Search Advocate - wtkns.com

** This is intended to be a living resource for notes about Search Committee best practices (and maybe worst ones as well). Forgive its “organic” formatting and content. Be invited to edit or comment as appropriate. Ideally this document should link to the resources contained in the folders in DEI > SA Folder and provide a high level overview, step by step through a typical search # Search Process Timeline (Document Outline): 1. [Forming the Search Committee](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.ltwrsmm6ypxi) 2. [Writing the Notice of Vacancy](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.8s7zi5bm5uou) 3. [Establishing Criteria (Rubrics)](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.g9h05h4jplw8) 4. [Recruiting Applicants (posting)](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.4cag1d33l7kl) 5. [Selecting Candidates (Screening)](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.ur9l46i1u9b2) 6. [Interviewing Candidates](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.86zfblg5l011) 7. [Evaluating Candidates](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.g7jyfxkn1o52) 8. [Onboarding and Integrating](https://docs.google.com/document/d/1uoODXxRU5bGS778C4-aJzODjbHmKnOQQc62J4AQFe7E/edit#heading=h.297qeepeg81i) # Search Set Up ## SA Function During Search - Participate and serve as process resource - Provide inclusive strategies, resources, and information - advocate for diversity and inclusive excellence - Help with facilitation and other tasks - Tell candidates your role during interviews - Remind chair about check-in points with hiring official ## Typical Search Committee Roles Hiring Manager (HM) – sponsors search, selects and charges committee, establishes timeline and search expectations, makes hiring decision Search Chair (SCC) – leads/facilitates search committee’s process; often serves as point person for the search Search Admin (SCA) – administrative staff working with search chair and hiring official to manage applicant files and communication, search logistics, and document the search Search Committee Member – participates in all stages of search process – emphasis on active outreach, bias reduction, accountability, collaboration, and confidentiality Community Member – someone outside the hiring unit with an interest in the hire – typically provides input to PD and interview stages; may serve on committee or only participate in certain stages (e.g. interviews) ## Search Committee Formation ### Before the committee is selected [Find a Search Advocate](https://docs.google.com/document/u/0/d/10-04bItKJL8-_vF821NDW_ebcQPMA3yZsVgZPl_hhJA/edit) Hiring Manager should have an initial meeting with the Search Advocate and Search Committee Chair (and possibly the SCA) to set expectations for the search process. Establish timeline, search goals, context, committee makeup, build relationships, and plan collaboration. SA and SCC should plan to connect regularly to co-plan the search process, and pre-negotiate the use of key SA strategies, including: screening criteria development, management of known applicants, conflicts of interest; HM should issue a committee charge including: importance of diversity, expectations for using a criteria matrix, active network recruiting, outline of handling known applicants and conflicts of interest (COIs), confidentiality, and anything else you’d like the hiring official to “front load” for you. ### Selecting the Committee Try to include students, outside community members, administrators, classified staff on Search Committees (SC). ### First Committee Meeting Hiring Manager should attend first hiring committee meeting to set expectations for committee (attendance, participation, consistency) Preschedule all search committee meetings/work on everyone’s calendar and include 20-30% more time than anticipated (everyone loves getting time back if all goes well) SA should introduce themselves and explain SA role # Develop Position ## Creating the Notice of Vacancy Final NOV composition and criteria matrix should be co-created (i.e. concurrently) by the search committee based on the job description and the committee charge. - If something is on the evaluation matrix, it should be in the NOV. - Avoid superlatives which may discourage qualified candidates from applying. - Explicitly allow transferable qualifications where possible and include examples of requirements - Provide salary info - Set criteria matrix (rubric) before posting - If inviting open or community feedback on a role, offer anonymous feedback mechanisms. - [NOV