Human Resource Services

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  • Staff Search Process: Stage 1 - Recruitment

Staff Search Process: Stage 1 - Recruitment

Overview

The search process for Merit and P&S staff is a collaborative effort designed to identify and match highly qualified professionals with an advertised vacancy. Led by a hiring official or a search chair and search committee, applicant evaluation and selection is guided by the HRS employment team and the Office of Compliance and Equity Management.

Stage 1
Recruitment Stage 2
Evaluation Stage 3
Selection

Step 1: Identify Hiring Need

Responsibility: Hiring Official

Determine whether you are filling a vacant position or filling a new position.

Step 2: Create a New Position or Review Existing Position Description

Responsibility: Hiring Official & Human Resource Services

New positions and existing positions that are being significantly changed generally must have a formal classification review prior to a search beginning. In order to initiate this classification review for a P&S position, complete a Position Description Questionnaire (PDQ) and submit to Melissa Engdahl in HRS. For a Merit position, complete a Position Description Questionnaire (PDQ) and submit to Scott Klahsen in HRS. If changes to an existing position are not substantive, HRS can simply update the position description and formal classification review is not necessary. For additional information on classification, please view:

Step 3: Initiate Search by Completing a Jobs@UNI Search Requisition

Responsibility: Hiring Official

General guidelines when filling out the form:

  • Review Policy 4.02 Staff Recruitment and Hiring before initiating a search.
  • The Jobs@UNI Requisition Preparer Security Request must be completed and approved in order to initiate and submit online search requisitions through the Jobs@UNI system. An email notification is sent to the requestor when access has been added to the Jobs@UNI system. SPECIAL NOTE: This authorization only allows the user to create and submit a search requisition--this role does not provide the same access as a Search Committee Chair or Search Committee Administrator.
  • Plan a timeline. The full consideration date for resumes needs to be at least 10 business days from the ad start date, but may extend out further.
  • Determine ad locations after consulting with HRS and in accordance with Affirmative Action goals and other objectives. Consult with HRS about available on-line ad packages which have been purchased to list ads at a reduced rate. Do not forget to list appropriate websites, professional organizations, distribution lists, etc. that may be appropriate for the type of position. The goal is to create the best possible pool of applicants.
  • Human Resource Services will draft a recruitment ad based on the duties and qualifications in the requisition. When entering qualifications, consider the following:
    • The requirements listed in the advertisement will be used when reviewing your applicant pool. If an applicant does not meet one or more of the qualifications listed as required, they cannot be considered for an interview. Preferred qualifications cannot be used as a reason to rate applicant(s) as not being qualified, however based on phone screen results and/or the number or strength of preferred qualifications met, they may be used to distinguish those selected for an interview.
    • If you intend to consider student experience towards minimum requirements, it must be listed in the ad and is considered half-time (one year of student experience is equal to six months of full-time experience).
    • If there are work schedule details such as significant evening or weekend hours, the position is less than a 12-month appointment, or is part-time, it is recommended that those details be included in the position description section of the requisition so potential applicants are informed.
    • For higher level positions, if an individual search website will be utilized, include the search website URL in the position description section of the requisition. For guidelines on search website and campus open forums, please contact the P&S Employment Coordinator.
  • For all positions not designated as P&S Annual, (e.g. department directors), the search process may be administered by the Hiring Official in collaboration with the position's supervisor, if different. Search committees may be used if desired, but are not required unless the hiring official (in consultation with OCEM) determines a committee is appropriate. If a search committee is being utilized, consult with HRS on suggested committee representation. Note: A search committee member who is external to UNI must have access to the Jobs@UNI system. View the Adding an External Representative or a Student to a Search Committee support page for more information on adding an external search committee member.
  • If Remote Work is a requirement of a position, the advertisement must include this requirement. Consult with HRS if this applies.

  • View the Search Requisition Preparer Resources support page for information about completing the requisition. Complete the requisition and submit into workflow for approval.

Step 4: Requisition Review & Approval

Responsibility: Human Resource Services, Hiring Official & OCEM

  • Once the requisition has been submitted, HRS will make any necessary changes to the requisition and will submit the requisition into workflow. The requisition must be approved by HRS, the Division Head, and OCEM.

Step 5: Place Ad in Predetermined Sources

Responsibility: Human Resource Services

  • Once approved, HRS will place all advertisements other than any "member-only" type websites or listservs which the department should place once the requisition has been full approved.

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