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Western Kentucky University

Training Video Transcript

Transcripts For The Training Videos

Table of Contents

The purpose of the Search and Screen Committee Training is to make your life a little bit easier as you go through the employment process. The screen you are reviewing now is the Table of Contents. We also have a link that allows you to click if you want to complete the entire training. If this is your first time going through the process or your first time reviewing this training, we do strongly recommend for you to click here and go slide by slide. Now, we do understand that if you have been on several committees from this forward, and if you choose to chair from this point forward, multiple times, there may be times where you want to come back and go out of order with these slides just to review certain documents and we wanted to provide you with the flexibility to accomplish this task as well.

Introduction

The introduction encourages anyone involved in the hiring process to review this information. There are three types of categories that require Search and Committee Members. The first being Executive, which normally includes Vice Presidents, Directors and other leaders. The next category being Faculty and the final category being Professional Non-Faculty. You will also notice contact information for the Equal Opportunity office and also an Opening Letter. So, if you would like to click on the Opening Letter it shares the mission of the department and also the strives towards diversity at Western Kentucky University. At the bottom of each slide you will see a few arrows. If you click on this arrow it allows you to go to the next slide. If you would like to go back, you can click on this arrow. The next arrow you will notice normally has this bar which will allow you to go to the very last slide of the process and will provide you with an opportunity to update your information and let us know that you have completed your training in full. This arrow will allow you go back to the introduction. At the bottom of each slide, you will notice a Table of Contents section that when you click here it allows you to go in any order you wish to review documents and slides and of course to click this link to bring you back to the first slide.

Search and Screen Committee Chair

The Search and Screen Committee Chair is the main liaison between the Hiring Official and the Search and Screen Committee. This individual is also the primary point of contact in any search. What you will notice are options for letters of recommendations to be submitted, which are normally for Faculty positions and also telephone reference check documents which are normally for Staff positions. Below, you will also notice a link which will show an example of a check document that is normally initiated by a committee chair to review with his or her committee. These are just a few examples of the purpose of the initial committee meeting to make sure the Search and Screen Committee Chair is acknowledged by the Hiring Official. This is the process in which a position description is created, for all of the committee members to make sure they know each other and get a direction on the best way to proceed from this point forward.

Search and Screen Committee

The purpose of a Search and Screen Committee is to do what I like to call an investigation on each individual who applies for specific positions. The purpose of this quote on quote investigation is to find out the factual strengths and weaknesses of everyone who applies whether it comes through resumes, cover letters, vitas or even reference checks. A Search and Screen Committee should always consist of at least three people. One of those should be a male, another should be a female and also one being a minority. If you look at the bottom of the screen you will see Tips for a Successful Search. When you click on the link it will allow you to pull up a Microsoft Word document that will cover specifics about screen committees, Search and Screen Committees. For instance it talks about accountability and educates you about bias recognition, but something that is extremely important is that of confidentiality. If the individual who is not involved in a hiring process ask the committee members or wants to find out what is going on in a process, that is definitely not acceptable. Any information that is talked about within a committee should only be kept within the committee and with that of the Hiring Official and those who sign the approval slots on each of the forms that we have as part of the process. If you scroll down to the second page, this document outlines specific duties of a committee chair and that of committee members. As each of you may know, searches may take some time and it is more of an investment you all are putting in. Your Hiring Official is not able to make the most accurate decision without your due diligence in finding strengths and weaknesses to provide he or she with to be of assistance.

Advertising and the Job Announcement

The methods of advertising and creating the job announcement is essential to any search. It can either make or break the process. With any search, it is important to create a job description which formulates in to a job announcement that shares a little bit about the city of Bowling Green, the university in addition to primary duties and responsibilities of any position. Sometimes what you will hear referred to often is required qualifications. This is very essential because it allows you the chance to review the strengths and weakness of each and every person who applies and make an accurate decision on who is most qualified and most appropriate for the positions. At the bottom of each job announcement you will want to add two statements. One is the EEO statement which covers some of the laws and shares what we as a university strive to do. The following, is if you have any individual with a disability who is applying for the position they can contact our office to receive accommodations. What is very important is for them to call at least five working days in advance so if they need assistance with the application process or even with the interview process this allows them the chance to contact us directly because this information is confidential. At the bottom of this slide you will see a few different links. Some that cover the Overall Search and what you are to look for and actual examples of what job announcements should resemble. When you are developing a position, it is very important to make sure it is essential to what the department or the division needs to be successful. If you click on the Faculty Job Announcement, this is just an example of some we have seen, but the Faculty Job Announcements do cover information about the university, responsibilities, minimal qualifications and even allows the individual to see who he or she should apply to which is also a very essential point. Often in job announcements you will see review of application date versus a deadline. The reason this terminology is so important is because departments want to keep a position open until it is actually filled. This allows each department to be flexible in this regard. Whenever you are not looking at a Faculty Job Announcement we also have that for staff. For some of you that know, with staff positions, these individuals apply through the Human Resources Department with similar information that Faculty look for such as responsibilities and the position and sometimes the application procedure.

