Search Committee Guidelines

Introduction

Pittsburg State University is proud of its commitment to helping all individuals interested in securing employment. All University policies and programs allow equal opportunity for employment, conditions of employment, services and participation in University activities regardless of race, color, religion, sex, national origin, sexual orientation, age, marital or parental status, ancestry, genetic information, gender identity, gender expression, military or veteran status, or disabilities.

The University is an Equal Opportunity and an Affirmative Action Employer. This means that, as an institution receiving federal funds, we seek to provide an equal opportunity for all individuals to become aware of available positions, to apply for those positions and to assure equitable treatment of applicants throughout the hiring process. As an institution, we are also committed to taking “affirmative action” to increase diversity of the University community and making significant efforts toward inclusion of individuals who may not be sufficiently represented in the present workforce. Each search conducted for a University position should include proactive initiatives for increasing diversity, and provide equal opportunity for all potential applicants.

The University generally expects departments to conduct external searches for all unclassified staff and faculty positions, including appointments to visiting and part-time positions. Searches for University Support Staff (USS) positions may be conducted internally before or in conjunction with an external search.  All searches and appointments must conform to equal opportunity and affirmative action guidelines for inclusion. Any waiver from the suggested recruitment guidelines must be approved by the President of the University, the appropriate Vice President and the Director of Institutional Equity before the search continues.

The Director of Institutional Equity has the responsibility to monitor all searches for USS staff, unclassified staff and faculty to assure state and federal compliance.  Institutional Equity provides training and guidance on the search process for faculty and unclassified staff.  Human Resource Services provides training and guidance on the search process for USS. 

These guidelines have been compiled to assist University personnel in conducting searches for USS staff, unclassified staff and faculty. The recommendations contained in these guidelines are intended to further the University’s efforts to eliminate discrimination, take affirmative action and provide equal opportunity, as indicated above.

 Pittsburg State University prohibits discrimination on the basis of race, color, religion, sex, national origin, sexual orientation, age, marital or parental status, ancestry, genetic information, gender identity, gender expression, military or veteran status, or disabilities. The following person has been designated to address inquiries regarding the nondiscrimination policies: Director of Institutional Equity/Title IX Coordinator, 218 Russ Hall, 1701 S. Broadway, Pittsburg, KS 66762-7528, 620-235-4189, equity@pittstate.edu.

Goals of a Successful Recruitment Process

• To attract highly qualified individuals to Pittsburg State University
• To engage in active recruitment of members of traditionally underrepresented groups
• To provide potential applicants an equal access to apply and compete for vacancies
• To attract a pool of qualified diverse applicants
• To interview a pool of qualified applicants that includes representation of underrepresented groups
• To select a candidate that has the potential for succeeding in an inclusive and supportive environment

External Advertising

If you would like to advertise your position outside of the PSU Jobs page, we strongly recommend getting recommendations and quotes from JobElephant.

Another great resource for faculty posistions is the Southern Regional Education Board. Posting is free through this platform. 

https://home.sreb.org/dsp/zone/jobs2/joblistings.aspx

Suggestions to Increase Diversity in an Applicant Pool

• In order to meet our diversity, equity, and inclusion initiatives, we have partnered with JobElephant to assist us with our external advertising. We strongly encourage you to utilize the JobElephant services for external advertising. Contact us within your Team if you would like assistance setting this up
• Solicit names of potential candidates from minority or women faculty and unclassified staff in the department or in the College. Write, call, or meet with the potential candidate and encourage their application.
• Send position announcements to professional organizations and their subgroups or interest groups with a minority focus.
• Send position announcements to the university department aligned with your discipline at the institutions that graduate the largest number of minorities of color. A list of historically black colleges and universities (HBCUs) in each state may be found at: http://www.college-scholarships.com/historically_black_colleges_universities.htm
• Meet with potential minority or women candidates at conferences to discuss the position whenever possible.
• Consult sources like the Minority & Women Doctoral Directory, http://www.minoritypostdoc.org/view/recruiting.html, for contact information of potential diverse applicants.

