office of Human Resources
Workforce Diversity Plan for Recruiting and Selection
Guidelines
Process Review:
A. Follow the process as outlined in the “TWU Search and
Selection Handbook” for all faculty and staff hiring.
B. Allow ample time for review.
C. Communicate early and often with the Office of Human
Resources – we’re here to help.
D. Send the completed Applicant Selection Matrix form for
pre-approval to the Manager of Recruitment and Selection in the Office of Human
Resources.
E. Make your assessment visible - use the Applicant
Selection Matrix form.
Equity Review:
A. Hold all applicants to the same standard