Step Three: The Search Committee
Step Three: The Search Committee
Identify Members
Identify and contact various potential Search Committee Members
Inform your Coordinator
Send your proposed members name and UARK email addresses to your Recruiting Coordinator or Employment Coordinator.
Check Training Status
Your Recruiting or Employment Coordinator should check the training status of each member In Workday. Only trained Search Committee members may have access to any applicant materials. Search Committee Members and their training status should be reported on the Search Committee Membership form. This form will be uploaded in Step: Recruitment Analysis.
Search Committee Training
Search Committee Training Is required of all members of a search committee . Those who are not current In their Search Committee Training cannot have access to any applicant materials. Search Committee Training Is offered through the Office of Equal Opportunity and Compliance, and Is valid for three (3) years from date of completion. Once complete, trained members will have their status listed on their profile on Workday (under Committee Membership).
Search Committee Training Is offered at various times throughout the year. The two -hour Instructor led trainings are advertised through the campus Human Resource Partners and Employment Coordinators.
There Is also a self-paced online version of the training that can be completed In lieu of the instructor-led version. The online version can be completed through Workday learning. The course number Is UAFC8.
Search Committees can often include those in the community who are not employed by the University of Arkansas, Fayetteville. Employment Coordinators should provide the OEOC with the name and email of these members, for enrollment in Search Committee Training, through outside means.
Forming the Search Committee
It is important for every member of the Search Committee to thoroughly understand the requirements of the position to be filled, the needs of the department or unit, university policies regarding equal employment opportunity, and the mission of the university in order to assure the prospect of a successful search. As previously stated, anyone involved in the hiring process must complete Search Committee Training, every three (3) years. It is entirely possible for the Search Committee to be the only personal contact many applicants and candidates will have with the university. Therefore, the Search Committee is provided with an excellent opportunity to enhance the reputation and image of the university. Always bear in mind that while a Search Committee is evaluating a candidate, the candidate is also evaluating the Search Committee, the department or unit it represents, and, ultimately, the university. The Search Committee should have members who have legitimate and direct interests in the selection process. Criteria used in selecting the Search Committee members often include the following:
- knowledge of the substantive area
- demonstrated ability in promoting a deliberative process
- knowledge of the campus and its surrounding communities
- strong interpersonal and recruitment skills
As a best practice, the committee should consist of at least three members, including the chair, who should be distinguished in her/his department and the university, who has participated in searches resulting in successful recruitment of diverse candidates, and who is familiar with equal opportunity and affirmative action principles. The committee membership should be diverse in gender and race/ethnicity, bringing different perspectives, expertise, and backgrounds to the process. The inclusion of women and members of underrepresented groups from other departments or administrative units is acceptable. Ideally, a Search Committee should be as small as possible, yet large enough to include as many legitimate interests as possible. Keep in mind that the larger the group, the more difficult it becomes to arrange meetings when all can attend. Personnel from the OEOC are available to meet with the committee or to serve as a resource at any point in the search process. The Search Committee will want to evaluate all steps of its search in terms of affirmative action, with particular attention to the danger of unintentionally introducing any kind of discriminatory practice into the process.
The Charge of the Committee
The charge to the Search Committee must be clear and precise. Ambiguity in the charge, in the role of the committee, or in the extent of its authority can create confusion that will hamper and delay the selection process at crucial points. The hiring official should state his/her expectation of the committee, such as whether the committee is responsible for identifying one top candidate, or a list of highly recommended candidates, and, if so, how many should be received. The committee is also required to comply with university policies and procedures, ensure that all applicants are fairly considered, avoid conflicts of interest, and maintain confidentiality throughout the process. Any committee member who may have a conflict of interest (personal and/or professional) with any applicant should make the chair aware of the situation immediately. The chair will then decide how to proceed. If the chair has a conflict, the chair should inform the hiring official. Fayetteville Policies and Procedures 404.0 can be found at https://vcfa.uark.edu/fayetteville-policies-procedures/vprs/4040.php. Members of search committees must commit to maintaining the confidentiality during and after the search process. In accepting committee membership, each member agrees to preserve and protect the confidentiality of all applicant information. This responsibility includes non-disclosure of the names and/or status of any applicant participating in the search process and/or the deliberations of the search committee to anyone. A breach of complete confidentiality may disqualify a member from service on the committee. The integrity of a search depends on the strict adherence to the principle of complete confidentiality. The chair of the search committee or hiring official should be the only public voice for the search committee; members must refrain from making any public comments about the search process.
Responsibilities of Members
- Understand the university’s strategic plan, as well as applicable equal opportunity/affirmative action and diversity goals.
- Develop the recruitment plan to enlarge the applicant pool with women and minority applicants, particularly where underrepresentation exists.
- Evaluate applicants fairly based on the qualifications advertised in the position announcement.
- Be cognizant of unintentional bias that may overshadow the search committee’s perceptions of candidates.
- Create an open and welcoming environment and establish positive rapport with candidates during the interview.
- Maintain confidentiality about the search and selection process and committee proceedings.
- It may be appropriate to arrange for candidates to meet with diverse university constituencies so that candidates can gain a more direct sense of the community in which they may work and live.
- Attend all scheduled committee meetings.
- Develop a list of core interview questions to ask candidates related to the essential duties of the position.
- Screen applicants and select candidates for interviews.
- Participate in the interview process. Check applicants’ references (if so assigned).
- Perform other duties as assigned by the chairperson.
Responsibilities of the Chairperson
- Ensure that the Search Committee charge is understood and implemented.
- Serve as a liaison between the committee and the hiring department.
- Set a timetable for each search procedure.
- Facilitate all committee meetings and administrative support.
- Ensure that appropriate search records and meeting minutes are maintained.
- Perform all the regular duties of a search committee member.
- Perform other duties as requested by the hiring department.