DEPAUW UNIVERSITY

DIVISION OF STUDENT SERVICES

CHECKLIST FOR POSITION SEARCH

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________________________________                    _________________________            ________________

                         Position                                                             Department                                  Date

Date
______1.	When an employee resigns, contact the Office of Student Services and Human Resources. Human Resources will mail the appropriate forms and copy the most recent Job      Bulletin/advertisement for the position.
______2.	Complete and send these documents to the VPSS:
	□ Cover memo justifying any changes in the position and noting how the position supports the Philosophy of Student Services □ Letter of resignation from employee and Personnel Action Sheet indicating change status □ “Request to Fill A Position” form signed by dean/director (and the position’s supervisor).  Dean/director will be notified when position is approved by Cabinet. □ The position description □ Job Bulletin/advertisement reflecting any revisions □ Recommendations for screen/search committee members □ Draft of recruitment plan (with timeline) designed to attract a diversified applicant pool
______3.	Dean/director should schedule an appointment to discuss position and search with the VPSS to obtain approval.
______4.	Arrange for VPSS and a Student Services Diversity Committee representative to meet with the search committee to discuss affirmative action guidelines and procedures.
______5.	Chair of screen/search needs to communicate with candidates: □ Send letter acknowledging receipt of application and include affirmative action card (available from HR or at www.depauw.edu/admin/hr/aair) □ Notify candidate if application file is incomplete □ Notify candidates when search is complete
______6.	At the end of the application period, send to the vice president an overview of the applicant pool (including affirmative action report from OIR) and resumes of the top tier of candidates selected for telephone interviews.  VPSS approval is needed before conducting telephone interviews.
______7.	Provide candidates a copy of the position description (via email or regular mail) prior to their telephone interview.
______8.	Provide report to VPSS on results of telephone interviews with recommendations for on-campus interviews.  Obtain vice president approval to proceed.
______9.	Assemble recruiting materials about the Division and the University.  Provide a copy of “The Do’s and Don’ts of Interviewing” to everyone scheduled to meet with the job candidate.
______10.	Conduct interviews: □ Send the VPSS a copy of each candidates schedule of activities while on campus □ Include the vice president in the interview process □ Offer to provide candidates contacts with special interest groups and HR
______11.	Screen/search committee meets to review candidates, gather opinions from interviewers or observers, and assess candidates’ strengths and weaknesses.
______12.	Screen/search chair, dean/director and/or hiring supervisor need to check references of top candidates.  HR can provide assistance upon request, especially to verify credentials.
______13.	Chair of screen/search committee must discuss recommendation for selection and terms of the offer with VPSS and dean/director.
______14.	When a candidate has accepted an offer, notify the VPSS and send a Personnel Action Sheet, signed by the supervisor and dean/director, with a copy of the finalist’s application or resume to the Office of Student Services.  VPSS will send a confirmation letter to new employee.
______15.	Screen/search chair should notify candidates who received on-campus interviews but were not selected, and any internal applicants, even if they did not receive an interview.  Letters should be sent to all remaining applicants to notify them that the position has been filled.
______16.	Send to Human Resources: □ “Summary of Recruitment and Interviewing” □ “Application Review and Action Form” with the applications for each individual interviewed and each internal candidate □ All remaining applications and resumes
______17.	Submit a job orientation and training plan to VPSS for new employee at least one week before start date.