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Chapter 6: Search Activities

The Review and Screening Process

Send a letter of acknowledgment to all applicants within two days of receipt of their expression of interest or, if that is not feasible, as soon as possible. Include with the acknowledgment an Equal Employment Opportunity Information Request form for applicants to return separately to OAE. Schedule a second reply regarding the completion of the search.

Eliminate the unqualified (those who do not meet the minimum qualifications) and those who clearly would not be suitable for the position, as defined by non-arbitrary standards. OAE staff professionals can help with this, assuring that women and minority candidates, in particular those with non-traditional training, education, and experience, are not routinely eliminated.

Develop a rating and screening system to be used by the committee. A simple 1 to 5 point scheme is adequate, with a section for comments included for additional information. A suggestion: Assemble for each individual under consideration for the position an application package consisting of a letter, CV or résumé, and a work sample. (A piece of job-related writing would be appropriate for faculty and a written vision statement discussing broad professional and/or position-related objectives would be appropriate for administrative candidates.)

The search committee should consider all viable applicants in a group session lasting as long as needed for this purpose. Each search committee member might defend a "curio" applicant, that is, an individual who shows promise but has unusual qualifications or is qualified but has a non-typical training and experience record. The applications can be divided among the search committee's members who act as advocates before the committee as a whole. Keep a confidential record of these proceedings and obtain committee members' agreement to keep the discussions and ratings secret.

If there is any question about the success of a recruitment effort, OAE should be contacted before recommendations are communicated to the hiring officer or a finalist list is submitted. Additional recruitment, properly done, will attract a more diverse group of qualified applicants, thereby providing the hiring unit with more choice.

1. Applicants no longer being considered should be so informed.
2. Possible finalists should be so informed.
3. Short-listed candidates should be phoned
   1. to determine whether they are still interested in the position.
   2. to request from them additional information in support of their candidacy.

It is important that all applicants be treated fairly and equally. A courtesy extended to one applicant should be extended to others. Any applicant who has the impression that he or she has been treated differently from other applicants may take action against the University or may spread this perception with potential candidates for other University positions.

Since 1972 and in accordance with federal Executive Order 11246, when signing a contract or subcontract in excess of $10,000 with the federal government, the University of Illinois has agreed that it "will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin," and that it "will take affirmative action to ensure that applicants are employed and that employees are treated during employment" without regard to these factors.

As mentioned previously, Appendix A contains brief summaries of equal opportunity and affirmative action laws, regulations, and orders which apply to the University's and campus's employment processes. OAE has complete texts of these legal enactments for public inspection.

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