Step Three: The Search Committee

Step Three: The Search or Hiring Committee

Use of a search or hiring committee

While convening a search or hiring committee is considered a best practice for promoting consistency and thorough evaluation, it is not a requirement. The decision to use a committee is at the discretion of the hiring official. Regardless of the approach, the goal of the search process is to ensure fair notice and access for qualified individuals to apply, and to support a process that is equitable, transparent, and aligned with equal opportunity principles.

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 HR Partner.

Check Training Status

Your Recruiting or HR Partner 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, Compliance & Title IX, 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 trainings are available online in Workday or on the OEOC Website.

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 or hiring Committees can often include those in the community who are not employed by the University of Arkansas, Fayetteville. HR Partners should provide the OEOC with the name and email of these members, for enrollment in Search Committee Training, through outside means.

Forming the Search or Hiring Committee

It is important for every member of the Search or hiring 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 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 or hiring committee to be the only personal contact many applicants and candidates will have with the university. Therefore, the Search or hiring committee is provided with an excellent opportunity to enhance the reputation and image of the university. Always bear in mind that while a Search or hiring committee is evaluating a candidate, the candidate is also evaluating the Search or hiring committee, the department or unit it represents, and, ultimately, the university. The Search or hiring committee should have members who have legitimate and direct interests in the selection process. Criteria used in selecting the Search or hiring 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. The chair should be a respected member of the department and the university who has experience in successful searches and is familiar with equal employment opportunity principles and hiring procedures. Committee membership should reflect a variety of perspectives and professional expertise relevant to the position and the department’s needs. The inclusion of individuals from different academic or administrative units is encouraged when appropriate to ensure a well-rounded evaluation process.

A search or hiring committee should be as small as possible while still including key stakeholders with a legitimate interest in the outcome of the search. Larger committees can present challenges in scheduling and coordination. Personnel from the Department of Equal Opportunity, Compliance and Title IX (OEOC) are available to assist the committee or serve as a resource throughout the search process. The committee should take care to evaluate each step of the process to ensure compliance with equal opportunity standards and to avoid introducing any discriminatory practices into the search.

The Charge of the Committee

The charge to the Search or hiring 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. For more information regarding conflict of interest, visitFayetteville Policies and Procedures 404.0, Disclosure and Management of Potential Conflicts of Interest and/or Commitment, including Outside Activity can be found athttps://policies.uark.edu/fayetteville-policies/vcri/4040.php and 410.1 Nepotism and Related Conflicts of Interest 5.27.21

Members of search or hiring 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 or hiring 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

As a best practice, the committee should consist of at least three members, including the chair. The chair should be a respected member of the department and the university who has experience in successful searches and is knowledgeable about equal employment opportunity principles and compliance with federal regulations, including affirmative action requirements related to veterans and individuals with disabilities under VEVRAA and the ADA.

Committee membership should represent a range of professional experiences and institutional perspectives relevant to the role being filled. Including individuals from other departments or administrative units can provide additional insight and support a comprehensive evaluation process.

Search or hiring committees should be structured efficiently small enough to manage coordination, yet broad enough to reflect legitimate departmental and institutional interests. The Department of Equal Opportunity, Compliance and Title IX (OEOC) is available to assist the committee or provide guidance throughout the process. Committees should review all phases of the search to ensure compliance with equal opportunity and affirmative outreach obligations, with attention to avoiding any discriminatory practices.