Possibilities for Diverse Advertising:

Hispanic Outlook in Higher Education    

Association for Women in Science         

National Society of Black Engineers      

Women in Higher Education                 

Diversity Issues in Higher Education      

Insight into Diversity                           

Saludos Hispanos                               

Historically Black College & University (HBCU) Career Center      

American Association of University Women

Native American Times                         

Women in Technology and Industry    

Getting Started with GUS Recruit

GUS Recruit is the new recruiting system for job postings and applications.  Jobs will be posted on the PSU Jobs page, then candidates will apply directly in GUS Recruit.  This is a new process and several steps are required to be completed before a job can be posted. 

When the Line Manager, Department Head, or other assigned individual knows there will an opening to fill, he/she should start reviewing the GUS Recruit Roadmap.  The Roadmap will direct the user to other documents to review and steps to complete.  GUS Recruit documents are stored in an Office 365 Sharepoint site.  The Line Manager, Department Head, or other assigned individual should start with the GUS Recruit Roadmap.  The Roadmap will direct the user to other documents to review and steps to complete. 

To access the documents, click here:  GUS Recruit Document link

Important: Each Roadmap step may require conversations with other department staff to finalize details needed to move forward with the GUS Recruit search. Preliminary steps to finalize details prior to posting a job opening in GUS Recruit may take 2 – 4 weeks or longer. The Line Manager, Department Head or other assigned individual should allow adequate time to finalize details and work though the steps to ensure that the position is filled when desired.

Overview of GUS Recruit Documents on the GUS Recruit Sharepoint site:

1. Documents used or created by the Line Manager, Department Head or other assigned individual:
   
   
   1. GUS Recruit Roadmap - Line Manager, Department Head or other assigned individual starts with this document.
   2. GUS Recruit Worksheet – This document will be completed with the Recruiter.
   3. GUS Recruit Job Posting Examples:
      1. If the position is Faculty, the Line Manager, Department Head or other assigned individual creates the Faculty Job Posting using the appropriate example.
   4. GUS Recruit Reviewing and Moving Candidates – This document is used by the Search Committee, including the Search Committee Chair.
   5. PSU ID Worksheet – This document is provided to candidates who are interviewed and who are not current PSU employees.
   6. GUS Recruit Disposition Codes – The Search Committee Chair or other assigned individual will use this document after the position has been filled.
   7. GUS Recruit Interview Sample Forms – The Search Committee Chair uses these examples to develop documents appropriate for the search.
      1. Initial Applicant Evaluation Form
      2. Screening Committee initial Summary of All Candidates Form
      3. Telephone Interview Evaluation Form
      4. Screening Committee Summary of Telephone Interviews Form
      5. In-Person Interview Evaluation Form
      6. Screening Committee Summary of In-Person Interviews Form
   8. External Advertisement Examples – The Line Manager, Department Head or other assigned individual creates the appropriate external ad.
   9. Job Opening Email to Campus Example – The Line Manager, Department Head or other assigned individual creates and sends an email to campus about the job opening, if desired.
   10. Overview of Candidate Experience – This document provides an overview of the candidate application experience. It is used as a reference when needed.  There are not steps for the Line Manager, Department Head or other assigned individual to do.

2. Documents used or created by the Recruiter:
   
   
   1. GUS Recruit Worksheet – This document will be completed with the Recruiter.
   2. GUS Recruit Creating a Job Requisition – The Recruiter will complete these steps.
   3. GUS Recruit Creating a Job Posting – The Recruiter will complete these steps.
   4. GUS Recruit Job Posting Examples:
      1. If the position is USS or Unclassified, non-faculty, the Recruiter will create the Job Posting using the Position Description.
   5. GUS Recruit Job Requisition Questionnaires – The Recruiter completes these steps.

Your Recruiter will create a 365 Team that will be used to upload documents as they are created.  Documents will be reviewed in the 365 Team by the appropriate individuals as needed.

It is important that individuals involved with GUS Recruit be able to use 365 Teams, including Sharepoint and Team chat.  Questions or assistance with 365 Teams or Sharepoint should be directed to the user’s technical support.

Note that the following steps must be completed before the Recruiter can create a GUS Recruit Job Requisition and post the opening on the PSU Jobs page:

1. If USS or Unclassified, non-faculty position, review and revise the Position Description as needed (Line Manager, Department Head or other assigned individual) with review by HRS and Institutional Equity and signatures.
2. Create the GUS Recruit Job Posting Example (Recruiter if USS or Unclassified, non-faculty position or Line Manager, Department Head or other assigned individual if Faculty position.
3. Create the External Advertisement, if needed, with review by Institutional Equity.
4. Meet with the Recruiter (in-person or by phone) to start the GUS Recruit Worksheet, including a review of position data.
5. Complete the GUS Classic Search with approvals by all. Note that the GUS Classic Search should NOT be started until after the meeting with the Recruiter to start the GUS Recruit Worksheet.

