Transcript UCD Search Committee Process UC Denver Human Resources UCD Search Process Training Did you know? Board of Regents Law: It is the charge of the.

UCD Search Committee
Process
UC Denver Human Resources
UCD Search Process Training
Did you know?
Board of Regents Law:
It is the charge of the Office of
Human Resources to monitor and
review all Faculty, Professional
Exempt, and PRA searches for
compliance with the institution’s
Affirmative Action Program.
UCD Search Process Training
Did you know?
HSC searches for the period of August ‘03 – January
‘04 were audited by the Office of Federal Contracts
Compliance Program (OFCCP).
Several areas of deficiencies were identified:
1. Positions not properly posted
2. New hires that did not follow proper posting
requirements
3. Not enough recruitment and outreach to
veterans
UCD Search Process Training
Did you know?
Failure to comply with federal
regulations and guidelines jeopardizes
the federal funding (grant funds)
received by UC Denver.
UCD Search Process Training
When a search is required
 A search or search waiver is required for all
positions.
 ‘Academic progression’ (Instructor to Asst to
Assoc to Professor) does NOT require a search
or waiver
 All other promotions DO require search, or
request waiver
 Post Docs (1438) are considered training
positions and do NOT require searches.
UCD Search Process Training
Steps in the Search/Waiver Process
Search Process Steps
 Create Position
 Search Plan/Posting the Position
 Applicant Data/Tracking/Reports
 Interviews/Negotiation
 Search Summary - Closing out the search
 Final Hiring Steps
Search Waiver Process
UCD Search Process Training
1. Create Position
Department/Unit creates or changes
position in PeopleSoft-HRMS, if necessary
(enters REC row)
UCD Search Process Training
1. Create Position – Faculty including
PRA
Follow internal process for job description/title
approval.
UCD Search Process Training
1. Create Position-Exempt Professional
Department/School or College sends e-mail to
[email protected] for approval:
▪ Position description/position number
▪ Organizational chart
▪ Proposed salary range
Coming Soon – Position Management Module!
HR Consultant assigned to serve as a member of the
search committee. Be sure to add that person to the
committee in Jobs at CU.
UCD Search Process Training
1. Create Position - Exempt Professional
Sample E-Mail
APPROVAL E-MAIL FOR VACANT OR NEWLY CREATED POSITIONS WHERE A SEARCH WILL BE
CONDUCTED
PN _______, (TITLE) (DEPARTMENT) (EXEMPTION REASON)
The attached job description has been reviewed and has been preliminarily exempted from the state personnel
system because the position:
a) Officers and their executive assistants
b) performs professional work in an academic or academic support work unit
c) performs professional work and is a principle subordinate to the head of an administrative/academic
department or division
d) is the head of an administrative/academic department
e) is 100% grant funded
f) Heads of and professional staff involved in research and grants projects
The salary range is $.....to $..... This position IS/IS NOT eligible for overtime compensation. Incorporate the
salary ranges and the position number into the job description. Please forward the signed copy to me (Box
A005/130) within a week along with an organizational chart. The final, hard copy approval will be returned to you,
once Kevin signs it.
??? will serve as the search committee member from Human Resources. The HR representative will contact
the appointing authority and search chair to provide guidance on committee composition, providing the charge to
the committee, and other resources on the search process. Search committee training is available on-line and
instructions to access the training are available at
http://www.ucdenver.edu/about/departments/HR/FormsTemplatesProcesses/Documents/Word/SearchCommittee
TrainingGuide.doc. It is recommended that the supervisor and/or hiring authority deliver a charge the
committee early in the process, but they are not allowed to actually serve on the committee.
UCD Search Process Training
2. Search Plan – Faculty approval
 Hiring plan submitted to Provost or Dean’s
office
 Once hire approved, Dean’s Office reviews
job ad
UCD Search Process Training
2. Search Plan/Charge
 Hiring Authority meets with search committee and
provides charge. Once committee is charged, job ad
is entered into Jobs at CU.
 Guideline for Charge:
http://www.ucdenver.edu/about/departments/HR/F
ormsTemplatesProcesses/Documents/ChargetoS
earchCommittee.pdf
 Supervisor or anyone in the supervisory chain
cannot serve on the search committee.
UCD Search Process Training
2. Search Plan – Exempt Professional
 Once ad reviewed by search committee, job
ad submitted for approval in Jobs at CU
 Search Committee members must take
search committee training. Available on-line in
Blackboard. Recruiting Diverse Faculty –
Search Committee Training
 HR Consultant assigned to the search will
review ad
UCD Search Process Training
2. Search Plan – Postings/Ads

