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#12 - Employment and Recruitment Procedures for Administrative Positions


Approved: December 7, 2005

Monitor: President


TERMINOLOGY

Hiring Agent = Direct line supervisor for vacant position; may or may not be chairperson of the screening committee

Supervisor = Hiring agent's direct line supervisor 

Chairperson of the Screening Committee = Designated by the Hiring Agent

Form A = Personnel Authorization Request (PAR)

Form B = Recruitment Plan and Position Description

EEO Card  = Applicant information cards (print or electronic) provided by the Office of Civil Rights and Diversity

Applicant = A person who submits materials for a specific position

Candidate = A person listed on Form C

Form C = Candidate Selection Form

Form D = Request to Offer Appointment

AUTHORIZATION

Before a vacant position can be advertised or filled, both Forms A and B must be approved.  Form A must be signed by all the appropriate line supervisors and, where appropriate, the Vice President or the President.

Guidelines for hiring Academic Department Chairpersons are described in a separate policy.

RECRUITMENT

The Hiring Agent and the Civil Rights Director shall discuss the composition of the unit’s administrative employees and its recruitment and retention efforts for persons from underrepresented groups.  The Hiring Agent is responsible for developing a recruitment plan that encourages the formation of a large, diverse, highly qualified applicant pool.  Before the advertising and screening process can begin, the appropriate Supervisor and the Civil Rights Director must approve the Recruitment Plan.

Normally a Vice President or the President is not required to approve a Form B unless the position is a direct report to that administrator.  The Supervisor, the Hiring Agent, and the Civil Rights Director must approve the Form B.

The Recruitment Plan shall address at the minimum the following items:

Position Description

The position description should describe those duties regarded as essential to the specific position being advertised, and also those duties expected of all other comparable administrators in the department/unit.  Attach the position description to the Form B.  This description should be the basis for the vacancy announcement and all advertising.

Recruitment and Advertising Process

In most instances, an administrative position shall be filled through an external recruiting process.

  1. The Hiring Agent shall list the specific recruitment sources to be used.  The Hiring Agent with the approval of the Civil Rights Director shall identify additional specialized strategies to recruit applications from underrepresented persons for the position

  2. If after the Recruitment Plan has been approved, the Hiring Agent or the Screening Committee Chairperson deviates from the approved plan, the Civil Rights Director shall approve any change.

  3. The vacancy review date or closing date for announcement and advertisement should state what constitutes a complete applicant file.  The vacancy announcement shall carry the following statement: Eastern Illinois University is an equal opportunity/equal access/affirmative action employer committed to achieving a diverse community.  Advertisements with limited space may close with the following: EEO/AA.

In some special circumstances (e.g., budgetary restriction or internal restructuring) positions may be filled with an internal screening process.  If an internal recruitment process is contemplated, the appropriate Vice President and the Civil Rights Director must approve a recruitment rationale.  If an internal recruitment process is contemplated for a presidential direct report, the President and the Civil Rights Director must approve a recruitment rationale.

The Recruitment Rationale shall address the reasons for using the internal recruitment process, describe the composition of the screening committee, and describe the interview and selection process.  This Rationale shall be routed for approval through the appropriate Vice President, the Civil Rights Director, or the President before an internal selection process may be acted upon.

Screening Committee

The Chairperson of a screening committee shall not be the one who directly reports to the position being filled.  The Civil Rights Director or designee serves on all administrative screening committees and may be a voting member of the committee.

  1. The Hiring Agent shall list the unit or group composition of the screening committee, and designate the chairperson of the screening committee in the plan.  If, after the plan is approved, any change occurs in the committee composition, the Hiring Agent shall notify the Civil Rights Office at the time of the change.

  2. The Hiring Agent shall describe in the Recruitment Plan the scope and function of the screening committee in reviewing applications, recommending potential candidates, interviewing, and providing commentary on the final candidates to the Hiring Agent.

  3. The committee shall be convened and meet on a regular basis.

  4. The plan shall include a tentative timetable of important dates in the screening process.  

A. Vice Presidencies and Other Presidential Direct Reports

The President shall appoint members of the screening committees for these positions.  These screening committees shall have appropriate university-wide representation including faculty, administrators, civil service staff, and students.  Particular attention shall be paid to achieving a diverse composition.  If a non-employee is asked to serve on a screening committee, the President’s Office shall provide the individual with information about service.  Unless approved otherwise, screening committees shall not exceed nine members, including the chairperson.  Prior to finalizing the list of groups/constituencies to be represented on the screening committee, the proposed constituency composition of the screening committee shall be circulated among campus groups for comment.

B. All Other Administrative Positions

The appropriate Supervisor or designated Hiring Agent shall appoint the members of screening committees for these positions.  Particular attention shall be paid to achieving a diverse composition.  If a non-employee is asked to serve on a screening committee, the individual shall be provided with information about service.  Unless approved otherwise, screening committees shall not exceed seven members, including the chairperson.  Prior to finalizing the list of groups/constituencies to be represented on the screening committee, the appropriate Supervisor or designated Hiring Agent shall circulate the proposed group/constituency composition among campus groups for comment.

EMPLOYMENT PROCESS

After approval of Form A and the Form B/Recruitment Plan, the Hiring Agent shall announce the vacancy and carry out the Recruitment Plan.

