1-70-140 Recruitment, Retention, and Hiring
Applies to – Civil Service, Exempt and Faculty Positions
This procedure supports CWUP 2-30-200 Recruitment, Hiring, and Retention Policy. The creation and maintenance of a diverse workforce supports the changing diversification of our larger society and is critical to our success in serving the diverse and inclusive needs of our student body.
Procedures specific to individual departments:
Departments may establish recruitment procedures specific to their needs which support this university policy. Such procedures will be developed in consultation with HR and will be maintained in writing.
Appointing Authorities are responsible to:
1. Create a recruitment process that ensures a qualified and diverse pool of applicants.
2. Appoint search committees to guide the recruitment and selection process. Search committee composition will be approved by HR.
a. 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).
b. Search committee members may be identified by individuals requesting participation or by soliciting nominations for members.
c. When determining the members of the search committee, the appointing authority will consider peers, co-workers, constituents, support staff, etc. of the vacant position.
3. Define the specific responsibilities and expectations for the search committee. The appointing authority will:
a. Meet with the search committee;
b. Develop the committee charge (samples are available from HR);
c. Discuss expectations, including an emphasis on diversity and inclusivity;
d. Establish a timeline;
e. Emphasize the importance of maintaining confidentiality throughout the process;
f. Continually monitor the process to ensure charge is being carried out and to answer questions when they arise; and,
g. Provide decision-making, when necessary, during the process.
Search Committees are responsible to:
2. 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 provide 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. Actively seek a diverse pool of applicants as described by availability. Use availability compared to actual pool data (provided at three stages: applicants, qualified applicants and on-campus interviews) to gauge recruitment strategies and determine next steps. e. Conduct screening of submitted documents, reference checks and telephone interviews;
3. 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.
Human Resources is responsible to:
1. Provide guidance and advice in all things related to recruitment and selection for appointing authorities, supervisors, managers, and search committees on policy, procedures, timelines, and responsibilities. Templates, samples, and drafts are available on the HR website at www.cwu.edu/hr.
2. Approve search committee composition.
3. Collaborate with others to develop recruitment plans and advertising/marketing strategies.
4. Provide to search committee/appointing authority a comparison of availability to diversity of applicant pool at three stages of the recruitment process: applicant pool, qualified applicants, and on-campus interviews.
5. Inform appointing authorities and executive officers of recruitment issues as they arise and as early in the process as possible so that additional strategies can be employed.
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 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. The recruitment and hiring process will move forward only when HR and appointing authority are satisfied that all reasonable efforts have been utilized. Executive officers will be consulted when necessary.
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; 06/05/2014; 01/06/16; Responsibility: Operations Division/Human Resources; Authority: CWUP 2-30-200; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 01/06/2016; Approved by: James L. Gaudino, President]