Postings/Ads must include (see Job Ad Template handout):




Position title (official and working title)
Full or part-time status
Background Check – note in ad if credit check will be required
Minimum and Preferred Qualifications
Education and Training
 Specific skills
 Experience


University Affirmative Action statement:
“The University of Colorado is committed to diversity and equality in education
and employment.”

Background check statement:
“The University of Colorado at Denver and Health Sciences Center requires
background investigations for employment.” or
“UCD is dedicated to ensuring a safe and secure environment for our faculty,
staff, students and visitors. To achieve that goal, we conduct background
investigations for all prospective employees.”
UCD Search Process Training
2. Search Plan – Postings/Ads
 If international applicants are expected, seek
job posting review from the Office of
International Affairs
 If utilizing letter of recommendation function
in Jobs at CU include number of letters you
will require and include e-mail language to be
forwarded once status is changed to request
reference option
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
 Postings/ads must include one of these statements:
Review of applications will begin [month
day, year], and continue until position is
filled
OR
Application deadline is [month, day, year].
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
Review of applications will begin [month,
day, year], and continue until position is
filled.
This means the committee may review
applications after this date and continue to do so up
until hiring decision. Applications received after review
date do not have to be reviewed, but if one is reviewed
all must be reviewed.
There can be no hire until after this date.
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
Application deadline is [month, day, year].
This means that no applications received after this date
may be reviewed.
There can be no hire until after this date.
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
 Do not advertise anywhere prior to HR Office
approval
 Do not say “Open until filled”
 Use only approved ad(s) in all publications
and on all websites. You may have more
than one version of an ad, but all versions
must be pre-approved (attach in Jobs at CU)
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
 For how long must a position be posted?
Rule of thumb: The higher level the
position, the longer the posting.
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
For how long must a position be posted?
 PRA
 2 – 4 weeks
 Faculty (varies based faculty rank/position)

4 – 12 weeks
 Professional Exempt

3 – 8 weeks
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
 Include Benefit statement/salary range information:
Salary range is $ _ to $ _ . OR Salary is commensurate with
skills and experience. The University of Colorado offers a full
benefits package. Information on University benefits programs,
including eligibility, is located at http://www.cu.edu/pbs/
The salary range included in the ad should provide an idea of
the value of the job at that time. The budget of the department
should be taken into consideration and if the School, College, or
department can only afford a certain range that can be included
in the ad vs. the full range of the salary.
Sample language: A salary range has been established at ____
and is negotiable commensurate with candidates experience
and education. You can add information regarding the benefits
available to market the added value of benefits.
UCD Search Process Training
2. Search Plan – Postings/Ads con’t
 HR Office places position announcements on required sites:
Jobs at CU
 Colorado Workforce Center
 HigherEdJobs.com
 Silver & Gold Record (small, free ads)
Job ad automatically feed into Inside Higher Ed and
America’s Job Exchange if you select category in Jobs at CU
posting.
 Dept/Unit places all other ads for a position (e.g., Denver Post,
professional journals). These must be indicated in Jobs at CU
(attach short ad).

