Search & Screening Procedures For Non-Faculty Positions

1.0 Overview

Few other committees perform a task that is as vital to the overall strength of the University as search and screening committees. Formed for the purpose of recommending the individuals who will serve as new staff members for UNG, these committees are tasked with carefully reviewing application documentation, conducting candidate interviews, checking references and ultimately recommending individuals whom the committee believes best meet the position qualifications.

Some positions may be filled without a search committee (generally these are entry level positions, custodial positions or grounds positions). Even when a search committee is not utilized, hiring managers are responsible for all hiring steps, beginning with 3.0.1 (Responsibilities of the Committee Chair).

Please review the General Criteria for Employment policy and the Employee Recruitment policy in their entirety.

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Employee_Recruitment_1.pdf

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_General_Criteria_for_Employment.pdf

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653

2.0 Committee Composition/Selection

Search and screening committees are generally composed of three to five members, although they can be larger. One individual is identified as the committee chair. Depending on the level of the position, the hiring manager may act as the committee chair. Alternatively, the hiring manager may wish to abstain from the committee’s work and make a hiring decision after receiving recommendations from the search committee.

Membership on the committee is usually driven by the nature of the position. Depending on the scope of the position’s responsibility, the committee should include staff members or faculty from areas across campus.

3.0 Committee and Committee Chair Procedures/Responsibilities

Once a search committee has been formed, it is the responsibility of the committee chair to call the initial meeting. At the meeting the members of the committee will decide on a deadline for reviewing applications in the Careers system and will set tentative deadlines for selecting a first round of applications for further review and possible interviews.

As the committee begins its deliberations, conversations that could explicitly or implicitly violate federal and/or state laws regarding affirmative action or equal employment should be avoided. Guidance on this issue is provided in Appendix I (Interview Question Guide). Generally, questions that should not be asked of a candidate should also not be discussed among committee members.

3.0.1 Responsibilities of the Committee Chair

The search committee chair has several roles in the search process. Among them are:

Establishing meeting dates for the committee.
Communicating regularly with committee members.
Ensuring that university, Board of Regents, and affirmative action guidelines are followed throughout the process.
Ensure Employee Hiring Training is completed by all members of the committee before application review begins.
Communicating with the Office of Human Resources so that procedures are followed and all applicant information is received by the advertised deadline for a position.
Conduct appropriate reference checks as necessary to verify employment and/or obtain job related information that will assist in determining the candidate’s qualifications and suitability for the intended position. Before making a reference inquiry, obtain permission from the candidate so as not to jeopardize the individual’s current employment status.
Serves as the point of contact with candidates and assisting them with information regarding the institution and/or the community when requested.
Establishing phone/teleconference interviews with promising candidates.
Collaborate with committee members to establish appropriate interview questions.
Arranging campus visits for candidates and ensuring that they are escorted to the appropriate offices during the visits.
Provide an interview itinerary to all those on campus who will interview the candidates at least 24 hours in advance of the interviews.
Completing appropriate tasks in Careers regarding applicants throughout the search process. This only applies if you’re the hiring manager.

3.0.2 Screening Candidates Applications

The review of candidate applications material is the first step taken by committee members towards selecting candidates recommended for hire. Review of applications may begin upon receipt in Careers. All applicants’ materials must be reviewed by the search committee until such time as the position is officially closed in Careers. Internal jobs postings should remain open for a minimum of three (3) business days. External job posting should remain open for a minimum of five (5) business days.

Screening should never be on a “points” basis. Using a numerical point system to rate applications leaves the university vulnerable to legal action if the candidate hired does not have the highest cumulative total.

Instead, applications should be rated as “top3”, or “yes/no/maybe”. The search committee should then compare their ratings of each application and develop a consensus about applications that should move forward in the process.

What follows are some points to consider as one reviews a candidate's file:

Does the candidate meet the minimum requirements for the position as advertised?
Is the file complete?
Did the candidate submit all the material as requested in the advertisement?

3.0.3 Interviewing Candidates

Review resumes collected via the Institution’s applicant tracking system (ATS), source passive candidates (recruitment of those not actively searching) and identify the most qualified applicants to move to the next phase of the selection process. Proceed through the screening and selection stages (including reviewing candidate’s application materials, conducting interviews, verifying references, etc.) and select the most suitable candidate. When applicable, review internal candidates and enact Board Policy 8.3.3.1 Intra system Recruitment and USG HRAP on Eligibility for Rehire as appropriate by contacting the appropriate Institutional manager or HR department.

During the interview process the candidate should be given information about UNG and about the position. Questions asked of the candidate must be related to the job duties of the position. See Appendix I and II for information about appropriate interview questions non-permissible/permissible, and competency based interview questions.

4.0 Costs Associated with Advertising and with the Interview Process

Advertising expenses incurred during the search process are the responsibility of the hiring department. Human Resources will place requested advertisements and will then bill the department for reimbursement of the amount paid.

If travel is required, candidates may be reimbursed up to the current per diem rate for employee travel. Expenses are charged to the hiring department.

