Chairperson- Committee Assignment

Dear Search Committee Chairperson,

Thank you for agreeing to serve as the Chairperson of the assigned search committee. The Chairperson

holds a key role in moving the search forward. Please maintain communication with the hiring manager

throughout the process. There should be no discussion of specific applicants with the hiring manager

until the committee has completed review and top candidates have been referred to him/her.

Note the committee is tasked with narrowing the pool to the Most Qualified applicants, performing

interviews, then selecting the top 2-3 candidates to refer to the hiring manager.

Please find the following documents within this assignment:

Important Notes

Recruitment & Selection Checklist

Veterans’ Preference Brief

Rating Report Training sample

Non-selection Reasons-Rating Report Instructions

Guide to Completing the Applicant Rating Report

Three additional documents are available to you and are located within the Internal Posting Documents

section of the posting in PeopleAdmin.

Rating Report

Compilation Sheet

Recruitment & Selection Guidelines

Members are strongly encouraged to use the Guide to Completing the Applicant Rating Report when

filling out the Rating Report. This reduces documentation errors which can delay the hiring process.

The Rating Report and Compilation sheet are available to you in Excel form for recording applicant

ratings. Please do not otherwise alter. You will use the compilation sheet to compile the ratings from all

committee member rating reports.

TIP: Have your committee bring their partially complete Rating reports to the interviews. They can

complete the Committee Interview column and remaining Non-Selection Reason fields immediately

after interviews and submit to you with interview notes. –You will not have to track members down to

obtain their documentation.

It is not necessary to print the Recruitment & Selection Guidelines. Though all members are encouraged

to review the guidelines which provides an overview of the recruitment process. The Recruitment &

Selection Checklist noted in the first list above is the same document provided in a step-by-step format.

Please do not hesitate to contact me for guidance during this process.

Nancy McPherson HR Recruitment 252.335.3786 | njmcpherson@ecsu.edu

If you have been listed as a reference, have a personal relationship, or are kin in any way to an

applicant for this search it is required that you contact Human Resources to disclose the nature of the

relationship. A determination will then be made as to whether or not the integrity of the search is

affected.

Please Note

Candidates for the position must meet BOTH the Minimum

Training and Experience and the Competencies/Knowledge,

Skills, and Abilities as listed in the posting.

The committee should select candidates for interview from the

Most Qualified pool of applicants.

Veterans' Preference: If an applicant claims veterans' preference

by answering yes to the question asked in the Military Service

section of the application, mark Q on the rating report.

If an eligible veteran has substantially equal qualifications to a

nonveteran, the veteran shall be selected for the position. (If the

nonveteran is a state employee, please contact HR to determine if

the state employee has priority.) For greater detail, please refer to

the Veteran’s Preference policy.

https://files.nc.gov/ncoshr/documents/files/Veteran%20Preference.pdf

Office of Human Resources

Updated 07.05.2019

Recruitment & Selection Checklist

Instructions: Use the following list to navigate through the hiring process. The items should be followed in the

order listed. Check boxes as tasks are completed. For a comprehensive review of the process, please refer to the

Recruitment & Selection Guidelines located under Forms & Documents on the HR web-page.

If a temporary employee is needed during the recruitment period, contact Nancy McPherson, HR

Recruitment for assistance.

Vacant Position/Establishing New Position

Identify vacant position

Position #________ Position Title: __________________________________

Determine the competency level desired for the position (SHRA positions only)

Review the position description to determine necessary changes/updates to the position.

(Position descriptions are available via PeopleAdmin.)

Consult with Paula Bowe, Classification & Compensation

Establish a new position

Determine need for new position

Complete job description using either:

Career Banding Position Description Form (SHRA positions only)

EHRA Position Description Template

Documents can be accessed via the HR webpage under Forms & Documents

Consult with Paula Bowe, Classification & Compensation to establish new position

Position #________ Position Title: __________________________________

Establish Committee

Select up to 5 committee members –including Chairperson

Identify a Chairperson ____________________________

Contact each committee member to confirm participation

Ensure committee is diverse in race and gender

Office of Human Resources

Updated 07.05.2019

Interview Questions

Develop the interview questions

Review Interview Questions: Legal Considerations. This document can be accessed

via the HR webpage under Forms & Documents

Consider open-ended, behavioral-based questions that encourage the candidate to share

job related information.

(SHRA positions only) There should be at least one question relevant to each

competency for the position.

(SHRA positions only) Label each question with the corresponding competency.

