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. Initiate the Recruitment Planning Worksheet.

3. 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. Position will be posted on the UW Job Posting website.  This posting will include feeds to post on additional websites such as Indeed, Linked In and a host of diversity sites the University has vetted and approved.  A full listing can be found on the UW Recruitment website  

   2. CHM will also maintain and provide a master list of potential job posting sites to the search and screen committees. This list will be available to meet additional posting needs specific to an individual position. It will include a list of UW suggested diversity sites that are not already included with the initial UW Job Posting.

   3. Placement of up to 3 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.

   4. Through our recent recruitment efforts we have found that those diversity sites specifically designed to reach a certain job category/group are more likely to reach an intended audience.  For example a paid diversity site targeting neuroscientists or communication specialists may be more affective than a general diversity website. Hiring Managers may choose to supplement funding for sites that meet their individaul recruitment needs.   

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. Follow up with applicants at each step of the recruitment process for timely updates and communication regarding their status -- in review, no longer considered, invite to phone screen, interview etc.
   5. Schedule interviews as requested by hiring manager through the automated TREMS system, this may include phone screens, virual interviews or in person interviews. 
   6. Request from L&S anonymized diversity information on the applicant pool to assess diversity at each stage in the interview process. This data will be reviewed to assess CHM diversity efforts and goals. 
   7. Provide additional support as needed/requested by hiring manager. 

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. Contact Human Resources to schedule a short meeting to start the recruitment process.  HR will initiate a Recruitment Planning Worksheet which will be populated by the HR and the Search and Screen Chair.

3. Schedule meetings with search team as needed

4. 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.

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

6. 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)

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

8. 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
• CHM Sample Recruitment Timeline
• UW stages of the Recruitment Lifecycle
• Workflow Assessment for equitable and inclusive recruitments
• UW Title and Standard Job Description Library
• Writing Inclusive Job Postings
• Developing Inclusive Job Criteria
• UW DEI Interview Questions
• Interview Guide
• UW Guide to Reference Checks 
• UW Recruitment Toolkit (this link provides a full list of recruitment resources available to supervisors/staff)