ADMINISTRATIVE HIRING PROCESS
This administrative hiring guide provides a process for conducting administrative searches which is consistent with sound personnel practice, fair employment law, affirmative action obligations, and university policy.
This process applies to all positions hired pursuant to the Arizona Board of Regents Conditions of Administrative Service, ABOR Policy 6-101 (See Section E), except where a waiver of recruitment has been determined to be in the best interests of the university pursuant to the Waiver of Recruitment Policy. (See Section F)
Each participant in the hiring process has the obligation to be aware of and comply with the university’s affirmative action obligations to women, minorities, individuals with disabilities and veterans, as well as the university’s commitment to diversity.
* Note: This process is set forth in checklist format in order to provide one document which will be useful to all individuals responsible for the search, from the administrative support person to the hiring authority.
* Note: This process combines features of both the Faculty Hiring Process and the Hire Smart checklist for Classified Staff and Service Professional positions, with allowances made for the nature of administrative positions. Key components, such as the need for affirmative action considerations, uniform questions and process between applicants, and the documented analysis of applicants based upon uniform job-related criteria, are required elements. The Uniform Guidelines for Employee Selection Procedures (41 U.S.C. 60-3) “incorporate a single set of principles which are designed to assist employers … to comply with requirements of Federal law prohibiting employment practices which discriminate….” They are applied by the EEOC in Title VII claims and by the OFCCP in affirmative action compliance situations. Common themes throughout the guidelines are the need for uniformity in process and proof of criterion-related selection procedures, whether formal/scored or informal/unscored methods are used.
TABLE OF CONTENTSPage
A. Required Forms……………………………………………………...... 3
B. Obligation of Hiring Authority…………………………………………………3
C. Search Process…………………………………………………………………4
1. Select Screening Committee…………………………………………4
2.Complete Forms for Approval…………………………………………4
3. Forward Documents for Approval…………………………………………6
4. Post and Advertise the Position…………………………………………7
5. Establish Documented Criteria Review Process…………………………8
6.Receive Applications and Send Out Self-Identification Forms …………...8
7. Review Applications for Minimum Qualifications………………………...9
8Applicant Pool Certification ………………………………………………9
9.Screening for Preferred Qualifications ……………………………………10
10. Telephone Interviews and Reference Checks……………………….10
11.Optional Off-Campus, In-Person Interviews and Campus Visits ………..13
12. On-Campus Interviews………………………………………...... 14
13. Select Final Candidate and Initiate Background Check…………………14
14. Process the Appointment Recommendation Form…………………………16
15. Retain the Records…………………………………………………………16
D. Policy for Non-Competitive Selections…………………………………………17
E. Positions Subject To the Administrative Hiring Procedure…………………17
F. Sources of Assistance…………………………………………………………18
A. REQUIRED FORMS
The forms required for the hiring process are described below and can be obtained electronically at
- Recruitment Plan for Appointed and Administrative Positions (Form A-2) - provides a format for submitting information regarding the screening committee, application materials, advertising, and outreach activities to recruit a diverse applicant pool. This form is a required attachment to ePOST.
- Appointed Staff and Administrative Hiring Information (Form C) - provides a list of candidates selected for telephone and on-campus interviews outlining strengths and weaknesses relative to the position as announced.
- Background Check Form – this form is required to initiate a background check which is required for all employees. Administrative positions may be safety/security sensitive. Therefore, per Arizona Revised Statutes, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and (in some cases) fingerprinting. Use the HR tool to determine if the position is safety/security sensitive.
- Employment Background Investigation Authorization – this form is required to gain permission from the candidate for a background check to be conducted.
- Notice of Appointment - appointments are prepared by the Budget Office and executed by the President once the Budget Office has received the approved Notice of Appointment Recommendation (Form D).
B.OBLIGATION OF HIRING AUTHORITY
The hiring authority has ultimate responsibility for assuring that the procedures outlined in the hiring process are followed. The hiring authority has authority to delay or stop the hiring process if there are procedural or other violations. It is the responsibility of the hiring authority to ensure good faith effort throughout the search process consistent with the university’s affirmative action obligations and commitment to diversity and to communicate to the search committee the need to follow appropriate procedure for this purpose.
The term “hiring authority,” as used in this document, refers to the senior administrator (such as president or designee, vice president, or provost as appropriate to the position for which a search is being conducted) responsible for making the hiring decision.
C.SEARCH PROCESS
Note Regarding Confidentiality: The identities of applicants and their application materials are to be kept confidential until such time as the applicant has been offered and has accepted an invitation for an on-campus interview. The identity of candidates may be released to individuals not on the screening committee, if any, who are participating in interviews prior to the on-campus interviews. In such cases, the individuals must be instructed that the applicant information is to be kept confidential.
