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QuickReferenceGuide:EOConsiderationswithHiringProposals

Purpose:Tohighlighttheimportanceofcompletingtheassessmentoftheapplicantsandcandidatesbyfinalizingratings,scoring,andstatusesandcreatingasummaryofinterviewsandallappropriatedocumentstocloseoutthesearch.

BeforeStartingtheHireProposal

1. Oncethesuccessfulcandidatehasbeenidentified,allothercandidatesandapplicantsneedtobereviewedandputintheirfinalrating,workflowstatus,andreason.

a. Note:ApplicantandCandidateratingsandreasonscanchangebasedonthecompetitionofthescreeningprocess.Acandidateselectedforfinalinterviewrequest,couldhaveenteredtheinterviewwithan“A”rating,butaftertheinterviewthehiringofficial/searchcommitteecoulddeterminethatthecandidatedidn’tnotdemonstrated“A”ratingexperienceand/orknowledgeandchangetheratingtoa“B”.

2. ApplicantswhowereinastatusofSecondTier,mustbechangedto“NotSelectedforInterviewandtheappropriatereasoncode.

a. Note:Movingtheseapplicantsintoaninactivestatus,doesnotbarthehiringofficial/searchcommitteefrominterviewingatalatertime,intheeventthatthecandidatedeclinesthejoboffer.

HireProposalDocuments

1. Oncethehireproposalisstarted,certaininformationwillneedtobeattachedtohelpdocumenthowthecandidateswereassessedafterthefinalinterviews.

a. SummaryofInterviewsi. SummaryofInterviewsarerequiredforNon-Classified,FacultyandanypositionwithaninterviewcandidatethatmettherequirementofArkansasVeteransPreferenceConsideration.

1. Note:BestpracticeistouploadasummaryofinterviewsforClassifiedpostingsaswell.DuringaClassifiedHiringProposalReviewbyOEOC,thedepartmentmaybeaskedtosupplyaSummaryofInterviews.

ii. IntheSummaryofInterviews,provideabriefnarrativethatillustrateshoweachofthecandidatesperformedduringtheinterview.Ensureanystatementsmadearerelatedsolelytotheworkthatwillbeperformedandthehiringmanager’sorsearchcommittee’sassessmentofthecandidate’sabilitiesfromtheiranswerstointerviewquestions.Donotincludeanystatementsbasedonprotectedclassinformationage,race/color,gender(includingpregnancy),nationalorigin,disability,religion,maritalorparentalstatus,protectedveteranstatus,militaryservice,genetic

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information,sexualorientationorgenderidentity.Narrativescanincludeinformationabouttheirinterestintheposition,demeanor,andcommunicationskills.Explainhowthedepartmentcametothedecisiontoselectornotselectthecandidatesbeinginterviewed.

1. Note:Becertainthatyourdecisiontohireisbasedsolelyontherequirementsofthejob.SummaryofInterviewsshouldnotjusthavethenameoftheselectedcandidateorusephraseslike“goodfit”asanexplanation.Bepreparedtoexplainhowyoucametothedecision.

iii. Thesummaryofinterviewsshouldclearlystatewhythecandidateswereorwerenotselectedforinterview.

1. Note:Intheeventthatthehiringofficial/searchcommitteeattachedassessmentsheetsforallcandidatesinterviewed,thereshouldbeanarrativeattachedaswellthatsummarizestheinterviewandclearlyidentifieswhytheselectedcandidateisbeingconsideredforemployment.

b. AVPConsiderationi. InterviewsummariesforArkansasVeterans’PreferencecandidateswhoarenotselectedforhireneedtohaveastatementregardinghowthecandidatewasgivenAVPconsiderationandwhytheywerenotselectedforhireevenwiththisconsideration.

2. OtherDocumentsa. SalaryEquityReview

i. Aspartofthereviewprocess,thesalariesbeingofferedwillbereviewedtoensurethatincumbentemployeesinsimilarlysituatedpositionsarereceivingfaircompensationcomparedtothoseinsimilarpositions.Thehireproposalreviewincludesdeterminingsalaryequity(fairandjustifiedcompensationforpositions)andsalarycompression(identifycompressionissuesandinformingthedepartmentofanyconcerns)sothattheycanbeadequatelyaddressedoraplanputinplacebythehiringofficial.

1. Note:Intheeventthatadepartmentisawareofanysalaryequityorcompressionissuespriortosubmittingthehireproposal,theyarefreetoattachajustificationtobereviewed.

ClosingtheSearch–DocumentRetention

1. Oncethesuccessfulcandidatehasbeenidentifiedandacceptstheofferforemployment,thedepartmentmustretainallthesearchdocumentsforaminimumofthree(3)yearsfromthedatethepersonselectedbeginsemployment,unlessunderreviewandthendocumentsmustbemaintaineduntilinformedotherwise.

a. Recordkeepingisthemostimportantpartofthesearch.Asafederalcontractor,theuniversityissubjecttothefederalrulesandregulationsenforcedbytheOfficeofFederalContractCompliancePrograms(OFCCP).

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Documentswhichmustberetained,ifnotidentifiedinPeopleAdmin7are:a. Nameofthehiringofficialb. Namesofthecommitteechairandmembersc. Minutesofcommitteemeetingsd. Recordofeffortstodiversifyapplicantpoole. Referencesf. Screeningcriteriag. Correspondencetoapplicantsh. Interview questions, notes, summary evaluations, and rating sheets i. Information regarding reasonable accommodation, if provided

• The electronic position description, advertisement, applications and resumes of all applicants, and offer letters are stored on the central server; therefore, departments need not keep paper copies unless their unit or college requests they do so. Any materials sent by applicants directly to the department or to external sites (e.g. writing samples, portfolios) should be maintained by the department in the search file.

• Most relevant documentation will be maintained through the PeopleAdmin 7 system. All other hiring documentation used throughout the hiring process must be maintained by the hiring department for minimally three years, unless under review.