Search Committee for P&S and Faculty Positions
Accommodating Persons with Disabilities
Reports
- Manage Applicant Pool
- Rate Applicants
- Pre-Interview Report
- Search and Selection Summary
- Manual Application Entry (FACULTY ONLY)
Introduction
The use of electronic processing of search forms via Jobs@UIOWA and Workflow enables departments to have more time to devote to developing a recruitment plan that will successfully attract a broad and diverse applicant pool. Reports provide departments access to data about the effectiveness of their recruitment resources. Departments can then target their advertising dollars to those resources that prove most effective in generating a broad and diverse applicant pool. This information will be vital to achieving the University's strategic goal of increasing diversity of its faculty, staff, and students.
In addition to the University's strategic plan, each college/VP area has unique needs and has their own strategic plan to meet its specific needs for diversifying faculty, staff, and students.
All members of the UI community play a role in enabling the University to meet its diversity goals, not just the search committee members.
This training manual discusses mechanics of processing search forms electronically; however, your role is far more than just to process "paperwork" online.
Accommodating Persons with Disabilities
The JOBS@UIOWA applications have been thoroughly tested for accessibility to persons with disabilities. A situation may arise, however, where an applicant with a disability may not be able to utilize our electronic application process. In this instance, if contacted by the applicant, you should refer the applicant to the Office of Equal Opportunity and Diversity, (319) 335-0705 (voice) or (319) 335-0697 (text) or e-mail diversity@uiowa.edu . The Office of Equal Opportunity and Diversity staff will contact the applicant and, if necessary, manually enter the applicant’s CV and cover letter into the JOBS@UIOWA system.
Please note that information about disability accommodation requests is considered confidential and should be shared only with persons who would play a critical role in implementing the accommodation. The fact that a disability accommodation had been requested should not be shared with anyone in the department or the other search committee members.
NOTE: If you need assistance in determining how best to provide a disability accommodation during the search process, contact the Office of Equal Opportunity and Diversity (call 335‐0705 or e‐mail diversity@uiowa.edu ). All persons who wish to apply for a faculty or staff position at The University of Iowa must be permitted to do so.
Committee Chair/Admin
The search committee chair, along with the search committee and the department chair, are responsible for designing the recruitment plan. A Requisition and Recruitment Plan is created in Workflow once the committee has determined what recruitment strategies they will employ for the search.
If desired, the search committee chair can designate a support staff member to serve as administrative designee (admin) for the chair. The admin will have the same access rights and capabilities in the Jobs@UIOWA application as the search committee chair. The admin may view the applicant ratings made by all search committee members. The admin may also complete the Pre-Interview Report and the Search & Selection Summary on behalf of the chair. The chair and the admin may be the same person and there can be more than one admin.
After the Requisition and Recruitment Plan has been created and approved through Workflow, the search committee chair is responsible for convening the search and screen committee.
As applicants apply for positions, initially their applications will only be viewable by the Chair/Admin until the Chair/Admin releases the applications to the individual search committee members. This should not be done until the committee has had an opportunity to meet and review the criteria for screening the applications.
When screening the applications, the criteria to be used must coincide with the basic and desirable qualifications listed in the job announcement and all external advertisements. New criteria may not be introduced after the position has been advertised.
Once the committee members have met, the committee Chair/Admin may release the applications to the rest of the committee. The chair provides the committee with a copy of the job description and a listing of the requisite and desirable qualifications for the position. The chair may ask the committee to rate the candidates according to a particular scale (e.g. top ten without rankings, top ten in rank order). The Chair/Admin will be responsible for completing the ratings (and listing the applicants’ years of experience) on the Pre-Interview Report. The rating scores used by the committee members will not be used on the Pre-Interview Report; only the ratings listed by the Chair/Admin will be shown on the Pre-Interview Report.
To begin reviewing applicants go to Self Service >> Administration tab >> Systems >> JOBS@UIOWA >> Search Committee Home. A list of your requisitions will be displayed (Screen 1) with your membership type indicated (chair/member). Select the radio button next to the appropriate position and then chose Select Requisition to view the search committee options.
Screen 1
The home page for the search committee is divided into five sections: Manage Applicants, Administrative Tools, Post Selection, Reports, and Training/Support (Screen 2). As committee Chair/Admin, more options are available on the Search Committee Home page than for committee members.
Screen 2
MANAGE APPLICANTS
Manage Applicant Pool
Manage applicant pool allows the Chair/Admin to grant other committee members the option to rate all applicants or rate a prescreened pool of applicants.
