III. Screening Applicants

The screening process begins with an analysis of application materials submitted by applicants in response to the announcement of an open position. The search committee is responsible for selecting the candidates for interview who meet all minimum requirements and are most qualified to fill the vacancy based on the stated requisite and desirable qualifications.

A. Screening Resumes/Curricula Vitae

Prior to reviewing resumes or curricula vitae, search committees should determine the criteria they will use to screen applicants based on the qualifications specified in the position announcement.

The following tips help ensure a fair screening process:

• Assign several committee members to screen application materials
• Create a well-documented screening process in which each applicant’s qualifications are compared with the qualifications specified in the position announcement
• A screening matrix which charts each applicant’s qualifications vis-à-vis the requisite and desired qualifications allows the search committee to compare each applicant’s qualifications at a glance
• Select a short list of applicants to recommend for interviews
• Telephone interviews may be used as a screening tool to determine or clarify whether applicants meet the requisite and desirable qualifications

B. Best Practices to Enhance Equal Employment Opportunity, Diversity and Affirmative Action

Be knowledgeable about personal biases that might influence perceptions about applicants

• Assess ways the applicants will bring rich experiences and diverse backgrounds and ideology to the university community
• Screen applicants to be inclusive rather than for the sole purpose of narrowing the applicant pool
• Refrain from assessing applicant qualifications based on a single standard

C. Preparing the Pre-Interview Report

Once the search committee has screened the applications and has determined which candidates they would like to interview, the search committee chair or administrative support person initiates the form requesting permission to conduct interviews.

Depending on when the requisition for the position was created (before or after July 11, 2005), the form is available in different media. In either case, the Pre-Interview Audit or Pre-Interview Report must be sent to the Office of Equal Opportunity and Diversity prior to the ultimate round of interviews with the final candidates, which is typically held on-campus. If several rounds of interviews are planned, both off- and on-campus, the Pre-Interview Audit/Report may be sent to Equal Opportunity and Diversity prior to each round of interviews if the search committee/department/college so desires, but it is only required by EOD for the final round of interviews. If a Pre-Interview Audit/Report is sent for preliminary rounds of interviews, it must be updated and re-sent to EOD prior to the final round of interviews.

For Requisitions Created Before July 11, 2005:

If the requisition was created prior to July 11, 2005, the search committee chair or administrative support person completes the paper Pre-Interview Audit (Applicant Worksheet) available on the University’s Electronic Forms website. Copies of resumes are attached to the form, along with the rationale for the selection of candidates if necessary. The Pre-Interview Audit is routed through the department, and in some cases to the organizational unit, before coming to the Office of Equal Opportunity and Diversity for review.

For Requisitions Created On or After July 11, 2005:

If the requisition was created on or after July 11, 2005, the search committee chair or administrative person completes the Pre-Interview Report in the Hire@UIOWA application.

Resumes do not need to be attached as the electronic application is available to authorized users. If necessary, a memorandum may be attached with the rationale for the selection of interview candidates.

The report is submitted via Workflow to the department, the organizational unit, and the Office of Equal Opportunity and Diversity. An approval notice will be automatically generated and sent to all persons in the Workflow path, as well as the search committee chair and administrative support person.

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