Posting the Position

Complete the Chancellor Approval form (located under Forms & Documents, HR webpage)

Complete the Request to Post a Position form located under Forms & Documents on the HR

web-page in its entirety

Obtain Budget Approval on form from Business & Finance

Submit form to Human Resources

Human Resources

Please allow up to 5 days processing time.

Class & Comp Approval (Paula Bowe)

EEO Approval (Paula Gassaway)

Chief Human Resources Officer Approval

Recruitment posts position (Nancy McPherson)

HR Recruitment provides training to new committee members as needed

HR Recruitment uploads training material and required search process

forms to the Internal Posting Documents section of the posting (The

committee can access all documents while viewing the summary of the

posting.)

Committee Review

Office of Human Resources

Updated 07.05.2019

Chairperson contacts committee and schedules initial meeting

Chairperson informs HR Recruitment of initial meeting

Chairperson & Committee attend initial meeting (HR Recruitment attends first 10-15 minutes as

needed)

Hiring manager may attend initial meeting to provide charge to the committee (no discussion of

specific applicants is allowed with hiring manager at this point)

Chairperson & Committee complete thorough review of active applicants

Chairperson & Committee complete rating sheets up to the initial Rating column

Chairperson submits list of candidates selected for interview to HR Recruitment (Nancy)

Recruitment review cleared

EEO review cleared

HR notifies Chairperson to proceed with scheduling interviews

Please allow up to 2 days processing time for the Recruitment and EEO reviews.

Chairperson/Committee schedules interviews

Optional: Skype account access requested from HR Recruitment(Nancy)

Optional: Skype account access received from HR Recruitment

Chairperson & Committee perform interviews

Chairperson & Committee complete Committee Interview column (and/or Final Interview

column if relevant)

Chairperson & Committee designate 2-3 top candidates as MQ & refer them to hiring manager in

unranked order. Or, at hiring manager’s request, the committee may designate the single Best

Qualified candidate for hire.

Each committee member audits their documentation before providing to Chairperson

Each committee member submits rating sheets and interview notes to Chairperson

Chairperson completes Compilation sheet

Chairperson audits search package (all committee and chair documentation)

Chairperson ensures all applicants in applicant pool are accounted for on all committee

rating sheets and compilation sheet

Chairperson submits (search package) to HR Recruitment:

Rating sheets for each committee member including Chairperson

Notes from Interviews for each committee member including Chairperson

Office of Human Resources

Updated 07.05.2019

Compilation sheet

Any Additional Notes

(Please do not return training materials, applicant materials -such as application/résumé,

policies, or instructions to HR. Applicant items such as application/résumé/cover

letter/transcriptions/etc. should be shredded.)

Chairperson refers top candidate(s) to hiring manager via email with cc to HR. (turn in search

package)

Hiring Manager may interview referred top candidates to make final determination of Best

Qualified candidate

Hiring manager submits Competency Assessment (SHRA positions only)

Hiring Manager submits Chancellor Approval form

Hiring manager submits hiring proposal via PeopleAdmin

Hiring proposal approval process

Division Head

Budget

EEO

Chief HR Officer

The hiring manager can monitor the progress of the hiring proposal via PeopleAdmin.

Verification Process

Chairperson & Hiring Manager discuss salary of Best Qualified candidate

Hiring Manager discusses salary with Paula Bowe, Class & Comp

HR Class & Comp approves salary (Paula B.)

Chairperson contacts Best Qualified candidate with Offer of Interest (use provided email

template titled ECSU: Offer of Interest)

Candidate responds with request to proceed with verification process

Chairperson completes employment verifications using designated HR form

Reference Check form

Chairperson accesses references listed on candidate’s application by selecting the

Recommendations tab; then selects ‘Send’ to generate email for each reference listed

Office of Human Resources

Updated 07.05.2019

Chairperson should monitor Recommendations section of the job posting for submission

updates

Chairperson completes Verification Checklist and uses it as cover sheet for Verification package

Chairperson submits (verification package) to HR:

Verification Checklist (cover sheet)

Acceptance or Denial of Offer of Interest

Reference Check form(s)

Letters of Recommendation

Relevant email correspondence

Human Resources

Processing time is dependent upon multiple factors such as candidate response, background check

vendor results, etc.

EEO (Paula G.)

EEO analysis / approval

Recruitment (Nancy)

Audits search package

Receives hiring proposal

Sends background check email to candidate

Completes background check

Candidate clears background check process

Candidate documentation submitted to Class & Comp (Paula Bowe)

Class & Comp (Paula B.)