Veteran Status
When you see the Veteran Status symbol
, this indicates that your applicant has been approved for Veteran’s Preference according to the Iowa Code 35C.1 . You will be required to take the following actions:
Pre-Interview Report -- At the time you submit your Pre-Interview Report, you will be required to add justification on why you may or may not be interviewing the veteran(s) approved for Veteran Preference. If the veteran will not be interviewed, you must provide detailed information as to the reason(s) for non-selection of the veteran. This can be included in your Justification attachment that is submitted through workflow. Per Iowa Code 35C.3 , at the time of application or at an interview for the position, an applicant may request notification of refusal only, or notification of refusal and the specific grounds for refusal. The notification shall be sent within ten days after the successful applicant is selected.
Search and Selection Summary -- If you have a Veteran that was interviewed, justification on this applicant will be required in the final Justification document that is submitted through workflow. The Veteran retains the right under Iowa Code 35C.3 to request notification of the refusal or specific grounds for refusal as noted above.
The Chair/Admin must provide a rating for at least one applicant before selecting the Open Applicant Pool for Scoring button. An applicant pool is a tool for the Chair/Admin to limit the number of applicants for review at anytime in the committee's process and set up different numeric rating scoring as needed. (There is no relationship between an applicant pool and Pre-Interview Ratings or any Equal Opportunity and Diversity process.) Once the pool has been opened for the committee, the Chair/Admin can create subsquent pools by checking the Proceed box for each applicant that the chair wishes to include in subsequent pools. Then Chair/Admin needs to select the Pool Scoring type of Yes/No/Maybe or Numeric (see specific details on rating under Rate Applicant section) and then select the Add Pool button.
Screen 3
Rate Applicants
From the Search Committee Options screen, select the Rate Applicants link under the Manage Applications heading. All applicants will be initiallly listed for the Chair/Admin.
To rate an applicant, select on the person's name to review their application materials. The first round screening tool allows applicants to be rated by using the Yes/Maybe/No/Abstain rating under the Rating/Score section.
Yes -- indicates positive initial rating
Maybe -- unsure at this time
No -- indicates a negative initial rating
Abstain -- decline to rate this candidate (use if there is a conflict of interest)To provide more detailed ratings on each applicant for the position, select Edit Ratings. NOTE: Only Chair/Admin will be able to see ratings of all committee members.
While completing the ratings, the Chair/Admin must complete the Chair Ratings Options in order to populate the data in the Pre-Interview Report form. Information to be entered (Screen 4):
Rating Code -- Based on EOD codes
Rank being considered (FACULTY ONLY) -- all faculty requisitions are advertised as open rank; at this point the Chair/Admin must indicate final rank each qualified applicant is being considered. You can only choose one rank per applicant.
Type of Applicant (P&S Only) -- Based on EOD codes.
Years of Relevant Experience -- Enter the total years of experience that are directly related to the position.
Gender -- This information will only be requested if the applicant has NOT completed the Self-Identification form online. If unable to determine the gender, enter Unknown.
Pre-Interview Action code -- Based on EOD codes.
Conflict of Interest -- Select Yes or No radio buttons. This must be answered if "Permission to Interview" has been selected above.
To submit your ratings, select the Save Rating Information button.
Screen 4
Pre-Interview Report
The information on this form will have been populated by the Chair/Admin's initial screening of the applicants. The Pre-Interview Report is a "snapshot in time." The list of applicants, ratings, and actions on the Pre-Interview Report cannot be edited once they have been created and routed in Workflow. If an error needs to be corrected, the form can be voided and a new one can be created. The ratings for each applicant are stored so the only fields that would need to be re-done would be the action codes. Select Pre-Interview Reports under the Manage Applicants section of main page. Select requisition interested in. The first time accessed you will be presented with a Start Pre-Interview Report button to select.
P&S Only: The Chair/Admin will indicate the type of interview to be conducted (e.g., phone, off-campus, or on-campus) and whether the committee expects (at this time) to have additional rounds of interviews. You must also provide explanations of how the candidates' experience and education were calculated (Screen 5)..
Screen 5
Faculty Only: The Chair/Admin will indicate the type of interview to be conducted (e.g., phone, off-campus, or on-campus) and whether the committee expects (at this time) to have additional rounds of interviews (Screen 6).
Screen 6
To submit the form into Workflow, select Submit Request to Interview Candidates. The form will not be submitted if the information is incomplete; an error message will display.