Duties of the Search Committee Chair

1. Ascertain from the hiring authority the search committee’s charge.
2. Schedule and chair meetings.
3. Ensure that the recruitment process moves forward in a timely manner.
4. Ensure that all individuals involved in the recruitment process follow University policies and procedures, along with school/college guidelines and departmental policies.
5. Examine the department’s underrepresented group members. If underutilization exists, develop outreach efforts to target underrepresented group members.
6. Ensure that members of the search committee have reviewed the Search Committee Guidelines.
7. Ensure confidentiality is understood and maintained.
8. Ensure consistency and equity throughout the search process.
9. Send letters or emails to unsuccessful candidates.
10. Collect all documentation for department to retain.

Responsibilities of Search Committee Members

1. Review the Search Committee Guidelines
2. Attend all meetings.
3. Complete assignments on time.
4. Contribute your personal and professional perspectives.
5. Work toward a consensus.
6. Respect the confidentiality of the process as well as that of each candidate and the department.
7. Represent the University in a positive and professional manner throughout the search process.

Tips for Formulating Interview Questions

• Be sure each applicant is asked the same set of questions.
• Ask open ended questions.
• Avoid leading questions.
• Ask behavioral or situational questions.

1. Tell me about a successful collaborative project you worked on in the past year. With whom did you work? What was your role? How did it turn out?
2. How did you market your new program to the intended participants? Who did you have to work with to pull it off? What happened? What, if anything, would you do differently next time? Why?
3. What was the most challenging counseling situation you had last year? How did you approach it? What steps did you take to address it? What was the outcome?
4. We would like you to think of an example where you were responsible for organizing and coordinating a major initiative in your department. How did you approach the task? Walk me through the steps. How did you evaluate its effectiveness? How did the initiative work out?
5. Can you give us an example of a recent leadership challenge you have had to face in the workplace?
6. As the new director, what initial steps would you take to establish your leadership?
7. In prior jobs what did you do to foster positive working relationships with your new staff and supervisor?
8. Give an example of when you anticipated a problem and were able to provide direction to address that problem.
9. Tell us about a time when you had to adjust to changes beyond your control.
10. Give an example when you asked someone to do something and they did it wrong. How did you handle the situation?

Behavioral Interview Questions Generator

30 Essential Behavioral Interview Questions (LinkedIn Talent Solutions)

Guidelines for Inquiries

Any inquiry that elicits information which is not needed to consider an applicant for employment should be avoided, even though not specifically listed below.

Information About Hiring

Before an offer of employment is extended by the hiring official, the candidate must complete a background check. The background check includes criminal history and sex offender registry information. Select positions include a check of fiduciary (credit) history as well as the criminal and sex offender checks.

Recordkeeping

Several federal agencies require the University to keep records regarding hiring. Additionally, it is necessary to have records available in the event that an employment decision is questioned. After the search is completed, inquiries regarding the search should be directed to the hiring authority,  Office of Institutional Equity (unclassified staff and faculty) or Human Resource Services (USS).

• The hiring authority is required to keep all documentation on each search for a minimum of three (3) years, or if the hire results in an international candidate being hired, the records must be kept for five (5) years per immigration regulations. After such time, the records may be destroyed.
• Documents (hard copy and/or electronic copy) that should be kept in a confidential location include the following:

• Tear sheets of advertisements
• Any correspondence to applicants
• Completed screening instruments of all applications
• Interview questions and documented responses
• Reference questions and documented responses
• All intra-University correspondence regarding the search
• Any other documentation associated with the search

Sample Rejection Letter

Dear Candidate,

Thank you for your interest in the Technology Consultant position in the College of Arts and Sciences at Pittsburg State University. The search committee has carefully reviewed your experience and credentials in regard to our criteria. While your experience and credentials represent significant accomplishments, we found the qualifications of other applicants more closely align with the position. We will not be considering your application further.

We wish you much success in your career search and thank you for your interest in Pittsburg State University.

Sincerely,

Name, Chair Search Committee