5.0 Reference Checking & Confidentiality

Georgia’s Open Records Act gives position candidates the right to inspect evaluation documents that are submitted as part of an application package. A document may be exempt from the Act when it is clearly identified as being a “confidential evaluation.” When references are solicited about a potential new employee, the person providing the reference should be informed of the candidate’s right of access to the evaluation.

Comments to the potential reference might be as follows:

“We are considering ______________ for a position as ______________. She/he has listed you as a reference. We would like to ask a few questions based on your experience working with her. You should know that as a state institution, University of North Georgia must adhere to the Georgia Open Records Act. Because of this, most documents except for those identified as ‘confidential evaluations’ are subject to disclosure upon request. If you prefer that the information you provide not be disclosed to the candidate, please let me know now so I can note the file”.

If you are asking for a written evaluation, you should provide the same information about the Open Records Act, and ask the reference to indicate on the evaluation form that it is a ‘confidential evaluation’.

Among other records not subject to disclosure are confidential evaluations submitted to, or examinations prepared by, a governmental agency in connection with the hiring of public officers or employees; records relating to the investigation of the suspension or firing of public officers or employees or of complaints against them, until ten days after the same information has been presented to the agency or officer, or at the conclusion of the investigation; and certain records pertaining to real estate appraisals, cost estimates, and bids.

Applicants have the right to expect confidentiality in their search. Many applicants request that their employer not be contacted unless they are a finalist. This expectation must be honored.

5.0.1 Notes

The chair of the search committee may wish to collect and compile the written objective notes on applicants taken by committee members at the conclusion of the search process. It is at the chair's discretion as to whether or not to collect such objective notes.

5.0.2 Sample Reference Questions

Reference Name
Title
Company
City, State
Phone
The date the information contained in this reference was obtained on.
How long have you known the candidate and could you please describe your professional relationship?
How would you assess this candidate’s communication skills (writing, speaking, listening)?
How would you assess this candidate’s strengths in internal administration and leadership (e.g. personnel selection and supervision, enrollment management; relating to students, faculty and staff; strategic planning; program development; financial management)?
How would you assess this candidate’s strengths in external relations, including building connections to the community, businesses and organizations?
Are there any particular areas that you might identify as “gaps” that this candidate would need to strengthen in order to serve effectively in this role?
Is there any other information which you believe the Search Committee needs to know about this candidate?

6.0 Job Offers and Offer Letters

Please note that no verbal offer of employment can be made to any applicant until Human Resources has confirmed the salary and terms of employment. All offer letters will be produced by Human Resources. This will include notification to the potential new employee that he/she must pass a background check.

7.0 Disqualification of Employment

Consistent with University System of Georgia regulations, A candidate will be disqualified for employment for any of the following reasons:

A criminal drug conviction shall disqualify a candidate for at least three (3) months from the most recent conviction date. A second or subsequent criminal drug offense shall disqualify a candidate from employment or re-employment for five (5) years from the most recent conviction date.
The candidate applying for a position of trust has been convicted of a felony or crime involving moral turpitude unless the applicant has been pardoned.
Any false statement of material fact during the screening process.
The candidate is or has been a member of an organization advocating the violent overthrow of the United States or State of Georgia government.

Board of Regents policy also allows that "no individual shall be employed in a department or unit which will result in the existence of a subordinate-superior relationship between such individuals and any relative of such individual through any line of authority. As used herein, 'line of authority' shall mean authority extending vertically through one or more organizational levels of supervision or management."

Appendix I

Interview Question Guide
Before a candidate is interviewed, committee members should familiarize themselves with this guide. In every instance, questions must be job-related and necessary for determining the applicant’s potential for employment at UNG. When interviewing applicants, the method (phone, teleconference, etc.) must be consistently followed for each candidate in order to maintain equality in the interviewing experience. Additionally, each applicant within a search must be asked the same questions when being interviewed.

Do not ask the open-ended question “Tell me about yourself”. This question poses a risk that the candidate will tell you about their affiliation with the local church, their handicapped child, their domestic partner, etc. A candidate who has provided this sort of information can later claim that she was denied the position because of race, religion, age, etc.