Templates](https://staff.lib.uw.edu/operations/hr/for-all-staff/hire/approval/librarian/notice-of-vacancy-nov-templates) - [UW Bothell NOV Example](https://docs.google.com/document/d/1l9ug7h7GhVdZLDhJ64dlBCaPiuTe2fvO-YVpgk1nJXw/edit?usp=share_link) - ## Posting the Notice of Vacancy ### Posting locations UW HR will post the position to the UW Jobs site, Greater Washington State Higher Education Recruitment Consortium (HERC) and select generalist sites (e.g. indeed.com and Seattle Times). Consider additional potential [posting locations](https://docs.google.com/document/d/1tLImSqPNsKan-jErxdJvToUV7HTZ6IYgN6qXV4yA9ls/edit?usp=sharing) # Establish Criteria ## Creating the Criteria Matrix (rubric) The Rubric should be created before reviewing any applications [Identify Core competencies](https://docs.google.com/document/d/1ag5Ua76oDmyIzLw9SEeEiQZIfEJuWIC3ztitX3NQx8w/edit?usp=sharing) # Recruit # Screen ## Inviting Candidates to Screenings ## Successful screenings We encourage you to have all candidates keep their cameras off during the initial round of interviews. That allows them to see the committee and read non-verbal cues, but helps protect the committee from making unconscious judgments based on identity characteristics, appearance, or interview location. Focus on providing hospitality (some committees actually practice how they will handle this before the first interview) - Provide the questions to candidates in writing shortly before the interview - Recognize the challenges of remote interviews in the beginning of the interview, and let candidates know what you are doing to minimize those challenges - Tell the candidate how the interview will be conducted, and about how much time you’ve allocated for each question; let them know when they will have an opportunity to ask questions - Have each committee member introduce themselves and briefly explain their connection to the position at the beginning - Have each committee member reintroduce themselves by name before asking a question or follow-up question (or really any time they speak) - Before beginning the interview, check-in with the candidate to see if they have any questions or concerns about the process ### Evaluating Screenings Evaluate diversity statement separately with name not attached ## Notifying Candidates Notify candidates who are not advancing in the search Notify candidates who are held in reserve for further consideration # Interview ## Interviews: Have a moderator Modalities? Access to equipment and a comfortable space? [Additional considerations for remote interviews](https://docs.google.com/document/d/15YyJzqI14pdarTKG3TU-I2xmNshyVQsAEvAddNJqrfs/edit?usp=sharing) ### Give candidate (24-48 hours in advance of interview): - List of Questions - Copy of job description - Names and position of everyone on the committee Don’t judge on ability to self promote, not making conclusions in response to single interview # References ## Reference Checking Notify candidates before reference checking, # Select # Onboard/Integrate ## After Reach out to new hires a few times after hiring and listen to feedback Frontload expectations Avoid speculation Nonjudgmental language (unconditional positive regard) Each step of the process can tend to introduce more bias. Less bias in screening, more in cover letters, even more in interviews, much more in reference checking. Be willing to Close, not “fail” a search. Transparency with candidate is good, Search process is a growth process, give honest feedback to a candidate where useful Debrief with search committee and ask for feedback about advocate role Debrief and discuss search with SA program staff Report outcomes | | | | | | | | | |---|---|---|---|---|---|---|---| |Stage|What Happens|Timing|Who is involved| | | |Notes| |Hiring Official|Search Chair|Search Advocate|Search Committee| |Pre Posting|Hiring official establishes draft position; invites committee members & search advocate and schedules 1st meeting||||||| |Hiring official, search chair, and search advocate meet for pre-planning before first committee meeting|1 hour sometime before first search committee meeting|||||| |First meeting - hiring official charges the committee, defines expected work product and answers questions|1 hour meeting|||||| |Search committee’s first 2-3 meetings: • Schedule/calendar all search committee meetings and activities (interviews, etc.) • Review/suggest edits to job description and application requirements • Establish screening criteria/make any needed corrections to PD • Plan recruitment strategy (broadcast & network) including Recruitment Resource guide listserv||||||| **