Support Staff Search Procedures - Committee Path

1. The Director appoints the Search Committee and names as chair the head of the division/department or supervisor of the area in which the position is to be filled. If the position has cross-departmental involvement those departments should have representation on the Search Committee.

   It is imperative that the Committee review the UWG Department Head's Guide to Human Resources, especially the section on "Recruitment".

2. The Committee Chair writes the job announcement in consultation with the Search Committee and the Library Director. The job announcement includes the description of the duties for the job, the qualifications for the job, the salary or a salary range, the date of availability, the application deadline (current policy mandates that job must be advertised externally for ten working days), and instructions for application.

   When writing the job announcement, the Committee should consult the Position Criteria to determine the level of the job being posted. Each Department has a copy of this criteria in its Library Departmental Policies and Procedures Manual.

3. The job announcement will be posted on LIBSTAFF for all library staff to offer comments and suggestions.

4. The Committee finalizes the job announcement, and sends it to Human Resources for approval and verifies with Human Resources that all Affirmative Action procedures are being followed. Jobs may also be submitted directly to Human Resources over the Web.

5. After the job announcement is approved by Human Resources, the link to the job announcement is posted on LIBSTAFF. If, after consulting with the Library Director, the Committee decides to place other advertisements, they must follow the guidelines in the UWG Department Head's Guide to Human Resources, especially the section on "Advertising".

6. If a candidate contacts the department for application, they should be referred to Human Resources.

7. The Committee Chair contacts Human Resources to obtain the job applicants' files and then prepares a file on each job applicant.

8. The Committee will select at least three candidates to interview for the position. If there are not three qualified candidates, the committee may decide to interview fewer candidates or reopen the search. If the final applicant pool consists of fewer than three applicants, all applicants meeting the minimum advertised qualifications must be interviewed.

9. The Committee Chair contacts candidates and arranges the time for the interviews.

10. The Committee makes available the resumes of the candidates being interviewed to the Library Staff prior to the interviews.

11. The Committee will make the interview schedule (sample schedule) available to the Library Staff through LIBSTAFF. In composing the schedule, a time must be established for members of the department where the candidate will be working to meet as a group with the applicant. If time permits, a member of the committee takes the candidate on a library tour and introduces the other staff members. After the interviews, the Committee requests input from Library Staff.

12. Prior to making a recommendation, the Committee must contact candidate references. Consult the section on Reference Checking under the heading Recruitment in the UWG Department Head's Guide to Human Resources for more detail.

13. The Committee makes its recommendation to the Library Director.

14. After the Library Director's approval of a candidate:
    • The Committee Chair sends the name of the recommended candidate and the other resumes to Human Resources. Human Resources must review the recommended candidate and the other resumes and approve the recommendation before the Library can extend an offer.

    • The Committee Chair notifies the successful candidate after approval from Human Resources.

    • The Committee Chair notifies unsuccessful interviewees (sample letter) after the successful candidate accepts position.

    • The Committee Chair gives the Office Manager all information needed to prepare the Personnel Action Request (PAR).

    • After consulting with Human Resources, the Committee Chair returns all required materials.

    • The Committee Chair gives all other documentation for those interviewed to the Office Manager to place in the library's files. (Current University Record Retention Schedule requires the files be kept 1 year.)

APPROVED 21 March 2001