Recruiting

Recruiting is an essential tool to ensure a search will be successful. Normally with committees I have seen departments request that each committee member contact three individuals. One of these individuals should be a female, another being a male and the final one being a minority. When each committee member strives to contact these three types of individuals it allows for a better chance of casting the net as wide as possible and ensure diverse and qualified individuals apply. Of course there are a lot of sources you can email your job announcement to, or mail the information to which are located in these sections. This link that is called Search or Recruit allows you a chance to review how to best recruit as an overall summary. For instance if you want to send an email or letter to a Historically Black College and University, we have compiled a list of these types of institutions. Now, this is just an example and although we have these types of resources it is important that if you are in a department, for example, such as Marketing, yes we do have the HR Director for Alabama A & M; however, you may also want to reach out to the Marketing Department in this specific entity. We do not require or request for you to email your advertisements to all of these institutions, but maybe choose one of two from each. Whether if it is through an email a phone call, requesting them to post your job announcement, but make sure the job announcement you send is the one that actually got approved from the EEO office after it has come through the signature process.

Demographic Information

Demographic information is requested from each individual who applies for any position across campus. Because Staff positions go through the Human Resources Department, they have an option on their electronic application to provide race and gender information. Because Faculty apply through paper processes, most of the time, we provide an Optional Self-Identification Form that can be sent to each individual. With the Self-Identification Form, departments may see fit to go ahead and type in this information that revolves around the position, provide the requisition and position numbers to make it a little bit easier for those who are submitting their application materials. In Section II you may notice that we have as it appears in your application materials when the individual types or writes in their names. Sometimes we have had issues in which an individual may apply under one name, but on their Optional Self-Identification Form, they may have applied under a different name. This can sometimes be confusing and so to ensure that we have the correct person in a specific applicant pool and to make sure we have counted their race and gender information accurately we do ask for some consistency with the full name and also with the mailing address. With Section III of the document, this is the Race and Gender information and it allows the individual to select the option that is most appropriate for them. If they have questions about how each are defined, we have provided a link to show those definitions. To the right, they also have an option to discuss their gender. If they choose not to respond we have those options as well. In reference to the referral sources, this allows the individual a time to select each way that they found out about a position. For instance, if they heard about it from a source at WKU, it allows them to select WKU and also maybe type, if it's from an employee, from a friend, a relative, so on and so forth. With this information they can click all six of these check boxes or they can choose to select only one. At the bottom you will notice that if they choose to print the form they also have the option of signing it and can also date. Because we know some individuals are comfortable with technology and others prefer more of a paper process, this form allows both to be taken care of accurately. If the individual chooses to type and press submit, this form will come to our inbox at the Equal Opportunity Department; however, if they want to type and print, or write and print, they can feel free to mail this information to this mailing address or also fax the information and that number is depicted here.

Screening and Evaluating Job Seekers and Applicants

The Search and Screen Committee, in addition to the Hiring Official, will each have the opportunity to review all application materials for each individual who applies. In the title of this slide you will see a term that is called Job Seekers and also that that is known as Applicants. Job Seekers are known as individuals who applied for a position, but do not meet the minimum requirements and/or those who may be qualified for a position, but choose to withdraw at any point in the process before the Form 3 is approved and the job is actually offered. An applicant is someone who meets all required qualifications and stays in the process though completion. There are some questions about if a department is expected to allow an individual who submits an incomplete application to resubmit their documentation. That answer is left up to each department. Some departments may choose to provided 48 hours or a week to any individual who submits an incomplete application, regardless of faculty or staff. Some departments feel that if an individual does not follow instructions or directions, that person will not be considered for an interview. Either way is acceptable as long as each department is consistent for the way they treat every search. In reference to Hiring Officials, Supervisors and Committee Members, throughout the hiring process conducting reference checks prior to employment are very essential. If you review the links at the bottom, these are some documents that may serve as assistance throughout this process. Something that may be helpful to decide if an individual is qualified, is the Resume and/or Vitae Review Summary. This document is something I like to call the note-taker because it allows an individual to articulate about each individual's education, their experience and also their special accomplishments. This is normally very helpful to decide who is qualified versus most qualified and appropriate throughout a hiring process. The telephone reference check, I was speaking of, is located in this link. This check provides you with a list of 10 questions that you may choose to utilize, but it is not mandatory. Several departments have utilized these verbatim and have found great success. Others have created questions of their own. Some departments have combined the two together. As long as your questions are consistent and ethical for each search, that is acceptable.