UCD Search Process Training
3. Applicants
 Applicant Definition: A person who submits ALL
required information (as stated in job posting) for a
POSTED position.
 Keep applicant data confidential until finalist stage!
 Once person is named as a finalist considered open
record
UCD Search Process Training
3. Applicants
 Applicant sets up applicant profile in Jobs at
CU. All applicant demographic data
(gender/ethnicity if provided)/search
information is documented in Jobs at CU.
 Applicant receives initial acknowledgement e-
mail if all required documents are included in
Jobs at CU
UCD Search Process Training
3. Applicants – Access to applicants
 Guest User Login is activated in Jobs at CU
and shared with the search committee
members so they may review applicants in
Jobs at CU at www.jobsatcu.com/hr
 Directions to set up Guest user login
available in DRL User’s Guide page 16.
UCD Search Process Training
3. Applicants - Status
 Person staffing the search updates status of
applicants throughout the search process (selected
for interview, finalist, not selected/not selected-send
e-mail, recommend for hire)
 Tip – Jobs at CU provides the functionality to assign
multiple applicants the same status in one step. If you
want to update multiple statuses you can check the
names of the applicants and select the status and all
will be updated. Directions are provided in the DRL
User’s Guide on page 23
UCD Search Process Training
3. Applicant Reports
 Departmental EEO Summary – provides information about the
number of applicants for each gender and race; does not
identify the applicants
 Applicant Status Report – provides applicants’ names, the
dates they applied to the posting, current statuses, and all other
statuses they have moved through
 Applicant List Report – provides the names, contact
information, and current statuses of applicants to a posting To
determine the diversity of the applicant pool, run report in Jobs
at CU. System will provide non-identifying information for those
who disclosed.
In active postings click the ‘Get Reports List’ link under the job
posting number to view the reports available. Directions for
running reports are available in the DRL User’s Guide – page 25
UCD Search Process Training
3. Applicants
 Applicants who request information on EEO
and/or ADA issues must be referred to the
EEO/AA Compliance Officer at 303-315-2700.
 Please respond courteously and efficiently to
all applicants– you may be their one and only
impression of our campus.
UCD Search Process Training
4. Interview/Negotiations
After conducing screening interviews, search committee
selects finalists and forwards to Hiring Authority
Final interviews conducted by Hiring Authority
Hiring Authority negotiates with finalists.
Each school has different internal processes for hiring
decisions. Some of these processes include Dean and/or
Provost approval.
UCD Search Process Training
5. Search Summary
 To close out the search, Search Summary
information is completed by the search committee
chair
 Person staffing the search inserts Search Summary
information in notes section of job posting in Jobs at
CU and finalist is recommended for hire. Submit to
HR Office for review and approval. Once designated
as filled requestor receives approval e-mail
UCD Search Process Training
5. Search Summary Content
 Describe selection process, e.g., criteria
used, scoring sheets, number of
elimination steps, etc.

Provide clear, specific, and complete
information about the process used to
identify finalists.

