Assistance with Screening

• Extension HR will be the Supervisor’s main point of contact. The supervisor can contact hr@extension.wisc.edu at any time with questions regarding their hire.
• ASU HR referred to in this article will generally refer to the HR Generalist that the Supervisor is working with. They can be contacted at asu.exthr@ohr.wisc.edu.

Instructions

I. Forming Search and Screen Committees 

Search and Screen committees serve an important function within the recruitment, assessment and selection process. There should always be more than one person responsible for selection and hiring for positions. There is far too much liability for this process and decision to remain solely with one individual. In most cases, a search and screen committee will be used to evaluate, interview, narrow the candidate pool and provide recommendations to the supervisor. 

A. Supervisor Responsibilities 

1. Select Search and Screen Committee members 
   1. Best practice is to have 4-5 Search & Screen Committee members, but this is flexible depending on the position
   2. It is recommended to include no more than one external partner on the Search and Screen Committee. Please work with Extension HR if you wish to include more than one
2. Search & Screen Committee members must be selected prior to posting and will be identified on the Job Requisition
3. If committee members are added late, notify asu.exthr@ohr.wisc.edu  of member names and email addresses
4. Notify asu.exthr@ohr.wisc.edu who will be doing a full redaction of applicant materials if applicable.
   1. Hiring - Recruitment - Screening - Anonymized Applicant Materials

B. ASU HR Responsibilities 

1. Add Supervisor and all committee members to the recruitment’s Screening Panel folder in Box
2. Upload all applicant materials to Screening Panel folder in Box
3. Prepare Box folders for anonymizing applicant materials.
   1. Hiring - Recruitment - Screening - Anonymized Applicant Materials

C. EXT HR Responsibilities 

1. Consult with the supervisor and search committee as needed on position requirements and screening process.

II. Application Screening/Scoring

For most positions, a cover letter and resume will complete the application materials. If chosen, applicant materials can be redacted to remove any personally identifiable information before they are screened by the supervisor and search and screen committee. Someone will need to be identified on the Job Requisition to fully redact applicant materials.

A. Supervisor Responsibilities

ASU will typically create the screening tool for the supervsior based on the job requirements unless the supervisor requests otherwise. This choice will be made in the Job Requisiton. 

1. If the Supervisor does not request a screening tool from ASU, they must create their own tool from one of Extension's templates and upload to the Job Requisition when submitting to fill a vacancy.
   1. Ensure screening criteria is consistent with requirements in job requisition - copy and paste the required/preferred qualifications into the screening tool 
2. Complete full application screening for applicants with the committee. This screening would consist of using the screening tool to objectively evaluate the application materials to determine which candidates are most qualified to invite for a phone/zoom interview
3. All committee members should review all applications to maintain equity and fairness in the process
4. Submit to asu.exthr@ohr.wisc.edu either:
   1. Each committee member’s completed screening tool; (or)
   2. A comprehensive screening tool with the consensus of the committee’s scores for each applicant

B. ASU HR Responsibilities

1. Review screening scores to ensure fair consideration of each applicant before moving forward
2. Communicate with Supervisor to determine which top scoring candidates to move to interview phase

C. EXT HR Responsibilities

1. Instruct screening committee on process as needed