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Search Committee Orientation

This orientation provides guidance on conducting a hiring search that meets state and federal regulations while ensuring fairness and diversity. Topics covered include hiring policies, screening candidates, conducting interviews, and maintaining candidate confidentiality.

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Search Committee Orientation

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  1. Search Committee Orientation

  2. Restrooms Emergency Exits Please set Cell Phone to Silent Housekeeping 2

  3. Discuss purpose of the search committee Discuss Hiring Policies & Procedures Receiving application packages Screening candidates Qualified finalists Interviews Review Record Retention Requirements Identify Resources & References Agenda 3

  4. Upon completion, participants will be able to conduct a hiring search that… Meets state and federal regulations for compliance under the Civil Right Act of 1964 The Americans with Disabilities Act of 1990 (as amended) Age Discrimination in Employment Act of 1967 Equal Pay Act of 1963 Genetic Information – non-discrimination Act of 2008 Provide tools for a consistent and equitable search process to avoid discrimination and manage conflicts of interest. Orientation Objectives 4

  5. Search Objectives • Addresses applicant confidentiality. • Results in the recruitment and selection of the best qualified candidate, which supports NMSU’s Commitment to Diversity. • By having NMSU’s employee profile represent the appropriate market pool in terms of race/ethnicity, gender, and people with disabilities to ensure that NMSU is representative of the populations we serve • Assures that candidates have a sense that the selection process was conducted in a fair and professional manner

  6. How Do We Achieve Diversity? • Equal Employment Opportunity is our goal. • New Mexico State University is dedicated to providing equal employment opportunities in all areas of occupation without regard to race, color, religion, gender, national origin, mental or physicaldisability, seriousmedical condition, age, ancestry, sexual orientation, sexual identity, spousal affiliation, veteran status, or genetic information according to state and federal laws. (policy 3.25 and 4.05) 7

  7. Affirmative Action is the tool Required as result of funds received from Federal government. Meets compliance with Executive Order 11246 How Do We Achieve Diversity? 9

  8. Search Advisory Committee Declarations Statement Recruitment Screening Reference Checks Interview Process Search Committee Process 11

  9. The process of recruiting, screening, and interviewing prospective candidates is confidential. To maintain candidate confidentiality we ask that you not release candidate information without university administrative approval. This helps protect the committee from liability such as discrimination or unfair practice claims. Remove list of references prior to release of finalists’ materials to the public. Confidentiality 16

  10. Members sign the Search Advisory Committee Declarations Statement indicating that they accept the responsibility to protect the integrity of every prospective candidate and of the search process. Kept in department recruitment file This form is to be signed by each member during the first committee meeting prior to review of applications. Declarations Statement 12

  11. Recruitment • Where? • PeopleAdmin Posting Announcement • Advertising –external media sources targeting qualified applicants meeting university objectives of having NMSU’s employee profile represent the appropriate market pool in terms of race/ethnicity, gender, and people with disabilities to ensure that NMSU is representative of the populations we serve • How long? • Underutilizations • Required Documentation • Required Qualifications • Preferred Qualifications 13

  12. Applications • Incomplete packages • Remove SSN and DOB from printed packages • PeopleAdmin Automated Notifications • Upon successfully submitting application • Immediately upon electronic deselection • Candidates may only be considered for the specific positions for which they have applied. 14

  13. Minimum Qualifications Screening Candidates MUST meet required qualifications Required Application Materials http://hr.nmsu.edu/toolkits/reg-faculty/ Example: Application Screening 17

  14. Application Screening • Criteria Assessment • Examine application materials • Assess the degree to which the candidate has met or exceeded the criteria • Criteria must be established by the committee based on position announcement • Ranking Criteria tool is available in PeopleAdmin

  15. PeopleAdmin confidential reference tool Phone/Mail reference checks Committee members conduct reference checks when requested and report the findings to the Chair References should not be contacted until after the posting has closed. All documents received must be maintained in the departmental recruitment file per record retention requirements. Reference Checks 19

  16. Reference References provided/not provided by candidate

  17. Reference Tool Example

  18. Interview Considerations • Be Consistent (utilize a standard set of interview questions for all candidates) • Assess Competency and Qualifications • Only information that is necessary to assess an applicant’s competence or qualification for a job should be considered • Permissible Subjective Qualities: Motivation, Ambition, Interest in discipline, Willingness to accept direction, Attitude toward related instruction, Ability to communicate • Avoid Inappropriate Questions • Educate students, members of community • Be Cautious of Informal Conversations 21

  19. The search committee acts as a qualifying body to identify the best qualified candidates for the posted position. Members assist the Chairperson with the preparation of an unranked list of the best qualified finalists – or as charged by Dean/VP/CC President. Qualified Finalists 23

  20. The committee members do not offer the position. No offers are to be made until all approvals have been finalized. Unless instructed otherwise, offers are made by the college Dean or CC President. The Search Committee working with the Department Head is responsible for notifying all candidates after offer is accepted. Making the Offer 24

  21. Members forward all the records to the Chair after the search process is completed. Chair will forward records to the Department Head at the completion of the search. Records will be kept for 3 years in a central, secure location within the department. All departments must follow the NMSU disposition and destruction procedures listed in the Records Management and Retention Guidelines which can be found on NMSU’s website http://rmr.nmsu.edu/ Electronic Records Record Retention 25

  22. Resources Human Resources Office of Institutional Equity Employment Services O’Loughlin House Hadley Hall Room 17 646-3635 646-8000 Executive Vice President and Provost 646-2127 Search Committee Advisory Guidelines: http://hr.nmsu.edu/toolkits/reg-faculty/ 26

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