| Procedure |
Responsibility of: |
| Appoint Search Officer and/or Search Committee |
Director |
| Prepare Request to Post Job and Hire Form & forward to University Librarian for approval |
Director |
| Prepare Vacancy Announcement & forward to HR |
Search Officer |
| Meet w/ HR to discuss classification, search level, recruitment scope, ad placement & budget |
Search Officer |
| Place ad & work w/ recruiting agency through Stanford’s Office of Staff Employment |
Sheilaugh |
| Distribute Vacancy Announcement or ad text to individuals & listserves |
Search Officer |
| Organize Search File |
Search Officer |
| Receive & log in résumés/applications using candidate disposition data in Trovix |
Search Officer |
| Send out acknowledgments of receipt of résumé/application |
Search Officer |
| Screen résumés/applications |
Search Committee |
Identify selection criteria
|
Search Committee |
Prioritize résumés
|
Search Committee |
| Request references and completed SU Employment Application (SU-29) of top candidates |
Search Committee |
| Send out rejection letters (1 st cut) |
Search Officer |
| Evaluate reference letters and Applications & identify candidates |
Search Committee |
| Interview Arrangements: select interviewers |
Search Committee |
Develop interview content
|
Search Officer |
Develop interview schedule
|
Search Officer |
Arrange schedule w/ interviewers & interviewee(s)
|
Search Officer |
Finalize interview schedule
|
Search Officer |
Handle logistics (book rooms, food, equipment, etc.)
|
Search Officer |
| Travel arrangements (if applicable) |
|
Airplane reservation, rental car
|
Candidate’s responsibility |
Hotel, dinner reservations, etc.
|
Search Officer |
| Prepare candidate packets and schedule meeting with HR for candidate |
Search Officer |
| Prepare & distribute interviewer packets which include: |
Search Officer |
Cover memo stating date to return to Search Committee the evaluation data on each applicant
|
|
Interview schedules
|
|
Cover letter & résumé for each candidate
|
|
Copy of Vacancy Announcement
|
|
| After interviews do comparative assessments of candidates |
Search Committee |
| Prepare & forward to Sheilaugh the Search Report (optional), Supplementary Request to Hire Memo, and all the resumes/Applications of everyone who applied for Director, financial, & HR approval |
Search Officer |
| Review search packet, recommend offer salary |
Catalina/Gary |
| Download & prepare appropriate sample offer letter & acceptance letter from HR website |
Search Officer |
| Collect appropriate packet of hire forms from HR hallway |
Search Officer |
| Send offer letter, acceptance letter, Blue Book, & appropriate hire packet to candidate |
Search Officer |
| Send copy of offer letter to Sheilaugh |
Search Officer |
| After candidate’s acceptance, notify candidates not chosen who were not already notified using Sample Candidate Notification Letter |
|
| Complete search file should contain: |
|
Vacancy Announcement
|
|
Résumés/Applications & cover letters of all applicants
|
|
Interview schedules
|
|
All interviewers’ evaluations
|
|
Search Report (if exists) and Supplementary Request to Hire Memo
|
|
| Forward completed search file to Sheilaugh |
Search Officer |
