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Resources and Reports

CWUR 1-70-140 Recruitment, Retention, and Hiring

Applies to – Civil Service, Exempt and Faculty Positions

Recruitment Area: 

1. Human Resources (HR), in consultation with the appointing authority and/or search committee, will determine the appropriate recruitment area.

2. Typically, CWU advertises new and vacant positions to both external and internal audiences. “Reasonable recruitment area” as described in the university’s affirmative action plan and in compliance with federal guidelines, the organizational level and salary of the position and other relevant factors (such as needs of the department, established career path goals for existing employees, diversity within the unit, affirmative action goals, etc.) will be considered as the recruitment area is determined for individual positions.

3. External searches may be local, statewide, regional, national or international.

a. Local searches for the Ellensburg campus normally include Kittitas and Yakima counties and local searches for the centers include the applicable county where the center is located.

b. Regional searches encompass more than one state in the western region of the United States.

4. Internal searches are normally university wide but occasionally may be limited to the hiring unit, the appointing authority’s area, or the division (president’s division, academic affairs, business and financial affairs, student affairs and enrollment management, or university relations).


Procedures specific to individual departments:

Departments may establish recruitment procedures specific to their needs which support the university policy. Such procedures must be maintained in writing and approved by the HR department prior to implementation.


Appointing Authority:

1. Appointments to search committees are the responsibility of the appointing authority or designee.

2. The appointing authority, or designee, is responsible for defining the specific responsibilities and expectations for the search committee. Responsibilities will include:

a. Determining the membership of the committee.

1) Search committees will be composed of a diverse cross section of male and female representatives of the constituents working with the position. (Departments lacking representation may refer to a list available from HR of minority male or female employees willing to serve on committees outside their departments).

2) Search committee members may be identified by individuals requesting participation or by soliciting nominations for members.

3) When determining the members of the search committee, the appointing authority should take into consideration peers, co-workers, constituents, support staff, etc.

4) The following types of positions should be considered based on the specific constituent group:

a) Associate/Assistant Vice President

b) Dean

c) Department Chair

d) Director

e) Faculty

f) Student

g) Divisional representative

h) Exempt staff

i) Civil Service staff

j) External/community member

b. Meeting with the search committee;

c. Reviewing the charge letter;

d. Discussing expectations;

e. Establishing a timeline;

f. Emphasizing the importance of maintaining confidentiality throughout the process.


Search Committees:

1. A search committee shall be established for tenure/tenure track faculty and senior administrative positions which include the president, members of the president’s cabinet, deans, associate and assistant vice presidents and directors that report to a cabinet member.

2. The search committee will fulfill the responsibilities and expectations as communicated from the appointing authority. Such responsibilities include:

a. Reviewing the position description, when requested to do so, developed by the appointing authority and providing any feedback on suggested changes for finalization by the appointing authority;

b. Developing a recruitment plan and advertising/marketing strategies to ensure a diverse, robust, qualified pool of applicants;

c. Working with HR to determine the appropriate length of recruitment period based on the organizational level of the position, advertising lead time, and needs of the department.

d. Conducting paper screening, reference checks and telephone interviews;

3. The search committee will forward to the appointing authority a list of final candidates. If one of these candidates is not hired, the appointing authority will:

a. refer the search back to the search committee to bring forth additional candidates from the existing pool; or

b. authorize the search committee to extend the current search to acquire additional candidates; or

c. declare a failed search and work with HR to determine the next steps for the vacancy.

4. Search Committee Resources include:

Recruitment Cycle:

Recruitment, Retention, and Hiring Policy:

Search Committee Information:


Recruitment Period and Screening Statement

1. The recruitment period is defined as the time period between the commencement of advertising and the date screening of applications will begin.

2. Open screening dates, rather than firm deadlines, are recommended. Open screening dates allow departments to continue recruiting and accepting applications after the initial date and are particularly useful when pools lack a sufficient number of applicants or diversity.

3. HR will ensure that candidate pools represent appropriate diversity by providing the diversity pool demographics to the search committee and the appointing authority. HR will consult with the appointing authority when the pool is not representative and additional recruitment strategies may be implemented. Waivers may be granted by HR in rare occasions to hire from a candidate pool that does not represent appropriate diversity following review of documentation of the recruitment steps taken and the business need to move forward.

4. Applications received, or made complete, prior to the screening date will be screened. Applications received, or made complete, on or after the screening date will only be screened if necessary to create a viable candidate pool.

5. The screening process must be consistently applied and documented. Screening information can be found on-line at

Exceptions (for exempt and faculty positions only):

1. An exception to the search process occurs when a new or vacant position is filled without a search, either permanently or with an interim appointment; a position is modified such that it changes the level of the duties and if a search were conducted it would not cause an employee to be displaced; or other circumstances occur that would normally warrant a search to be conducted.

2. When an exception to the search process is being considered, the appointing authority will consult with HR prior to requesting an exception to the search process to ensure all options have been considered to fill the vacancy.

3. The Chief Human Resource Officer (CHRO)/designee will coordinate discussions with the appointing authority and any other appropriate party to discuss and assess the request for an exception to the search process.

4. Following discussions and a review of options to fill the position, if the appointing authority wishes to request an exception to the recruitment and hiring procedures, he or she will complete an “Exception to Recruitment and Hiring Procedures” form which will be approved by the appropriate division head and forwarded to the CHRO/designee.

5. The CHRO/designee will review and approve or disapprove all exceptions to the search process. Should the appointing authority disagree with the CHRO decision, he or she may request a meeting with the president/designee and the CHRO.

6. The CHRO/designee will provide quarterly information regarding recruitment and hiring to the president and cabinet members. Such report will include which positions have been filled without a search process, the length of time positions have been filled by an interim appointment and any other relevant information.


[01/16/2008; 01/06/2010; 03/30/2012; Responsibility: President’s Division/Human Resources; Authority: CWUP 2-30-200; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/06/2012; Approved by: James L. Gaudino, President]