Quick Administrative Guide

Search Committee Chair &
Administrator Resources

  Quick Administrative Guide

This page will provide a quick overview of the processes and responsibilities of a Search Committee Chair/Admin. If you are new to our online process please read this page carefully, if necessary, print this page to use as an instruction sheet.

Jobs@UNI Search Committee Options

A. Manage Applicant Pool

• When the search chair is ready to release the applications to the rest of the committee, the chair/admin clicks the Proceed box for each applicant that the chair wishes the committee members to review. If the chair/admin wants the members to view all applicants, then there is no need to create a pool.
• Before any of the committee members can see/rate applicants, the chair/admin must Open the pool for scoring. Click once on the Open Applicant Pool for Scoring button to turn on this feature.

B. Rate Applicants

• The rating scale is determined in the Manage Applicant Pool section and can only be changed when creating a new pool or before any applicant has been rated.
• Member Rating Options - It is not required that anyone complete this section; this is the personal opinion of the search committee member. These "personal ratings" can be downloaded via the Reports section.
• Equal Opportunity (EO) Rating Options - The search committee chair/admin must complete the Search Committee Rating Chair Options in order to populate the data on the OCEM forms.
1. For the Pre-Interview Report, all required sections are to be filled out except for Post-Interview Action Code
2. For the Post-Interview Report, all required sections are to be filled out.

C. Manage Search Committee Members

• This section allows the search chair/admin to add or remove search committee members. The OCEM will receive email notifications of any changes to the search committee. The initial list of search committee members was entered at the time the Requisition/Recruitment Plan was created. The chair/admin may edit the list as necessary. You must indicate the role of each committee member, whether he/she will be a search committee member or admin.

D. Pre-Interview Report

• This form may not be filled out until after the full consideration date.
• The Pre-Interview Report is a online version of the paper Search Log that was utilized under the previous search process.
• The list of applicants cannot be edited once the form has been created and submitted into Workflow.
• The search chair/admin first creates a Draft Copy of the Pre-Interview Report and and then submits a final copy into workflow. Review the Pre-Interview Reports support page for more information.

E. Search and Selection Summary - Selection of whom to hire

• This form may not be filled out until after the full consideration date and can only be completed by a Search Committee Administrator.
• Prior to beginning the Search and Selection Summary Form, the chair/admin must update the EO rating codes following the interviews, indicating all applicants who were interviewed, withdrew from consideration, or were previously offered the position but declined.
• The search admin first creates a Draft Copy of the Search and Selection Summary and then submits a final copy into workflow. Review the Search and Selection support page for more information.
• Attachments, such as a draft offer letter or justification document, may be added once the form is in workflow.
• There are a few steps if an applicant turns down an offer or a situation arises where a new candidate must be selected.
1. First, edit the Post-Interview action ratings (Rate Applicants page) for the applicant that is initiating this change.
2. If this action results in a new interview and the applicant was not previously selected and approved for interview; change the Pre-Interview rating (Rate Applicants page) on the person to be interviewed, and then submit a new Pre-Interview Report.
3. Once the search admin is ready to make another offer, the search admin starts a new Search and Selection Summary.

F. Login as Search Committee Member

• This option allows the chair/admin to login as another search committee member. This may be necessary in the event that a committee member is traveling and does not have access to a computer with an 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.

Return to Top