frequently askedquestions
HumanResources
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<spanclass=”wvsuBtn”>Employee RelationsSearch andHiring Information
SEarchcommittee
What if a member of the search committee misses one of theinterviews?
While it is always best for all search committee members to participate in all interviewstherewill be emergencies, such as illness, where this is not always possible. In this case you maywant to have someone on the committee take more detailed notes than normal and then brief themissing committee member on the answers to the interview questions. Be sure to notate whenthisoccurs in the recruitment process notes.
What if there is a conflict of interest between a search committee member and anapplicant that has applied for the position?
The search committee member should discuss their concerns with the search committeechair. If the chair is not sure of the appropriate action that should be taken they shouldconsult with Human Resources.
Are search committee deliberations confidential?
Yes! The Hiring Manager and/or search committee chair must make sure that all committeemembersunderstand that breaches of confidentiality create severe problems, hurt feelings, and canleadto formal complaints. This is especially true when an internal employee(s) has applied for thejob.
A good rule of thumb is that committee members should never discuss the committee work. Atmost,they can share information about what stage the recruitment process is in, but nothing aboutthecommittee’s evaluation of individual candidates, nothing about who said what, andnothing about which candidates are strong or who they think will get the job.
How should a search committee make decisions? Consensus? Majorityvote?
The Hiring Manager and/or committee chair should make sure that the group agrees on a methodofdecision-making before applications are discussed.
To take best advantage of the diversity in perspectives on a search committee, talk throughdifferences of opinion to see what they’re about. In particular, fairness may dependon talking through any differences in opinion between men and women or between people ofdifferent cultural backgrounds, or differences in how the committee is evaluating men andwomen,or candidates of different cultural backgrounds. Take the time to talk it through — everyonemay learn something, and robust discussion leads to better decisions along the way.
What should a search committee member do if they feel implicit bias is beingdemonstrated in the search process.
The search committee member should discuss those concerns with the search committeechair or consult with the Equal Opportunity and Compliance Office.
Is it still required to have a woman and minority on every searchcommittee?
That is not a specific requirement, however the search committee should reflect thediversity of the university and the search committee chair may be asked what steps were takentoensure the search committee is diverse.
Can a search committee member decide to apply for the position they are servingon?
A search committee member cannot apply for the position they are servicing on oncethecommittee has started to review applications. A committee member could recuse themselves fromthe committee and apply if they have not started to review applications.
Are internal candidates required to follow the same interview process asexternalcandidates?
Yes, it is important to ensure fairness to all applicants during the screening andselectin process. There should be consistent treatment of applicants at each stage of theselection process. For example, if phone interviews are being conducted, internal candidatesshould also participate by phone.
When should reference checks or letters be requested by the searchcommittee?
The search committee can determine the process that will be used to request referencechecks or letters and the timing of when they will be requested.
What should a search committee do if an applicant claims that they were nottreated fairly or discriminated against?
Before responding to the applicant the search committee should consult with HumanResources.
Why is it important for a search committee to be able to explain or defend theirselection decisions?
Applicants who feel they were highly qualified but not selected may question orchallenge the committee’s selection. In those situations the committee may need toexplain the process, metrics, and steps taken to conduct a fair and objective search.
SECURING APPROVAL TO FILL A VACANCY
What is the first step in filling an open position?
Anytime a department wants to advertise for a position or make changes to positions at theUniversity, they are required to make a request and receive approval using a Position-Personnel-RequestForm (PPRF). When Human Resources receives the PPRF, your Human Resourcerepresentative will contact you to discuss any changes that may need to be made to the form orto your posting.
Who must sign a PPRF before the position can be posted?
Before a position can be posted, the department head, appropriate vice president, theUniversityController and the Vice President of Business and Finance must sign the PPRF. ThePresident’s signature is required on all hiring paperwork when the universityimplements a hiring freeze, unless exceptions are established.
POSTING A VACANCY
What is the posting period for positions?
A job announcement should be advertised for at least 14 days.
When can I post my position externally?
In accordance with the job opportunity program, positions are first posted internally (tobenefits eligible WMU employees). If you have completed the internal posting process and donothave a qualified candidate, please contact your Human Resource representative to assist you inthe external posting process. In addition, it will be necessary to obtain approval from theOffice of Institutional Equity to post your position externally.
When should I advertise my position?
The Division and Human Resources works together in determining appropriate placement ofpositionannouncements – local, regional or national, professional publications, listservs,andothers as appropriate. Human Resources continues to research other sites to postannouncements,which should help to provide the Division with an adequate and diverse pool ofapplicant.
Who pays for advertising my position?
The hiring department pays for all employment advertising. Billing occurs after theadvertisement is published. Human Resources charges the advertising expense back to the hiringdepartment through an intra-departmental transfer.