Template available at:
http://www.ucdenver.edu/about/departments/HR/FormsTemplatesProcesses/Documents/Word/
SearchSummaryTemplate.doc
UCD Search Process Training
5. Search Summary Content
SEARCH SUMMARY TEMPLATE
The search summary should not include names (just number of applicants at each stage).
However, it is okay to include the name of the candidate who is recommended for hire.
Name of Position
Search Summary: The search committee received the charge from Appointing Authority’s
Name on XX/XX/XX. The position was posted at Jobs@CU on XX/XX/XX. We received __
applications within the 3 week posting timeframe. The committee met on XX/XX/XX to
select candidates for interviews as well as to create interview questions. The committee
used a screening matrix and selected 7 candidates; these candidates met the minimum
requirements and preferred qualifications and were invited to interviews on XX/XX/XX. The
committee interviewed ____ candidates on XX/XX/XX.
It was determined from the interviews that 3 candidates would be invited back for final interviews
with the Appointing Authority on XX/XX/XX. One of the three candidates dropped out of the
pool, ___ remaining candidates went on to the final interview with the Appointing
Authority. XXXXX was offered the position by the Appointing Authority and accepted the
position. His/her start date is XX/XX/XX.
UCD Search Process Training
5. Search Summary – File
Retention
 If all search information is included in Jobs at
CU, destroy all paper copies. If not, materials
must be kept for two years from the close of
the search. If a search involved a request for
permanent residency, the search file must be
kept for five years. The Office of International
Affairs will store the file for you for
international hires.
UCD Search Process Training
6. Final Hire
 Reference checks are conducted prior to the final hiring decision
(either by the search committee or the hiring authority).
 Hiring department notifies other finalists who are not selected.
 If exempt position, and salary is outside approved range,
Employment Services Director must approve salary.
 When finalist is selected and has verbally accepted position,
Dept/Unit prepares Letter of Offer.
UCD Search Process Training
6. Final Hire
 All prospective employees and current employees
seeking promotional opportunities must have a
background check. If fiscal responsibility include
credit check language in offer letter.
 Submit background check form to HR and include
contact information.
 Offer is contingent upon successfully passing the
criminal background check and/or credit check.
UCD Search Process Training
6. Final Hire
Prior to the effective date of the
appointment, the Chancellor must approve
the appointment.
Chancellor approves via Personnel Action
Spreadsheet that is reviewed by HR prior
to submission to Chancellor.
UCD Search Process Training
6. Final Hire
Submit electronic spreadsheet of proposed hires to HR
for approval by the Chancellor at
[email protected] along with offer
letter
UCD Search Process Training
6. Final Hire
Dept/Unit navigates in PeopleSoft-HR and
appoints finalist.
Note: PeopleSoft-HR approval cannot occur
until receipt of Chancellor approval via
Personnel Action Spreadsheet.
UCD Search Process Training
Search Waiver Requests
(replaces step 2: Search Plan)
 Search Waiver Reasons

1. Position is a limited or interim appointment
up to 12 months (must terminate or appoint by
a search within 12 months).

2. Qualified candidate is available from
previous search. Job descriptions must be
similar. Previous searches Job Posting
number ____________.
UCD Search Process Training
Search Waiver Requests
 Search Waiver Reasons con’t

3. Promotion, transfer, or reinstatement of a
current or former University of Colorado
employee, affiliate employee or state employee.
Explain in Notes/History section.

4. Spousal Hire. Qualified candidate is spouse of
newly hired faculty member or officer. Include
letter of offer for newly hired faculty member or
officer.
UCD Search Process Training
Search Waiver Requests
For Faculty, PRA, and Professional Exempt (once creation is
approved/salary analysis is complete):
 Enter REC row in Jobs at CU (overnight feed)
 Prepare brief job posting in Jobs at CU and designate as
waiver
 Enter waiver reason requested in notes section of Jobs at CU
 Submit to HR for review and approval
 Initial approval sent via e-mail with quick-link to job posting so
candidate can apply in Jobs at CU
 Once designated as filled by HR, requestor receives approval
e-mail
UCD Search Process Training
Search Waiver Requests

Do not negotiate or complete Letter of Offer until
waiver request has been approved.
UCD Search Process Training
Questions?
UCD Search Process Training
Resources
Human Resources – 1380 Lawrence Street, Suite 1050
Main number 303.315.2700
[email protected] or www.UCDenver.edu/hr
Florie Montoya, Director of Employment Services & Compensation
[email protected]
303.315.2741
Department Recruit Liaison’s Guide:
https://www.cusys.edu/jobs/downloads/DRL-Training-Guide.pdf
Campus HR User’s Guide:
https://www.cusys.edu/jobs/downloads/CampusHR-TrainingGuide.pdf
DRL troubleshooting guide:
https://www.cusys.edu/jobs/downloads/DRL-Troubleshooting.pdf
Campus Guest User Guide:
https://www.cusys.edu/jobs/downloads/GuestUserTutorial.pdf
UCD Search Process Training