Support Staff Search Procedures - Supervisor Path

1. The Director appoints as Hiring Official the head of the division/department or supervisor of the area in which the position is to be filled.

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

2. The Hiring Official writes the job announcement in consultation with 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 Hiring Official 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 library staff to offer comments and suggestions.

4. The Hiring Official finalizes the job announcement, sends it to Human Resources for approval and verifies that all Affirmative Action procedures are being followed. Jobs may also be submitted directly to Human Resources over the Web.
   • After the job announcement is approved by Human Resources, the Hiring Official posts the job announcement (or a link to it) on LIBSTAFF. If, after consulting with the Library Director, the Hiring Official decides to place other advertisements, he/she must follow the guidelines in the UWG Department Head's Guide to Human Resources, especially in the section"Advertisments".

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

5. The Hiring Official contacts Human Resources to obtain the job applicants' files.

6. The Hiring Official reviews each application.

7. The Hiring Official will select at least three candidates to interview for the position. If there are not three qualified candidates, the Hiring Official 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.

8. The Hiring Official contacts candidates and arranges the time for the interviews.

9. The Hiring Official makes the applications of the candidates being interviewed available to the Library Staff prior to the interviews.

10. The Hiring Official will make the interview schedule (sample schedule) available to the Library Staff. 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. The Hiring Official also takes the candidate on a library tour and introduces the other staff members. After the interviews, the Hiring Official requests input from Library Staff.

11. Prior to making a recommendation, the Hiring Official 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.

12. The Hiring Official, in consultation with the next level supervisor, makes a recommendation to the Library Director.

13. After the Library Director's approval of a candidate:
    • The Hiring Official 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 Hiring Official notifies the successful candidate after approval from Human Resources.

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

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

    • After consulting with Human Resources, the Hiring Official returns all required materials.

    • The Hiring Official 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