REVIEWING AND PROCESSING APPLICATION MATERIALS
May I request materials from applicants that cannot be easily submitted online,for example work samples, tapes, videos, etc?
Yes, you may include a section in the job announcement that tells candidates how to submitthesematerials. Please let your Human Resources representative know that you will be requestingsuchmaterials when the posting is being created.
What if someone sends me an application or a resumedirectly?
Please contact the applicant and ask him or her to apply for the vacant position via thecontactinformation for Human Resources that is included in all job announcements. Requiring all jobseekers to submit their applicant materials through Human Resources ensures consistency in therecruitment and hiring process.
When may I begin reviewing application materials?
Applications will be made available for review by hiring agents after the closing date/initialreview date.
Do I need to notify applicants when a job posting has beencanceled?
Yes, as a hiring agent you do need to notify applicants if a search process is canceled.
How can I prepare for an employment interview?
Job analysis is always the first step. Review the skill requirements for the position. Youmustbe able to describe and assess the skills and characteristics necessary for success in theposition. Your analysis should include a review of the job posting.
After analysis of the position, the second step is to develop appropriate job-relatedinterviewquestions. For assistance with developing interview questions, please click here.
Third, review each applicant’s resume and application to determine whether he or shemeets the qualifications for the position as listed in the job posting.
Must I interview all candidates for the position?
No. When your applicant pool is so large that it would be unreasonable to interview allqualified candidates, you need only interview the candidates that best meet the requirementsforthe position. However, you must be able to document on the candidate referral form the reasonyou did not interview the candidate within the context of required qualifications. HumanResources encourages hiring agents to interview all qualified internal candidates wheneverpossible.
CHECKING REFERENCES
Do I have to conduct reference checks on all applicants?
No. However, we strongly recommend that hiring managers thoroughly check references forfinalistcandidates.
How do I check applicant references?
The best indicator of how a person will perform in a position is how he or she has performedinprevious positions. Therefore, hiring agents should check references of all finalists wheneverpossible. While many employers are pleased to provide needed information regarding their pastand current employees, some employers are only willing to verify employment dates. However,eventhis information may be helpful to you in your hiring decision. Some employers require awrittenconsent before providing information about a previous employee. For more information on thistopic, please click here.
An applicant has checked “no” on their application pertainingtochecking references with their current employer. What should I do?
In most cases, the employee does not want his/her current employer to know that he or she islooking for another job, which is understandable. Once you have identified the applicant as afinalist, you should contact the applicant, explain that further consideration for thepositionis contingent upon reference checks with previous employers and request permission to contactthe current employer. If the applicant does not allow you to conduct a reference check, youmaywant to reconsider the applicant as a finalist for the position.
MAKING A CONDITIONAL JOB OFFER
When can I make a job offer?
You may proceed with an official job offer after you have completed a PPRF and it has beenapproved with the required signatures. Human Resources will contact you to let you know thatyour finalist has been approved for hire and to discuss pay recommendations, backgroundchecks,and to assist with drafting of the offer letter.
Should I request that a background check be conducted before I offer my topcandidate the job?
Before an official offer of employment can be extended, all employees are required to have asatisfactory completion of a background check and/or physical examination. Please consult withyour Human Resource representative prior to making any offer of employment.
Is a signed letter of offer/acceptance necessary?
An offer letter signed by the finalist indicating their acceptance is necessary to ensure thatboth WVSU and the finalist are in agreement with respect to all of the details of the joboffersuch as pay, benefits, and other related conditions of employment.
What if the job offer is declined?
If the job offer is declined, the hiring agent may offer the job to their next finalist. Ifthere are no other finalists, your Human Resource representative should be contacted todiscussother options.
HIRING THE SUCCESSFUL CANDIDATE
How do I put a new employee on the payroll?
Once a PPRF has been completed and the job offer has been accepted and the letter of offerreceived, Human Resources enters the new employee into the Human Resources Information System.Please contact your Human Resources representative for more information.
CLOSING THE SEARCH PROCESS
How are non-selected candidates notified of the hiringdecision?
Once the PPRF requesting to hire the new employee is completed and received in HumanResources,the position announcement will be removed from the website and the Search Chairsends‘Thank you for your Interest. The Position has been filled” letter to allqualified but unsuccessful applicant and interviewed candidates. For examples of non-selectionletters, please click here.
Do I have to keep all the resumes and applications I received for my postedposition?
At the conclusion of the search, the committee chair collects all the documentation andforwardsit to the hiring department representative for retention. The department must retain thecompiled search file for three years after the calendar year in which the records werecreated.Upon expiration of the three-year retention period, the materials should be destroyedconfidentially, such as confidential shredding. Human Resources retains online employmentapplication materials, and job postings.