Obtains Chancellor approval

Official Offer of Employment sent to candidate

Veterans' Preference brief

(Please refer to the Veterans' Preference policy for greater detail. https://files.nc.gov/ncoshr/documents/files/Veteran%20Preference.pdf )

If an applicant identifies as eligible for Veterans' Preference per the question on the application,

“Do you wish to declare eligibility for Veterans' Preference?” or has included a copy of the DD-

214 place a “Q” in the rating field.

Minimum Qualifications

In order to claim veterans’ preference, eligible veterans must meet the minimum training

and experience requirements for the position and must be capable of performing the

duties assigned to the position.

In evaluating qualifications, credit shall be given on a year for year, and month for

month, basis, for all military service training and experience which bears a reasonable

functional relationship to the knowledge, skills, and abilities required in the position

applied for.

Advisory Note: In determining minimum education and experience, related civilian experience

should be used prior to using related military experience, in order to give the veteran, the

maximum credit for unrelated military service.

Applying Preference

The eligible veteran shall be hired when overall qualifications are substantially equal to the

nonveterans in the most qualified applicant pool. An exception would occur if there is an equally

qualified “priority” State employee in the most qualified pool.

Please contact HR Recruitment for guidance as needed.

Rating for candidate’s

1st (or only) interview

Rating for candidates if

committee holds 2nd

interview

Use non-

selection

reason for all

applicants

EXCEPT the top

2-3 referred to

hiring manager

(non-selection

reasons are

located on the

Rating Report

Instructions

sheet)

Use application, résumé,

transcripts, etc. to rate these

criteria. Place overall rating in

“Rating” column.

ALL applicants must be listed

Elizabeth City State University: (Non-Selection Reasons) Rating Report Instructions

For assistance, contact the Recruitment & Selection Administrator at ext. 3786

Step 1: Review the first applicant's application along with any supplemental application tools used.

Step 2: Highlight or underline information on the application/supplemental application tools that

relate to each competency.

Step 3: Determine from the information on the application/supplemental application tools how you

would rate the applicant on each competency:

Note the rating for the applicant in the box corresponding to the applicant and the competency.

Step 4: Repeat steps 1-3 for each competency

Step 5: Determine the overall rating for the applicant and note in the Rating column

Step 6: Repeat steps 1-5 for each applicant until all applicants have been rated.

Step 7: Note the Reason for non-selection using the following options:

Example: Education –Lacks directly related education/training should be coded as ‘Education2’ in the Non-selection Reason box

Availability 1) Unable to contact

2) Contacted/ declined interview

3) Withdrew from applicant pool

4) Offer made by university/ accepted another position

5) Interview scheduled/No show

Experience 1) Application review shows unacceptable work history

2) Application shows lack of directly related experience

3) Sufficient experience but less than the selected candidate

Education 1) Sufficient education/training but less than selected candidate

2) Lacks directly related education/training

3) Could perform duties only after extensive training

Interview 1) Interview showed inconsistency with application information

2) Interview showed unacceptable communication skills

3) Interview showed lack of sufficient, directly related knowledge

4) Interview showed lack of understanding of the scope of the position's duties

5) Interview showed strong candidate, but not as strong as selected candidate

Other (Be specific)

A non-selection reason should be noted for ALL applicants not hired.

Step 8: The BQ = Best Qualified rating is reserved for the candidate recommended for hire and

should be noted in the Final Interview column.

X = Not Qualified Experience does not reflect the required competency level

Q = Qualified Experience reflects the required competency level

MQ = More Qualified Experience reflects a higher competency level than required

NOTE: Judgment should be used in screening applicants. Screeners should use their knowledge of the job to make an educated guess as to whether

or not an applicant possesses a required competency. For example, there might be four competencies listed for a job. The applicant described duties

that addressed three of the competencies but the screener knows that jobs like the one the applicant had typically require the other non-addressed

competency. The applicant should be screened as “Qualified”. Additional information regarding this non-addressed competency can be gathered

during the interview process, if the applicant is selected for an interview.

Office of Human Resources

Updated 06.28.2019

Guide to Completing the Applicant Rating Report

Complete the following fields if currently blank:

­ Date

­ Position #

­ Position Class title/Competency level

­ Fill in the applicant names in the applicant name column

Applicant Review:

Priority Consideration column (SHRA only):

Does the applicant qualify for priority consideration? (See application –In the Personal

Information section of the application)

­ Did the applicant say ‘yes’ to the question “Are you a layoff candidate with the

State of N.C. eligible for RIF priority reemployment consideration as described by

GS 126:” If so, place a ‘Q’ in the box aligned with applicant name. If not, place an

‘X’.

