Step 5: Screen and Evaluate Applicants
Form(s) Required: None
Each Search Committee will devise its own methods for reviewing and evaluating applicant files. The process and criteria must be consistently applied to all applicants.
- The Search Chair (or subcommittee) may take a preliminary review of all files to determine which applicants meet the minimum qualifications specified in the position announcement. Files of applicants who do not meet minimum qualifications may be separated from those who do. However, all must be counted as part of the total applicant pool for that search. All files should also be available for all committee members to review if they choose to do so.
- Technology can play a role in the review and evaluation phase of the search process. For instance, some search committees have created/used electronic programs that allow committee members to receive, review, and evaluate resumes/vitaes. Others have asked applicants to apply directly on-line.
- The use of objective measuring tools has proven to be helpful in the review and evaluative process. Search committees may elect to develop scoring sheets/screening forms/evaluation sheets and/or some form of rating system that assigns weights to particular “required” or “desired” criteria. If such tools are used, they should be kept as a part of the hiring unit’s search records.
- As a means to help narrow the applicant pool, search committees, depending on the type of position being filled, may request samples of documents written by applicants, select a range of top applicants and develop written questions for their responses, and/or conduct pre-screen telephone calls or Zoom meetings to provide the applicant with more information about the position.
These are just a few of the evaluation methods that may be considered for use by search committees. Committees have a great deal of flexibility in determining how to select top applicants. However, any criteria used must be applied to all applicants at each appropriate level.
Consideration of the Self-Identification Form
Information from the Equal Employment Opportunity Self-Identification form will provide a demographic profile of the applicant pool. If the search committee believes that the applicant pool does not adequately represent the composition of available potential candidates, the committee may consult the Department Head/Director, Dean, Vice Chancellor, Vice Provost, or OED for additional ideas to augment the recruiting efforts.
- If the search has been advertised without a cut-off date for receipt of applications, the committee can broaden the recruiting efforts to identify additional applicants.
- If the search has been advertised with a cut-off date, the position may need to be re-advertised. Use this opportunity to re-evaluate the job position to include qualifications, timing of search, recruiting sources, job title/rank, etc.
- If the committee decides to extend the search and re-advertise, all applicants who have applied should be notified in writing of the re-opening and asked to affirm their continued interest. If an applicant does not respond to the request for affirmation, he/she should still be included in the narrative summary for statistical purposes.
- The department also can elect to close the search and open a new search at a later date.