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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. The appointing authority, in consultation with Human Resources, 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.

4.  While internal searches are normally university wide they may be limited to meet specific needs.

Procedures specific to individual departments:

Departments may establish recruitment procedures specific to their needs which support the university policy. Such procedures will be developed in consultation with HR and will be maintained in writing.

Appointing Authority Responsibilities:

1.    Appointing authorities, in consultation with HR, are responsible for creating a recruitment process that ensures a qualified and diverse pool of applicants.

2.    A search committee may be utilized to guide this process.  Appointments to search committees are the responsibility of the appointing authority or designee.

3.   The appointing authority or designee is responsible for defining the specific responsibilities and expectations for the search committee. The appointing authority will:

a. Determine 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 will consider peers, co-workers, constituents, support staff, etc. of the vacant position.

a. Meet with the search committee;

b. Develop the committee charge;

c. Discuss expectations;

d. Establish a timeline;

e. Emphasize the importance of maintaining confidentiality throughout the process.

 Search Committee Responsibilities:

1. A search committee is standard for tenure/tenure track faculty and senior administrative positions defined as 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 may include any combination of the following duties:

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

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

c. Work 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. Conduct screening of submitted documents, 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.

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

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 may be screened against the existing pool at the time the application is received or made complete.

5. The screening process must be consistently applied and documented.


[01/16/2008; 01/06/2010; 03/30/2012; 06/06/2012; Responsibility: President’s Division/Human Resources; Authority: CWUP 2-30-200; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/05/2014; Approved by: James L. Gaudino, President]