Once the Pre-Interview Report is ready to be submitted to Workflow, attachments may be added. Attachment types are:
Memorandum -- explaining the selection of candidates for interview
Org Chart -- (P&S Only) optional
Other -- any other type of correspondence
Veteran justification -- At the time you submit your Pre-Interview Report, you will be required to add justification on why you may or may not be interviewing the veteran(s) approved for Veteran Preference. If the veteran will not be interviewed, you must provide detailed information as to the reason(s) for non-selection of the veteran. This can be included in your Justification attachment that is submitted through workflow. Per Iowa Code 35C.3 , at the time of application or at an interview for the position, an applicant may request notification of refusal only, or notification of refusal and the specific grounds for refusal. The notification shall be sent within ten days after the successful applicant is selected.The Pre-Interview Report will be routed from the initiator to the department, college/org, and EOD. Once the Pre-Interview Report has been approved by EOD, an auto-generated email will be sent to each person who approved the form in Workflow, including the search committee Chair/Admin. The committee may proceed with the interviews with selected candidates once this approval has been granted.
Search and Selection Summary
Following the interviews and prior to beginning the Search and Selection Summary, the Chair/Admin must update the rating codes indicating: all candidates who were interviewed, those who withdrew from consideration, and (only if not first choice) those who were previously offered the position but declined. The Chair/Admin will indicate which candidate has been selected for hire by selecting the radio button next to the candidate (Screen 7).
Screen 7
Other information to be provided includes:
After selecting Submit Search and Selection Summary, the following attachments will be required to be included:
- If the applicant will also be appointed to a faculty position (P&S Only)
- If the form should be forwarded to Compensation & Classification (due to salary level above the first quartile of the pay range (P&S Only)
- Classification/job code
- Whether references have been checked
- Anticipated start date
- Annual base salary
- Salary type (fiscal or academic)
- Whether temporary appointment
- Percent of time
Memorandum -- Rationale of the hiring decision (provide reasons for selection of candidate and reasons for non-selection of other candidates who were intereviewed for the position).
Draft Offer Letter -- The draft offer letter must be attached for all hires.
Salary Justification (if required) (P&S Only) -- If you have indicated that this form needs to be routed to Compensation and Classification for salary review, include a memorandum providing rationale for the proposed salary.
Veteran Justification (if required) -- If you have a Veteran that was interviewed, justification on this applicant will be required in the final Justification document that is submitted through workflow. The Veteran retains the right under Iowa Code 35C.3 to request notification of the refusal or specific grounds for refusal as noted above.
The Search and Selection Summary will be routed from the initiator to the department, college/org, and EOD. Once the Search and Selection Summary has been approved by EOD, an auto-generated email will be sent to each person who approved the form in Workflow, including the contact person and the search committee Chair/Admin.
Manual Application Entry (FACULTY ONLY)
The Chair/Admin has the capability to add an applicant manually to Jobs. Select Manual Applicant Entry under the Manage Applications section; then Start New Manual Application. The first screen requires the Basic Applicant Information to be entered; once completed select "Fill out Manual Application" to continue on to the To Do List and upload required attachments (Screen 8).
Screen 8
NOTE: If entering an applicant through the manual process, a paper Self-Identification form will need to be sent to the applicant to include the requisition number, position title, and department/unit name which is to be forwarded to EOD. The University of Iowa is an Equal Opportunity/Affirmative Action employer. As required by federal regulations, information is requested from applicants to monitor and report on equal employment opportunity/affirmative action programs. The submission of this information from applicants is voluntary and is not shared with the hiring department/unit or used in making employment decisions.
NOTE: If entering an applicant through the manual process, an online credential/criminal background check will not be available. This will have to be done using paper forms.
After the Basic Information is entered, a To Do list will be displayed to complete the applicant entry (Screen 9).
Screen 9
ADMINISTRATIVE TOOLS
Applicant Communication Center
The Communication Center allows the Chair/Admin to generate manual or modify default notifications regarding the search process to the applicants throughout the search. There are four types of communication notifications (Screen 10).
Screen 10
After selecting the link of the type of communication desired, a list of applicants will be displayed (Screen 11).
Screen 11
Select the individual(s) to send an email to and then select Continue. A template will be displayed listing the email address(s) of the applicant(s), the subject of the communication, and a default statement in the message box. This default message can be edited if so desired (if Open Notification is selected, there is no default message). NOTE: Even though there are multiple applicants listed in the To field, they will not be able to see the names of the other applicants receiving the communication (Screen 12).
Screen 12
After selecting Continue, a confirmation screen will be displayed in order to review the email. To send, select Continue from the Message Review screen.
Manage Committee Members
The initial list of committee members may have been entered at the time the Requisition and Recruitment Plan was created. The Chair/Admin may edit the list as necessary. Select Manage Search Committee Members under the Administrative Tools section.
Select Insert New Member or Remove Existing Member. (Screen 13)
Screen 13
When adding commmittee members, indicate the role of each member (e.g., whether he/she will be a member or admin) and whether or not they are a University employee (Screen 13).
NOTE: Removing a member will also remove all their scoring.
NOTE: You may not remove a committee chair. Contact jobs-help@uiowa.edu for that process.