Certification of Applicant and Interview Pools

Certification of Applicant and Interview Pools occurs during the Form 2 process. It is the time in which a department decides who they want to select for an interview based on the amount of individuals who applied and were viewed as qualified and not qualified. The Equal Opportunity Department goes through a certification process simultaneously for both the applicant pool and interview pool process. This information shows up on the Applicant Pool Worksheet which you see on the next slide. In reference to interviews, the EAU may contact a department if they notice a minority and/or female met the qualifications for a position, but may not have been selected for an interview. This just brings awareness to a department because the individuals in this role of whether a Search and Screen Committee or the Hiring Official would not have had access to the information to see who was part of the protected class. When the EAU brings this awareness, it allows a department to pursue a good faith effort to bring in this specific minority or female to the interview process and consider them for further hiring.

Certification of Applicant and Interview Pools (continued...)

During the Certification of Applicant and Interview Pools, this is the primary step in which the Search and Screen Committee find the strengths and weakness of each individual who applied. The purpose of this is to allow the Hiring Official decide who he or she would like to select for an interview based on strengths and weaknesses gathered by the Search and Screen Committee. After the decisions are made, or through the process of narrowing down those who will be brought to campus for an interview, some tools to utilize are that of a telephone screen, maybe a Skype interview, in addition to reference checks and some other ways to narrow down the pool to those who are most qualified and most appropriate. Throughout the search, the Search and Screen Committee will be compiling a lot of information, normally through writing or typing or what is best for that specific search. A lot of this information will be uploaded to what is known as an Applicant Pool Worksheet. This document is requested when the Senior Division Administrator or the Vice President of a division receives a Form 2 from each department stating the individuals who are selected for an interview. The Office of Equal Opportunity processes this type of document which includes everything the department has listed known as Strengths and Weaknesses for every individual who applied. The section you see here is an illustration of the race portion that is voluntarily provided by each individual who applies. As you will also notice, years of experience is very essential because on some job announcements individuals actually ask for a specific years of experience whether it is 2 years, 5 years in various fields. Another good document that may be beneficial throughout this search is rejection to interview document. This is here to encourage departments to communicate with each individual who applies. When you receive a Form 2 approval email from the Equal Opportunity Office, it is important to send a Sample Rejection Email or Letter to individuals who are not qualified for the interview process. Individuals who met the requirements, but who were not selected, I would not send this letter until someone has actually accepted the position. Another wonderful document that will get you through some interviews are the Do's and Don'ts for Interviewing. This document walks you through each stage, it is about 16 pages, and covers the "big no no's." For instance, never ask an individual about marital status, sexual orientation, age, anything that may be perceived as personal. If the individual who you are interviewing chooses to provide the information that is acceptable, but trying to ask them personal questions may cause issues with our university in the future. The bottom line with Do's and Don'ts for interviewing is to make sure a set list of questions is utilized throughout the search. If you have 10 questions, make sure you ask the 10 questions to Candidate A all the way through Candidate Z. If there are follow up questions that occur, it is important for the Search and Screen Chair to document the follow up questions in their documents. One of the final documents you will review, in addition to some I have not clicked on in these links, is the Interview Evaluation Sheet. This is essential for the Form 2 process as well, because it allows exact wording to be utilized for the interview itself. It asks if the individual was interested in the position, if they were able to clarify goals, do they communicate well, are they comfortable with diversity, so on and so forth. These are just four primary areas the Equal Opportunity Office felt were essential; however, you as a department can make a decision to change, revise or utilize a different document that may be more essential for your specific search.

Hiring

The Hiring Official is responsible for the final paperwork for a hire. There may be other letters and documentation that is required for Faculty and also for Staff, depending on the various departments. This documentation is also known as a Form 3 which is signed by the appropriate individuals in specific departments and divisions. If for some reason the Hiring Official chooses to select a candidate a Search and Screen Committee did not speak as highly of as another individual, it is important for the Hiring Official to share with the Search and Screen Committee the rationale behind the decision. As we stated in previous slides, the Hiring Official is the one who makes the final decisions based on hire. Once the EAU department receives the Form 3, there will be an email sent to the Hiring Official, in addition to the Vice President and other involved in the hiring process stating the Form 3 has been approved and an offer can made.

Record Keeping

Documentation is essential to any search and it very important for Record Keeping. Documents such as the Interview Evaluation sheets, the Resume and/or Vitae Review Summary should be forward to Academic Affairs for all Faculty position when the search concludes and should be forwarded to Human Resources for all Staff positions when the search concludes. Anything such as sticky notes or information not placed on a formal form does not have to be forwarded.

Training Completion Notification

If you are reviewing this slide, congratulations, as you have completed the Search and Screen Committee training. The purpose of this training was to arm you with the tools to make your process a little bit easier. All that we request is for you to complete this information and press submit. Once you press submit, this information will be submitted to the Equal Opportunity Office and we will add your information to our tracking system to show you have been trained. Within the next 12 to 18 months, we may contact you and ask if you would like a refresher course or if you are still comfortable with the rules and the knowledge of completing the process and remaining compliant. If there are any new rules or laws that have changed within that time frame, we will let you know just to make sure you will be following everything to the "T." Thank you for your time and I hope you have a great day.

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 Last Modified 9/25/14