Step 5: Screening and Evaluating Applicants

Form(s) Required: None

Each Search Committee will devise its own methods for review of applicant files. The process and criteria used must be consistently applied to all applicants.

• The Chair of the search (or a subcommittee) may make a preliminary review of files to determine whether the applicant meets the qualifications specified in the position announcements. Files of applicants who do not meet minimum qualifications may be separated from those who meet minimum qualifications; however, the files should still be available for all committee members to review if they so choose.
  Note: Even applicants who do not meet the minimum qualifications must be included in the statistics for the Narrative Summary form and on the Request to Make an Offer form.
• Search Committees may elect to develop scoring sheets or screening forms. If scoring sheets or other forms are used, they need to be kept as part of the department’s search records. OED does not need copies of such sheets. Scoring sheets or other evaluative forms—if used—do not need to be signed.

• Search Committees may select a range of top applicants and develop written questions for their response. This may be particularly helpful in narrowing a very large pool of applicants.
• Search Committees may elect to develop a rating system that assigns weights to particular “required” or “desired” criteria.
• Search Committees may require samples of documents written by the applicant.

These are just a few of the evaluation methods that may be used by a committee. Committees have a great amount of flexibility in determining how to select top applicants; however, any criteria used must be applied to all applicants at each appropriate level. Applicant pools may be used to fill more than one position if the requirements of the positions are identical. Please consult with OED.

Consideration of the Self-Identification Form

Information from the EEO Self-Identification forms will provide a profile of the applicant pool. This profile will be provided to the Search Committee Chair by OED. The Search Committee or Chair should review the composition of the candidate pool to evaluate the adequacy of representation of women, African Americans, and other minority groups. If the committee believes that the applicant pool does not adequately represent the composition of available candidates, the committee may consult with the Dean, Director, Provost/Vice President, or OED for additional ideas to augment or extend recruiting efforts. Other options include:

• If the search has been advertised without a cut-off date for receipt of applications, additional efforts may be made to broaden the applicant pool.
• If a cut-off date has been stated in the job announcement, the position may need to be reevaluated and readvertised.
• If the decision is to extend the search and readvertise, all applicants should be notified in writing of the reopening and asked to affirm their candidacy. If an applicant does not respond to the request for affirmation, he or she should still be considered to be a candidate for the reopened position and must be included in the narrative summary for statistical purposes.