Topic	Not Permissible	Permissible
Address/Length of Residence	About foreign addresses that would indicate national origin (such as birthplace) Names or relationships of people with whom applicant lives Whether applicant owns or rents	How long have you lived in (city, town)? Phone number and other contact information
Age	Age or date of birth Questions that would tend to identify persons who are 40 and older (“Do you remember being at work before e-mail was introduced?”)	If a minor, require proof of age in the form of a work permit or a certificate of age If age is a legal requirement, can ask, “If hired, will you be able to furnish a proof of age?”
Arrest and Conviction	Have you ever been arrested?	For certain positions (for example, law enforcement), criminal history inquiries may be permissible during the interview phase. Always consult with Human Resources in advance for guidance.
Attendance, Reliability	Number and/or ages of children? Who is going to baby-sit? What is your religion? Do you have pre-school age children at home? Do you have a car?	What hours and days can you work? Are there specific times that you cannot work Do you have any responsibilities that will interfere with specific job requirements such as traveling?
Citizenship/ National Origin	What is your national origin Are you native-born or a naturalized citizen? Where are your parents from? What is your maiden name?	Are you authorized to work in the United States? Have you ever worked under a different name?
Credit Record	Do you own your home? Have your wages ever been garnished? Have you ever declared bankruptcy?	No questions.
Disabilities, Handicaps, Illness	Do you have any (job) disabilities? May not ask: About the nature of or severity of a disability/handicap. What happened to you? How will you get to work? What sort of treatment do you need? Have you ever been addicted to illegal drugs or treated for drug or alcohol abuse, ever received workers compensation, or been hospitalized/ treated for physical or mental health conditions, or ever been absent from work due to illness? Will you need accommodations? What kind of accommodations will you need?	• Can you perform the duties of the job you are applying for (describe duties to candidate)? How would you perform this particular task? • State the attendance requirements and ask if the candidate can meet them. What was your attendance record at your prior job? Wait until the candidate requests or mentions an accommodation before discussing the topic of accommodations (it is the candidate’s responsibility to make a request for accommodation).
Education	When did you graduate from high school or college?	Do you have a high school diploma or equivalent? Do you have a university or college degree? What academic, professional, vocational schools did you attend? Can you provide us with an official transcript?
Gender	• Do you wish to be addressed as Mr., Mrs., Miss, or Ms.? • What is your maiden/birth name?	Generally, no questions may be asked about gender unless gender is a bona fide occupational qualification (e.g., locker room attendant).
Language	• What is your native language? • Inquiry into how candidate acquired ability to read or write or speak a foreign language.	What languages do you speak and write fluently? (If the job requires additional languages.)
Military Record	What type of discharge did you receive?	What type of education, training, work experience did you receive while in the military?
Organizations	List all clubs, societies, and lodges to which you belong.	Inquiry into candidate’s membership in organizations which the candidate considers relevant to his or her ability to perform job.
Parental Status	Inquiry into whether candidate has children, plans to have children, or has childcare arrangements.	May ask if candidate can meet specified work schedules or has activities, commitments, or responsibilities that may prevent him or her from meeting work attendance requirements. If such questions are asked, they must be asked of both sexes.
Physical Features	It is illegal to ask about weight, height, impairment, or other non-specified job-related physical data.	No questions.
Race or Color	Complexion or color of skin.	No questions.
Reference Checking	• What is your father’s surname? • What are the names of your relatives?	• By whom were you referred for this position? Names of people willing to provide references.
Religion or Creed	• Inquiry into candidate’s religious denomination, religious affiliations, church, parish, pastor, or religious holidays observed. Willingness to work any particular religious holiday.	Can advise candidate about normal hours and days of work required by the job to avoid possible conflict with religious or other observances.
Sexual Orientation	No questions.	No questions.
Worker's Compensation	• Have you ever filed for worker’s compensation? Have you had any prior work injuries?	No questions.

Appendix II

Examples of Competency Based Interview Questions (Technical and Behavioral Competencies)


Job Related Competency	Sample Questions
Customer Orientation	How do you handle problems with customers? Give an example. How do you go about establishing rapport with a customer? What have you done to gain their confidence? Give an example. What have you done to improve relations with your customers?
Conflict Resolution	Describe a time when you took personal accountability for a conflict.What was the issue and how was it resolved?
Decision Making	Discuss an important decision you have made regarding a task or project at work. What factors influenced your decision? Everyone has made some poor decisions or has done something that just did not turn out right. Has this happened to you? What happened? Tell us about a time when you had to defend a decision you made even though other important people. What was your most difficult decision in the last 6 months? What made it difficult doing it?
Detail‐Oriented	Have the jobs you held in the past required little attention, moderate attention, or a great deal of attention to detail? Give me an example of a situation that illustrates this requirement.
Technical Skills	What type of software programs do you consider yourself an expert in? Tell us about a time that you utilized a software program to resolve a business issue and improve efficiencies. What kinds of problems have you had coordinating technical projects? How did you solve them?
Professional Expertise	Tell us about a time that your knowledge and subject matter expertise were instrumental in the successful development and/or implementation of a project or program for the organization that you worked for.
Employee Development	Tell us about a training program that you have developed or enhanced. Have you ever had an employee whose performance was consistently marginal? What did you do?
Delegation	How do you make the decision to delegate work? What was the biggest mistake you have had when delegating work? The biggest success?

Statement of Nondiscrimination

The following is the official University of North Georgia Affirmative Action / Equal Employment Opportunity Statement of Nondiscrimination.

University of North Georgia is committed to affirmative implementation of equal opportunity in education and employment. To that end, UNG does not discriminate against individuals on the basis of race, color, gender, religion, creed, national origin, age, disability, genetics or protected veteran status in its programs and activities, including in the administration of its admissions policies, educational policies, employment policies, or any University governed program or activity.