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CWUR 3-40-140 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 reflects and 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.

(1) Definitions

(A) Executive Officers:  President, Vice President for Academic and Student Life, Vice President for Business and Financial Affairs/CFO, Vice President for Operations, and Chief of Staff.

(B) Appointing Authorities: As defined in CWUP 1-80-010 Appointing Authority and CWUP 2-10-170 Appointing Authority, Delegation of Authority and Contracting Authority.

(C) Search Committees are formed by the appointing authority to assist in recruitment and selection of tenure/tenure track faculty and senior administrative positions.  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.

(D) Constituents are those groups and individuals who rely on, or collaborate with, a particular university position.  Constituents can be co-workers, colleagues, students and customers, etc.

(E) Diversity includes group/social and individual differences and group/social differences.  Diversity for affirmative action purposes is strictly defined by federal guidelines and includes sex, race (Caucasian, Black, Asian, Pacific Islander, American Indian/Alaskan Native), ethnicity (Hispanic), status as a protected veteran, and status as a person of disability.

(F) Inclusivity is the active, intentional, and ongoing engagement with diversity--in the curriculum, in the co-curriculum, and in communities (intellectual, social, cultural, geographical) with which individuals might connect--in ways that increase awareness, content knowledge, cognitive sophistication, and empathic understanding of the complex ways individuals interact within systems and institutions.

(G) Recruitment area is assigned by job group in the University’s annual affirmative action plan.  Recruitment area is determined for individual positions by careful consideration of the availability of a qualified and diverse pool of applicants within a geographic area, the feasibility of relocation and/or commuting, and the salary.  Recruitment area for external searches may be local, statewide, regional, national, or international.  Internal searches are university-wide.

(H) Availability is an estimate of the number of qualified minorities or women available for employment in a specific position, expressed as a percentage of all qualified persons available for employment in the job group. It establishes a benchmark to determine the success of a recruitment process.

(2) Procedures specific to individual departments:

(A) Departments must 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.

(3) Appointing Authorities have responsibility to:

(A) Create a recruitment process that ensures a qualified and diverse pool of applicants.

(B) Appoint search committees to guide the recruitment and selection process.  In some cases this responsibility is delegated to departments. Search committee composition will be approved by the vice president of inclusivity and diversity. 

1. Search committees will be composed of a diverse cross section of (gender; Race/Ethnicity) representatives of the constituents working with the position. A diversity advocate identified by the vice president of inclusivity and diversity may be used where departments lack diverse representation.

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.

(C) Define the specific responsibilities and expectations for the search committee. The appointing authority will:

1. Ensure search committee members have completed the implicit bias training;

2. Meet with the search committee;

3. Develop the committee charge (samples are available from HR);

4. Discuss expectations, including an emphasis on diversity and inclusivity;

5. Establish a timeline;

6. Emphasize the importance of maintaining confidentiality throughout the process;

7. Continually monitor the process to ensure charge is being carried out and to answer questions when they arise; and,

8. Provide decision-making, when necessary, during the process.

(4)  Search Committees have the responsibility to:

(A) Fulfill the responsibilities and expectations as communicated from the appointing authority. Such responsibilities may include any combination of the following duties:

1. Review the position description and recruitment plan drafted by the appointing authority and approved by the vice president of inclusivity and diversity, and provide any feedback or suggested changes for finalization by the appointing authority;

2. Develop a robust and detailed diversity recruitment plan and advertising/marketing strategies to ensure a diverse, pool of applicants;

3. 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.

4. 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 the next steps. If the diversity of the pool is not maintained through each stage provide information to the appointing authority for the decision of whether to move forward.

5. Conduct screening of submitted documents, reference checks and telephone interviews;

(B) Forward to the appointing authority a list of final candidates. If one of these candidates is not hired, the appointing authority will:

1. Assuming the pool still meets availability, refer the search back to the search committee to bring forth additional candidates from the existing pool; or

2. Authorize the search committee to extend the current search to acquire additional candidates; or

3. Declare a failed search and work with HR to determine the next steps for the vacancy.

4. Provide to the appointing authority and the vice president of inclusivity and diversity rationale when the pool, at each step of the process, fails to meet availability. When the rationale is not supported, the appointing authority/executive officer will fail the search.

(5) Human Resources has the responsibility to:

(A) 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

(B) Review search committee composition and solicit approval from the vice president of inclusivity and diversity.

(C) Collaborate with others to develop recruitment plans and advertising/marketing strategies. 

(D) Provide to the vice president of inclusivity and diversity/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.

(E) 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.

(6) Recruitment Period and Screening Statement

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

(B) 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.

(C) 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.

(D) Applications received, or made complete before 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.

(E) The screening process must be consistently applied and documented.

[01/16/2008; 01/06/2010; 03/30/2012; 06/06/2012; 06/05/2014; 01/22/2016; Responsibility: BFA; Authority: CWUP 2-30-200; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/15/2020; Approved by: James L. Gaudino, President]

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