Screen 14
After entering a person's last/firstname, select Search for New Member. That individual's information will be displayed; select Add Committee Member. (Screen 15)
Screen 15
Continue this process until all members have been added.
Adding External Committee Members (external to the University)
The external committee member must have a username and password on Jobs@UIOWA prior to the Chair/Admin selecting that new member. The Chair/Admin or the external member themselves will have to "register" in the Jobs@UIOWA system before they can be added to the search committee (most will be handled by the Chair/Admin).
Once the username is created, go into the "Member Administration" section and do a search, making sure you select "no" to the "member an University Employee" question.
Below is a sample communication that can be sent to the external committee members to assist in accessing the applicant information:
When you get to JOBS@UIOWA (http://jobs.uiowa.edu), you can use the signon ( __________) and password (_______). Should you need to change this password, the identifier is city of birth (________) We set up the profile with your name, ____________, so you are listed on our search committee.
Once you get into the system, you will have an option called "Search Committee Options" that will list our position. By selecting the radio button for the position, you will then have two options: rate applicants and reports. This allows you to view the information on each applicant. As we've noted previously, all applicants must be in this system.
Login as Committee Member
This option allows the search committee Chair/Admin to login as another search committee member necessitated if a committee member is traveling or does not have access to a computer with internet connection. Any ratings that the Chair/Admin enters while logged in as another committee member, will register as though made by that committee member. Select the radio button next to the member's name and select Switch to User. (Screen 16)
Screen 16
POST SELECTION
Release Forms (Credential/Criminal Background Checks) (OPTIONAL)
The Search Committee Chair/Admin can initiate an automated request to the applicant to authorize release forms for validation of the applicant’s credentials and/or a criminal background check. This option will not be available until the Final Search and Selection Summary has been approved through Workflow.
A list of requisitions you have access to will be listed. select the radio button next to the appropriate requisition.
From the Search Committee Options home page, select the Release Forms link under the Post Selection section. (Screen 17)
Screen 17
The first time this is accessed there will be no listings of any forms being requested. Select the Request for Release Form button (Screen 18).
Screen 18
Only when the final Search and Selection Summary is submitted into Workflow will the Chair/Admin have the option to trigger a release form. The individual who has been indicated on the Final Search and Selection Summary will be listed with two forms available. Select the boxes next to the forms required and then select Continue button (Screen 19).
Screen 19
A preview of the email that will be sent to the applicant will display along with the name of the HR administrator that will be charged with conducting the check. If needed, an additional administrator can be added by selecting Select Admin and a new line will be added to enter the name of the additional individual. Select Send Email to send the release request to the applicant. (Screen 20)
NOTE: If multiple applicants are selected, applicants will not see others' names on the email distribution list.
Screen 20
Once the requests are sent to the applicant, the listing will display date sent, the initiator, and the date the applicant completed the release, so the University can proceed with making the relevant inquiries. When the applicant has granted release for the University to do checks, that information will be populated in the Communication Center. The appropriate HR representative will be able to complete the checks. (Screen 21)
Screen 21
Committee Members
Rate Applicants
From the Search Committee Options screen, select the Rate Applicants link. (Screen 22)
Screen 22
To rate an applicant, select the person's name to review their application materials. The first round screening tool allows applicants to be rated by using the Yes/Maybe/No/Abstain rating under the Rating/Score section.
Yes -- indicates positive initial rating
Maybe -- unsure at this time
No -- indicates a negative initial rating
Abstain -- decline to rate this candidate (use if there is a conflict of interest)To provide more detailed ratings on each applicant for the position, select Edit Ratings. NOTE: Only Chair/Admin will be able to see ratings of all committee members.
To submit your ratings, select the Save Rating Information button. (Screen 23)
Screen 23
Reports
Reports available for review will be based on the role assigned for search committee members. All reports are available in HTML text, comma deliminted, or Excel format.
My Ranking Details (available to ALL members) allows you to view all of the rankings you completed for a specific applicant pool.
My Pre-Interview Information (available to ALL members) allows you to view all of the Pre-Interview rankings for the requisition.
Search Committee Ranking Details Report (available only to Chair/Admin) allows you to view the applicant ratings (Yes/No/Maybe/Abstain codes) submitted by all the committee members for each applicant in the pool.
Pre-Interview Information (Committee members only) (available only to Chair/Admin) allows you to view individual member's rankings for applicants.
Official Search Committee Rankings (available only to Chair/Admin) allows you to view the pre-interview rating codes submitted by the committee m embers for each applicant in pool.
The Basic Applicant Information Report (available to ALL on search committee) allows you to view a listing of all applicants, with their email address, applicant status, and completion date. Using the Excel format, the report will also include the applicants' mailing address.
Last updated 12/21/2010