The Hiring Agent and the appropriate Supervisor are responsible for the employment decision.  The Hiring Agent is responsible for providing guidance and support to the designated Screening Committee Chairperson regarding the entire employment process.  At the beginning of the screening process, the Hiring Agent shall explain to the committee its duties as outlined in the Recruitment Plan.

The Hiring Agent and the Screening Committee Chairperson are responsible for ensuring that all application materials are secured.  Unless otherwise authorized by the President, only persons directly involved in the employment process shall have access to all applications and supplementary materials.  All screening committee information and materials are confidential, and may only be discussed with others directly involved in the employment process.

Application Process

  1. All letters of interest and credentials shall be directed to either the Hiring Agent or the Screening Committee Chairperson as prescribed in the Recruitment Plan.
  2. The Hiring Agent or the designated Screening Committee Chairperson shall be responsible for obtaining a complete applicant file as described in the vacancy announcement.
  3. The Hiring Agent or the designated Screening Committee Chairperson shall be responsible for sending each applicant an EEO card, information and directing the applicant to information about the department/unit, the University, and the community.

Candidate Selection Process

The Screening Committee shall function according to the charge outlined in the Recruitment Plan and expressed at the organizational meeting.  No candidates may be invited for interviews until the Form C is approved by the Office of Civil Rights and the appropriate Supervisor and Vice President/President as designated in the Recruitment Plan.

  1. Appropriate actions shall be taken by the Civil Rights Director and/or the Supervisor to ensure that the Recruitment Plan has been followed.  And, in addition, if the candidate pool is of insufficient quality, size, or diversity, the decision may be made either to re-open the screening process, to fill the position temporarily, or to cancel the screening process.
  2. The Screening Committee Chairperson or the Hiring Agent/Supervisor shall invite candidates for interviews.  Invitations may address such topics as reimbursement for interview expenses, required documentation pertaining to employment eligibility as required by federal guidelines, and information about the positions.  

Candidate Interview Process

  1. The Hiring Agent shall approve the interview schedule.  All administrative positions shall include appropriate times in the interview schedules for the members of the units most directly affected by the positions to interview candidates.  All vice-presidential positions and other presidential direct report positions shall include appropriate times for members of the University community to interview candidates.
  2. The Hiring Agent or the designated Screening Committee Chairperson shall ensure that the candidates’ evaluation forms are distributed at interview sessions.  Other signed memoranda or communications may also be considered by the committee.
  3. The Screening Committee Chairperson, following the guidelines in the Recruitment Plan and the Hiring Agent’s charge to the committee, shall collect a composite summary of the data from the interview sessions, summary comments from the screening committee, and reference information.

    For the positions of director, dean, assistant/associate dean, assistant/associate vice president and vice president, this material and all candidate files shall be directly forwarded to the Office of Civil Rights for review.  The OCR shall then forward the files to the Hiring Agent.  For all other administrative positions, this material and all candidates’ files shall be forwarded directly to the Hiring Agent.  The Hiring Agent, the Supervisor, the appropriate Vice President, the President, and the Office of Civil Rights may review the final candidates’ files, as part of the employment process.
  4. The Hiring Agent is responsible for ensuring that the final candidates’ references have been appropriately checked, and that the credentials are appropriate for the advertised position vacancy.

OFFER OF APPOINTMENT

No offer of employment may be made until the appropriate Vice President or the President and the Civil Rights Director have signed the Form D.

  1. After consultation with the screening committee, the Hiring Agent shall prepare the Form D and forward it together with the candidate's complete application file to the Office of Civil Rights.  Upon review of the Form D and materials, the Office of Civil Rights will forward the Form D to the Supervisor for approval.
  2. The Supervisor/Vice President shall forward the recommendation to the President.
  3. The President shall send an offer of appointment with a return date specified.  The offer shall also explain that the new employee shall complete an Employment Eligibility Form (I-9) within the first three days of reporting to the University.

COMPLETING THE EMPLOYMENT PROCESS

The Hiring Agent or designee shall notify all unsuccessful candidates and complete all  remaining paperwork associated with the search and interviews.

All newly hired employees shall be required to complete the State of Illinois Ethics Training.

ACTING (Temporary) ADMINISTRATORS and REASSIGNED/EXPANDED ADMINISTRATIVE DUTIES

If a Hiring Agent is contemplating filling an administrative position with a temporary appointment, a rationale shall be prepared which explains the reasons for filling the vacancy with a temporary appointment, describes how the affected constituencies will be consulted regarding the person to be named in the position, and states when the national search is projected to begin to fill the vacancy.  An appropriate length of time shall be set aside for constituents to forward comments to the Hiring Agent or Senior Line Supervisor.  This rationale must be approved by the Civil Rights Director and the appropriate Vice President before the Hiring Agent may proceed with actions to name an acting administrator.

If a Hiring Agent is contemplating reassigning an administrative position or expanding the duties and scope of an administrative position, a rationale shall be prepared which explains the reasons for this action and describes how the affected constituencies will be consulted regarding these changes.  An appropriate length of time shall be set aside for constituents to forward comments to the Hiring Agent or Senior Line Supervisor.  The rationale must be approved by the Civil Rights Director and the appropriate Vice President before the Hiring Agent may proceed with actions to reassign the administrative position or expand the duties of an administrative position.