Table of Contents: 

CHM HR Expectations Search & Screen Chair Responsibilities Search & Screen Committee Responsibilities Additional Resources 

Overview:  Recruitments are a team effort which work best when there are clear roles and expectations. 

What can you expect from CHM HR?

1. Guidance on best practices on all aspects of the search process as well as Center and University requirements

2. Review and approve the following content/processes for alignment with Center and University policies and procedures. *Indicates email review and approval by CHM HR and Center Associate Director for alignment with the Center’s commitments to diversity and inclusion:

   1. Title 

   2. Position description (aka PVL)*

   3. Search committee composition*

   4. Advertising plan*

   5. Screening criteria*

   6. Diversity of applicant pool*

   7. Interview process and questions

3. Enter the PVL and hire information into the University required systems

4. Advertising:

   1. Maintain and provide a master list of potential job posting sites to the search and screen committee. This will include a list of automatic UW postings to avoid duplicates. It will also include a list of UW suggested sites intended to reach diverse applicants.

   2. Placement of up to 6 paid advertisements and up to 6 unpaid postings. CHM will provide up to $1,000 per search for advertising locations specifically intended to reach diverse audiences.

5. Liaison / point of contact: 

   1. Serve as liaison between the search and screen committee and the College of Letters and Science and/or campus HR.

   2. Coordinate between search chair and L&S to determine starting salary rate listed in PVL and offered to the finalist. Must be approved by the Center, the College of Letters & Science.

   3. Serve as the applicant point of contact for staff positions posted via TREMS system.

   4. Request from L&S anonymized diversity information on the applicant pool

6. Collect and review documentation from the search and screen committee to support the recruitment process. 

Responsibilities for search and screen chairs?

1. Lead an equitable and inclusive search process and serve as the liaison between the committee and CHM HR

2. Schedule meetings as needed

3. Planning: Lead the development of a recruitment plan with input from the search committee. (Requires CHM HR and Assoc. Dir. approval) This includes:

   1. Identifying who will serve on the search and screening committee and their roles (resume screening, interviews, reference checks, other) Drafting all elements of the PVL, including percent time, business title, position summary, ad summary, qualifications, and percentages for each responsibility. 

   2. Developing the advertising and outreach plan. We recommend identifying job specific sites (i.e.: Communications, Research, etc.) to add additional diversity to your applicant pool.  Search committees may place additional advertisements/postings above those handled by CHM HR and are expected to leverage their personal networks for disseminating the recruitment.

   3. Develop the resume screening and scoring process, including scoring spreadsheet.  Scoring results must support the decision to advance applicants to the next level of screening.

4. Interviews: Lead the committee to select questions and any other screening steps.

5. Reference checks: 

   1. Lead the committee to select questions

   2. Lead the committee to conduct reference checks (minimum of 3 references, including current and past supervisors)

6. Negotiation/Offer: After L&S approval, call the finalist with the informal offer. Confirm the finalist’s preferred start date.

7. Documentation: Provide all documentation to CHM HR. This will include: 

   1. Any direct communication including emails sent to applicants during the recruitment process.

   2. Resume screening criteria and scoring spreadsheet with all scores

   3. Interview questions, notes and scoring spreadsheet with all scores

   4. Reference check responses or notes

   5. Documentation supporting any other decisions in the process such as phone interviews, portfolio evaluation or behavioral assessments

Responsibilities of the search and screen committee?

1. Contribute to an equitable and inclusive search process at each step including drafting the PVL, resume screening criteria, screening resumes, interviewing candidates, and assisting with reference checks as needed

Resources:

• CHM's Commitments to Diversity and Inclusion
• CHM Checklist for Search & Screen Chairs
• UW Title and Standard Job Description Library
• UW DEI Interview Questions
• UW Guide to Reference Checks 
• UW stages of the Recruitment Lifecycle
• Workflow Assessment for equitable and inclusive recruitments
• CHM Sample Recruitment Timelime
• UW Guide to Inclusive Criteria 
• UW Interview Do's/Dont's
• UW Recruitment Toolkit