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  • UCD Search Committee ProcessUCD Human Resources

    UCD Search Process Training

  • Did you know? Board of Regents Law: It is the charge of the Office of Human Resources to monitor and review all Faculty, Professional Exempt, and PRA searches for compliance with the institutions Affirmative Action Program.

    UCD Search Process Training

  • Did you know?HSC searches for the period of August 03 January 04 were audited by the Office of Federal Contracts Compliance Program (OFCCP).

    Several areas of deficiencies were identified:1. Positions not properly posted2. New hires that did not follow proper posting requirements3. Not enough recruitment and outreach to veterans

    UCD Search Process Training

  • Did you know?

    Failure to comply with federal regulations and guidelines jeopardizes the federal funding (grant funds) received by UCD.

    UCD Search Process Training

  • When a search is requiredA search or search waiver is required for all positions.

    Academic progression (Instructor to Asst to Assoc to Professor) does NOT require a search or waiver

    All other promotions DO require search, or request waiver

    Post Docs (1438) are considered training positions and do NOT require searches.

    UCD Search Process Training

  • Steps in the Search/Waiver ProcessSearch Process StepsCreate PositionSearch Plan/Posting the PositionApplicant Data/Tracking/ReportsInterviews/NegotiationSearch Summary - Closing out the searchFinal Hiring Steps

    Search Waiver Process

    UCD Search Process Training

  • 1. Create Position

    Department/Unit creates or changes position in PeopleSoft-HRMS, if necessary

    (enters REC row)

    UCD Search Process Training

  • 1. Create Position Faculty including PRA

    Follow internal process for job description/title approval.

    UCD Search Process Training

  • 1. Create Position-Exempt Professional Department/School or College sends e-mail to HR.Exempt-Request@ucdenver.edu for approval: Position description/position number Organizational chart Proposed salary range

    Coming Soon Position Management Module!

    HR Consultant assigned to serve as a member of the search committee. Be sure to add that person to the committee in Jobs at CU.

    UCD Search Process Training

  • 1. Create Position - Exempt ProfessionalSample E-MailAPPROVAL E-MAIL FOR VACANT OR NEWLY CREATED POSITIONS WHERE A SEARCH WILL BE CONDUCTED PN _______, (TITLE) (DEPARTMENT) (EXEMPTION REASON)The attached job description has been reviewed and has been preliminarily exempted from the state personnel system because the position: a) Officers and their executive assistantsb) performs professional work in an academic or academic support work unitc) performs professional work and is a principle subordinate to the head of an administrative/academic department or divisiond) is the head of an administrative/academic departmente) is 100% grant fundedf) Heads of and professional staff involved in research and grants projectsThe salary range is $.....to $..... This positionIS/IS NOT eligible for overtime compensation. Incorporate the salary ranges and the position number into the job description. Please forward the signed copy to me (Box A005/130) within a week along with an organizational chart. The final, hard copy approval will be returned to you, onceKevin signs it. ??? will serve as the search committee member from Human Resources. The HR representative will contact the appointing authority and search chair to provide guidance on committee composition, providing the charge to the committee, and other resources on the search process. Search committee training is availableon-line and instructions toaccess the training are available at http://www.ucdhsc.edu/admin/hr/documents/OnlineSearchCommitteeTrainingGuide.doc. It is recommended that the supervisor and/or hiring authority deliver a charge the committee early in the process, but they are not allowed to actually serve on the committee.

    UCD Search Process Training

  • 2. Search Plan Faculty approval

    Hiring plan submitted to Provost or Deans officeOnce hire approved, Deans Office reviews job ad

    UCD Search Process Training

  • 2. Search Plan/ChargeHiring Authority meets with search committee and provides charge. Once committee is charged, job ad is entered into Jobs at CU.

    Guideline for Charge: http://administration.ucdenver.edu/admin/hr/documents/ChargetoSearchCommittee.doc

    Supervisor or anyone in the supervisory chain cannot serve on the search committee.

    UCD Search Process Training

  • 2. Search Plan Exempt ProfessionalOnce ad reviewed by search committee, job ad submitted for approval in Jobs at CU Search Committee members must take search committee training. Available on-line in Blackboard. Recruiting Diverse Faculty Search Committee TrainingHR Consultant assigned to the search will review ad

    UCD Search Process Training

  • 2. Search Plan Postings/Ads Postings/Ads must include (see Job Ad Template handout):Position title (official and working title)Full or part-time statusBackground Check note in ad if credit check will be requiredMinimum and Preferred Qualifications Education and Training Specific skills ExperienceUniversity Affirmative Action statement:The University of Colorado is committed to diversity and equality in education and employment.Background check statement:The University of Colorado at Denver and Health Sciences Center requires background investigations for employment. or

    UCD is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To achieve that goal, we conduct background investigations for all prospective employees.

    UCD Search Process Training

  • 2. Search Plan Postings/AdsIf international applicants are expected, seek job posting review from the Office of International Affairs

    If utilizing letter of recommendation function in Jobs at CU include number of letters you will require and include e-mail language to be forwarded once status is changed to request reference option

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contPostings/ads must include one of these statements: Review of applications will begin [month day, year], and continue until position is filled OR Application deadline is [month, day, year].

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contReview of applications will begin [month, day, year], and continue until position is filled. This means the committee may review applications after this date and continue to do so up until hiring decision. Applications received after review date do not have to be reviewed, but if one is reviewed all must be reviewed.

    There can be no hire until after this date.

    UCD Search Process Training

  • 2. Search Plan Postings/Ads cont Application deadline is [month, day, year].

    This means that no applications received after this date may be reviewed.

    There can be no hire until after this date.

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contDo not advertise anywhere prior to HR Office approvalDo not say Open until filledUse only approved ad(s) in all publications and on all websites. You may have more than one version of an ad, but all versions must be pre-approved (attach in Jobs at CU)

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contFor how long must a position be posted?

    Rule of thumb: The higher level the position, the longer the posting.

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contFor how long must a position be posted?PRA2 4 weeks

    Faculty (varies based faculty rank/position)4 12 weeks

    Professional Exempt3 8 weeks

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contInclude Benefit statement/salary range information:Salary range is $ _ to $ _ . OR Salary is commensurate with skills and experience. The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at http://www.cu.edu/pbs/The salary range included in the ad should provide an idea of the value of the job at that time. The budget of the department should be taken into consideration and if the School, College, or department can only afford a certain range that can be included in the ad vs. the full range of the salary. Sample language: A salary range has been established at ____ and is negotiable commensurate with candidates experience and education. You can add information regarding the benefits available to market the added value of benefits.

    UCD Search Process Training

  • 2. Search Plan Postings/Ads contHR Office places position announcements on required sites:Jobs at CU Colorado Workforce CenterHigherEdJobs.comSilver & Gold Record (small, free ads)Job ad automatically feed into Inside Higher Ed andAmericas Job Exchange if you select category in Jobs at CU posting.Dept/Unit places all other ads for a position (e.g., Denver Post, professional journals). These must be indicated in Jobs at CU (attach short ad).

    UCD Search Process Training

  • 3. Applicants Applicant Definition: A person who submits ALL required information (as stated in job posting) for a POSTED position.

    Keep applicant data confidential until finalist stage!

    Once person is named as a finalist considered open record

    UCD Search Process Training

  • 3. ApplicantsApplicant sets up applicant profile in Jobs at CU. All applicant demographic data (gender/ethnicity if provided)/search infor