1. The hiring official designates a committee of three or more people, one of whom serves as the chair. The hiring official chooses committee members based on their ability to relate the capabilities of candidates to the performance requirements of the position. Within that condition, committee members from FMS come from positions that represent more than one of the following perspectives from which to consider candidates: Senior, peer, and subordinate to the organizational level of the vacancy; in addition, at least one member will come from outside the area of FMS where the vacant position is located. No more than two committee members may come from within FMS; one or more members must come from outside FMS.

2. The hiring official informs members of their appointments and duties by letter similar to attachment 1.

3. The committee meets as soon as possible following notification to select a chair and to determine and schedule its procedures for reading and evaluating applications, for selecting applicants for interviews, for evaluating candidates following each interview, for making its recommendation, and for keeping the official record of the selection process.

4. The chair completes all HR-Employment forms that are required for the committee to document its process and selection results for the university's records. Upon receiving application forms and documentation materials from HR-Employment, the chair prepares the form entries required for the committee to begin its work.

5. The committee, according to its pre-determined procedures, reads the applications and, if possible, selects the three to five best qualified applicants to interview.

6. Committee members compose interview questions and conduct interviews. Interview questions are non-discriminatory. HR-Employment provides interview guidelines and sample questions which can be adapted for individual jobs. The committee asks a common set of questions of each candidate, and it asks additional questions to ensure that the interviews explore the candidates' individual views and experiences in adequate depth and detail to judge their relative qualifications for the vacant position. At the discretion of the hiring official, the committee may interview out-of-town applicants by telephone conference. However, the committee will offer the applicant the opportunity to appear in person before making its recommendation.

7. After each interview, the committee evaluates the candidate by a method agreed upon in advance. The committee discusses each member’s ranking of candidates to attempt to produce a consensus ranking or recommendation.

8. Committee members may withdraw, without substitution and without subsequent participation in the committee's procedures, at any time during the committee's process. However, if fewer than three of the committee's members participate in all interviews, the hiring official may then convene a new committee for the entire process.

9. The chair drafts for the committee a report to the hiring official indicating, if possible, the committee's first and second recommended choices for the position. The report states concisely the committee's process and explains why the committee ranked the candidates in the recommended order. Any member who disagrees strongly with any aspect of the report may submit a minority report.

10. The hiring official may interview the committee's recommended candidates and, if not in agreement with the recommendations, may meet with the committee to review the qualifications and recommendations it used for the current applicants. If this discussion does not lead to agreement, the hiring official may either request the committee to consider and present additional candidates (and the committee may then interview others from the existing applicant pool, or may extend its selection by inviting additional applications), or dismiss the committee and appoint a new committee.

11. The hiring official sends an offer letter to the selected candidate. After an offer is made and accepted, the committee chair sends a letter to all applicants who were interviewed but not offered employment. HR-Employment has sample offer letters and rejection letters.

12. After the committee makes its report, the chair returns all applications and completed documentation forms to HR-Employment. When the offer is accepted and the position is filled, the hiring official completes any remaining entries required for these forms and returns them to HR-Employment.

1. The AVP is responsible for acting as, or appointing, a hiring official.

2. Hiring officials are responsible for appointing committee members who can perform the required duties, and for making hiring decisions delegated to them. The hiring official retains records of hiring decisions and of the committee's records for three years.

3. Committee members are responsible for choosing a chair, for participating fully in all committee actions, and for using good judgment in their individual roles on the committee.

4. The chair is responsible for convening and conducting all committee meetings, for collecting records of committee actions, for completing all documentation required by HR-Employment or requested by the hiring official, and for drafting the committee report. (Records include names of committee members, of applications read, of applicants interviewed, notes or lists of interview questions, and any other data or documentation required by HR-Employment.)

1. Human Resources: A Guide, effective September 1, 1994

2. Policy on Equal Employment Opportunity and Affirmative Action, reaffirmed and redistributed by memo dated September 21, 1998