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The resources available on this page will assist departments in conducting personnel searches for new and existing positions within the guidelines, policies, and procedures of the Student Services Division and the Office of Human Resources. If you need additional information or guidance, please contact a Human Resources Specialist at 435-797-1815 or 435-797-0207 or the Division Budget Officer at 435-797-1712.

Examples of search process materials are available, which can be used or adapted for each department's unique needs.

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Submit a job requisition to Human Resources (HR).

• Review HR Hiring Toolkit. This site includes a PowerPoint tutorial on the job requisition process.
• Review USU Policies 385, 387, and 394.
• Pursue external search. Exceptions must be approved by HR.
• Search committee members must approve the job description before the hiring manager submits the job requisition.
  • Exempt employee search process flow chart
  • Non-exempt employee search process flow chart
• Process HR job requisition.
  • New positions require additional approval processes with the Vice President of Student Services and HR. Complete the New Position Request form.
  • Work with the Division Budget Officer to ensure that the position number is built into the department budget before posting.
• Advertise the position. Work with HR to place local, regional, and/or national advertisements.
  • Include the quicklink web address for the job requisition in electronic advertisements and communications with potential applicants.
  • Dual Career Assistance priority interviews. When advertising a position, it is essential that the hiring manager is knowledgeable of issues related to dual career assistance priority interviews.
    • Refer to Policy 385 Appointments of Opportunity and the "Utah State University Dual Career Assistance Protocol".
    • Ensure that you work closely with HR if you are involved in interviewing a candidate through DCA.

Select and orient a search committee.

• Non-exempt positions: No committee is required.
• Exempt positions: A committee is required with a minimum of three members. The hiring manager is typically the chair of the search committee.
• Committee members review and finalize the job description prior to submission of a job requisition.
• The chair provides members with a copy of the approved job requisition, the username and password for the online job requisition site, and orients members about search and AA/EO policies.
• Orient committee members and train as necessary to ensure appropriate interview techniques and practices are used consistently. The following online videos might be helpful for division search committees to view and discuss.
  • The Self-check Technique for Revealing Unconscious Bias
  • How to Smoke Out Impostors in Job Interviews
  • How to Avoid Hiring Lawsuits (in job interviews)
• The committee develops an applicant screening matrix based on the job description. The Search Process Materials web page provides sample documents to use or adapt.
• The committee prepares interview questions.

Select candidates for interviews.

• Dual Career Assistance (DCA) priority interviews. When advertising a position, it is essential that the hiring manager is knowledgeable of issues related to DCA priority interviews. Refer to Policy 385 Appointments of Opportunity and the Utah State University Dual Career Assistance Protocol. Ensure that you work closely with HR if you are involved in interviewing a candidate through DCA. DCA interview candidates are kept separate from the hiring pool. They are not be to compared with applicants applying through the HR Jobs system. Committees can contact the DCA candidate to talk with him/her about the position, what the committee is looking for, and to request that he/she submit any/all required information that will allow the committee to evaluate the candidate,
• Committee members need to use a ranking matrix to individually rank candidates. Examples are available on the Search Process Materials page.
• Committee meets to discuss applicant rankings and select candidates to interview after the review date has passed (exempt positions only).
• Chair submits candidates for approval through the online job requisition site.
  • Out-of-state applicant interviews must be covered by department funds. Executive Directors and Assistant or Associate VP's are covered by the office of VPSS.
• Notify the applicants not selected for interviews.
  • It is important for the committee to maintain communication with applicants as to the status of the selection and interviewing process. This is not only professional courtesy but could prevent a qualified applicant from withdrawing due to lack of communication during an extended search.
• Update the job requisition by changing the status of applicants selected and not selected for interviews.
• Hiring managers can view several reports within the HR job site: "Where did you hear about his position", "Demographic Report" without candidate names, and "Applicant Information" that includes name and contact information of applicants.

Conduct interviews and select finalist(s).

• Interview candidates using prepared interview questions.
• Select finalist(s).
• Conduct reference checks. Sample reference questions are available on the Search Process Materials page.
• Submit recommendation to hiring manager (who may also be the committee chair) and VP through the HR jobs site. It is advised to notify these individuals that the recommendation is being submitted. You may also want to prepare a written document.

Extend a job offer.

• Following the necessary approvals, extend a verbal job offer to the selected finalist, followed by a written offer. (Remember that offers are contingent on successful completion of a background check, performed by HR.)
• After the job offer has been accepted, notify the finalists who were not selected.
• Complete the close-out of the online job requisition by updating the status for all applicants.

Orient the new employee.

• Complete the New Employee Orientation Checklist.
• Refer the employee to the division's New Employee Orientation on Canvas. (to be completed by Fall 2012)
• Refer to HR online information and forms for new hires.
  • Exempt employees
  • Non-exempt employees

Utah State University, Logan, Utah 84322
Phone: 435-797-1000

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