­ Did the applicant say ‘yes’ to the question “Do you now work for the State of

NC?” If so, the applicant may be eligible for promotional priority consideration. If

the applicant has substantially equal qualifications to other qualified applicants,

please consult with Human Resources.

Veteran column:

Does the applicant qualify for veteran’s preference? (see Military Service section of

application –If the applicant answers yes to “Do you wish to declare eligibility for

Veterans Preference?” consider the applicant a qualifying veteran –HR will verify. If a

form DD214 has been uploaded by the applicant in PeopleAdmin, consider the applicant

a qualifying veteran.) If the applicant is a qualifying veteran, place a ‘Q’ in the box

aligned with the applicant name. If not, place an ‘X’.

Education column:

Does the applicant meet the minimum education requirement as defined by the job

posting? (see job posting –Note the education requirement as shown in the Minimum

Training and Experience: section and the Minimum Competencies/Knowledge, Skills,

Abilities and Behaviors section.) If the applicant meets the minimum education

requirement, place a ‘Q’ in the box aligned with the applicant name. If not, place an ‘X’.

Training and Experience column:

Does the applicant meet the minimum training and experience as defined by the job

posting? (see job posting –Note the education requirement as shown in the Minimum

Office of Human Resources

Updated 06.28.2019

Guide to Completing the Applicant Rating Report, page 2 of 3

Training and Experience: section and the Minimum Competencies/Knowledge, Skills,

Abilities and Behaviors section.) If the applicant meets the minimum training and

experience requirement, place a ‘Q’ in the box aligned with the applicant name. If not,

place an ‘X’.

Note the Following:

If the applicant has an ‘X’ in BOTH the Education column and the Training and

Experience column place dashes in the remaining criteria and proceed to the Rating

column. The initial rating for this applicant will be an ‘X’.

If the applicant has an ‘X’ in the Education column and the posting has a specific

Education requirement but does not allow for an equivalent combination of training and

experience, place dashes in the remaining criteria and proceed to the Rating column.

The initial rating for this applicant will be an ‘X’.

If the applicant has an ‘X’ in the Training and Experience column and the posting has a

specific amount of experience required, place dashes in the remaining criteria and

proceed to the Rating column. The initial rating for this applicant will be an ‘X’.

Completing the remaining criteria

Does the application and supporting documentation provide sufficient evidence the

applicant is skilled in the specified competency/criteria? If so, place a ‘Q’ in the box

aligned with the applicant name. If not, place an ‘X’.

­ Example: Criteria listed is Technical Knowledge- Does the applicant possess the

technical knowledge required for this position? If so, mark ‘Q’.

Rating column

All applicants should have an initial rating in the Rating column upon completion of the

application and supporting documentation review.

This rating should be either X, Q, or MQ.

MQ candidates are those designated by the committee member as Most Qualified and

therefore, worthy of an interview. (This does not mean the candidate will be selected for an

interview. That will depend on the committee discussion and overall committee decision.)

Office of Human Resources

Updated 06.28.2019

Guide to Completing the Applicant Rating Report, page 3 of 3

Committee Interview column

Only the applicants extended the invite to interview should be rated in this column.

If the applicant declines the interview, is a no show to the interview, is unable to contact, etc., place an ‘X’ in the box aligned with the applicant name and place the corresponding non-selection reason in the remaining box. (Use the ‘Availability’ reasons as listed on the Screening/Selection Rating Sheet Instructions.)

Interviewed applicants may receive an X, Q, MQ, or BQ.

Only one applicant should be designated as BQ per position for hire. (This is the applicant you want to hire.)

Final Interview column

Use this column if an applicant receives a second interview with the committee.

If there is no second round of interviews, you may designate the BQ candidate in this

column.

Non-Selection Reason column

Use the reasons specified on the Non-Selection Reasons-Rating Report Instructions

A non-selection reason must be provided for every applicant except the BQ.

Any applicant that receives an interview should have a non-selection reason selected

from the ‘Interview’ category.

Do not write out the reason –simply write the category and corresponding #.

­ Example: Write the reason noted below as ‘Education 2’

­ Finalizing

SIGN and Date the form

Review your rating sheet to ensure it has been completed properly. (Think from an

auditor’s point of view.)

Submit Rating sheet and interview notes to Chairperson