Search Committee Resources

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Search Committee Pages:

1.

Committee Charge-off Meeting

2.

Initial Committee Meeting

3.

Position Announcement

4.

Advertisement

5.

Preparation for Application Review

6.

Preparation for Phone Interviews

7.

Preparation for On-Campus Interviews

8.

Candidate's Travel

9.

On Campus Interviews

10.

Closing of Interviews

Step 1:  Committee Charge

a.

Committee members meet with Provost or Designee to review search guidelines, senate policy and budget.

Step 2:  Initial Committee Meeting

a.

Chair to complete Confidentiality Statement and Equal Employment Statement for entire committee. Submit forms to Jessica Tran.

b.

Committee decides on a standing meeting schedule.  Submit schedule to Jessica Tran.

c.

Committee to develop a work plan (sample work plan).  Submit work plan to Vice Provost via Jessica Tran.

d.

Committee to meet with Donna Baughn to go over HR procedures & guidelines.

Step 3:  Position Announcement

a.

Committee to review current position description (sample) and make any changes.  Committee will use this as a guide along with the classification standards to write the position vacancy announcement.

b.

Chair to meet with Donna Baughn for assistance in drafting the position announcement.  Review with committee and submit draft to Vice Provost for approval.

c.

Committee to distribute position announcement to all CSU campuses and as widely as possible to colleagues and appropriate campuses outside the CSU.

Step 4:  Advertisement

a.

Committee/Chair to review with the Vice Provost advertisement budget and guidelines.  NOTE:  All ads must be approved prior to distribution.

b.

Work with HR to follow established guidelines regarding advertisement of position.  Complete & submit Recruitment Plan to Rosario Gaspar, Employment Services.

c.

Complete and submit Classified Ad Requisition to HR.

NOTE:  Ads typically placed with Chronicle of Higher Education, Diverse - Issues in Higher Education, Hispanic Outlook and other journals.  Ads will be posted on HR website.

Step 5:  Preparation for Application Review

a.

Committee to determine 1st application screening date.

b.

All applications, CVs, letter of references, etc. should be sent directly to the Chair to review and addressed to the Office of the Provost.

c.

Committee to decide on application review procedure.

d.

Chair to prepare and send receipt of application letter to all applicants. Letters should be cc'd to Vice Provost and sent via Jessica Tran.

e.

Committee to design phone interview questions and develop paper screening criteria. Chair to submit interview questions and screening criteria to Employment Services and Vice Provost for review and approval prior to conducting interviews.

f.

Committee members to review all applications. Application Summary for each applicant must be submitted to HR, including all committee notes.

Step 6:  Preparation for Phone Interviews

a.

Committee to review Pre-Employment Inquiry Guidelines prior to conducting any interviews.

b.

A minimum of two members is required to conduct phone interviews.

c.

Committee member or designee must complete Committee Interview Sheet form for each applicant.  All those involved in the interview must sign this form.

d.

Committee Chair to follow instructions on Background Reference Check process and have each applicant read and sign the Background Reference Check Release Form before conducting background reference checks.

NOTE:  Once the form has been signed by the applicant, reference checks can be conducted prior to on-campus interviews and after phone interviews.  Committee Chair should inform the applicant that the committee may conduct a thorough background check on the applicant and may contact others that are not listed on the reference list provided.

e.

Chair to prepare and send thank you/rejection letters to all applicants.  Letters must be cc'd to Human Resources.

f.

Chair with the assistance of staff from the Office of the Provost, will notify those who will receive on-campus interviews.

Step 7:  Preparation for On-Campus Interviews

a.

Chair is responsible for preparing a one-page bio on each finalist, obtain information on retreat rights and emergency contact for each finalist.

b.

Prepare copies of candidate's vitae for Provost, President and Academic Affairs Management Team.

c.

Office of the Provost to prepare an informational packet to send to each candidate at least one week in advance.  Packet to include:

   i.    Welcome letter from Chair

   ii.   Benefits information

   iii.  Trip planner with University contact info.

   iv.  SJSU's WE Are Magazine, Washington Square Magazine, and campus map.

   v.   College information

   vi.  City of San José brochure

   vii.  Housing information (City and University)

d.

Committee/Chair to prepare evaluation forms for committee members and non-committee members.

e.

Chair and Provost Office to prepare on-campus interview schedule for each candidate.

f.

Committee to organize and schedule campus meetings and guide schedule.  Typical meetings:  Appropriate College Council of Chairs; Open Forums; Faculty of Retreat Department.  Additional meetings may involve students, staff, community members, etc., as determined by search committee (ie. campus open forum, campus housing or Realtor).

g.

Committee to prepare guide schedule and arrange any necessary transportation for each candidate.

h.

Provost Office to schedule meetings with President, Provost, Council of AVPs and Council of Deans.

i.

Provost Office will assist in reserving meeting rooms, preparing and distributing fliers to campus.

j.

Committee to review Office of the Provost guidelines and budget for on-campus interviews.

Step 8:  Candidate's Travel

a.

Provost Office to work with Chair in determining travel schedule for each finalist.

b.

Provost Office to contact each finalist to clear travel arrangements (flights, airport pick up/transportation, hotel accommodations, etc.).

c.

Provost Office to make travel arrangements for each finalist.  (Sacramento Travel)

d.

Provost Office to inform candidates of travel expense guidelines and necessary forms.

e.

Provost Office to assist candidates in preparing travel claims for reimbursement.

Step 9:  On-Campus Interviews

a.

Committee to provide a guide for each candidate during on-campus interviews.

b.

Committee to arrange and organize lunch & dinners with candidates.

c.

Designated committee member to consolidate evaluation forms.

d.

Committee to schedule exit interviews.

Step 10:  Closing of Interviews

a.

Committee to meet and discuss finalists, make recommendations.  Chair to submit unranked names of candidates who are acceptable to the Provost.

b.

Provost to meet with committee to discuss recommendations.

c.

Chair to prepare and submit recruitment report to HR via Provost Office.

d.

After consultation with President, Provost will inform Committee Chair and make a public announcement of the new appointment.

e.

Chair to prepare and send rejection letters to unsuccessful candidates via the Office of the Provost.