1.SELECT SCREENING COMMITTEE
While the ePOST and paperwork for the search is being prepared (see 2 below), select the screening committee.
The hiring authority or designee appoints a screening committee.
Consistent with the university’s commitment to diversity, effort must be made to include individuals with a demonstrated commitment to gender and ethnic diversity.
Identify the members of the screening committee on Form A-2.
2.COMPLETE ePOST FOR APPROVAL
Because preparation of the screening matrix of minimum and preferred qualifications can often identify problems with the wording of the vacancy announcement, it is recommended that a draft matrix be prepared at the same time as the vacancy announcement. (See 5 below)
Check that minimum and preferred qualifications are appropriate for the position and meet university requirements, including any necessary certifications.
To avoid eliminating otherwise potentially viable/competitive candidates, minimum qualifications must be limited to those that are clearly essential.
Preferred qualifications must be clearly derived from or reasonably inferred from the duties of the position as announced.
The official vacancy announcement and job advertisements must include language regarding commitment to diversity. (Refer to the Faculty Search Guide for examples of acceptable statements: ).
Consistent with the university’s stated goals and values, a statement indicating that the university values a civil working environment is recommended. Recommended language to include is as follows: “The university is committed to a diverse and civil working and learning environment.”
The Vacancy Announcement states clearly what application materials are to be submitted.
The Vacancy Announcement and all advertisements must include language indicating that the university is an Affirmative Action/Equal Opportunity employer and that women, minorities, individuals with disabilities and covered veterans are encouraged to apply. Acceptable abbreviations for advertisements are:
1. As an EOE/AA employer, Northern Arizona University will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, and veteran or disability status.
2. EOE/Minority/Female/Disabled/Veteran
3. EOE/M/F/Disabled/Veteran
Applicant review date reads, “The search will remain open until position is filled or closed; however, the committee will begin reviewing applications on date .” Date indicated for review of applications is at least 30 days after position is first advertised to the public. (Applications may be reviewed for minimum qualifications as they come in. Review for preferred qualifications may begin after the position has been advertised for 30 days and the applicant pool has been approved as provided in this process.)
Use the HR toolkit to determine if the position is safety/security sensitive. Include necessary language that the position requires a background check, credential check and/or fingerprinting.
Recruitment Plan for Appointed and Administrative Positions
(Form A-2)
Screening committee chair and members are listed.
Screening committee membership reflects ethnic and gender diversity.
Identify outreach and recruitment likely to reach a broad audience of potentially interested and qualified candidates, including women and people of color.
Consult with the Equity and Access Office (hereinafter EAO) at
(928) 523-3312 to identify sources of recruitment.
If the Affirmative Action Plan has identified either women or minorities as underutilized in the job group, the outreach and recruitment plan must identify specific efforts designed to reach candidates from underrepresented groups. Current Affirmative Action Plan goals for women and minorities in administrative position job groups are available from Affirmative Action at the following web address:
3.SUBMIT ePOST FOR APPROVAL
4.POST AND ADVERTISE THE POSITION
The committee may proceed with advertising the position after the position has been posted on the HR jobs web page.
Advertisements must not include any minimum or preferred qualifications that were not also included in the vacancy announcement as posted on the HR website. Shortened ads should refer to the official posting on the HR jobs web page at
All advertisement must include language indicating that the university is an affirmative action/equal opportunity employer and that women, minorities, individuals with disabilities and veterans are encouraged to apply. Acceptable abbreviations for advertisements are:
1. As an EOE/AA employer, Northern Arizona University will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, and veteran or disability status.
2. EOE/Minority/Female/Disabled/Veteran
3. EOE/M/F/Disabled/Veteran
Advertisements must reference the applicable background/credential and fingerprint check requirement.
The "application review date" wording for all advertisements shall read: "The search will remain open until the position is filled or closed; however, the screening committee will begin reviewing applications on (date).”
To ensure adequate time for prospective candidates to apply consistent with a good faith effort to attract a broad and diverse applicant pool, advertising shall be scheduled far enough in advance so that the date the screening committee begins reviewing applications for preferred qualifications is a minimum of thirty (30) days after advertising is actually in print and in circulation.
All members of the search committee are expected to be actively involved in the outreach and recruitment process with special efforts directed to reaching potential women and minority candidates.
Consideration should be given to sending notice of the position to relevant professional organizations, to women and minority members of relevant professional organizations, networking with colleagues who might be interested or who might know of others who might be interested, etc. Human Resources and/or EAO should be contacted for possible venues of outreach and recruitment.
Document all recruitment efforts, including efforts of search committee members, on the Form A2. Include copies of all ads.
- ESTABLISH A DOCUMENTED CRITERIA REVIEW PROCESS
In consultation with the hiring authority, the screening committee develops a documented process for reviewing all candidates against a common set of job-related criteria clearly derived or reasonably inferred from the announced minimum and preferred qualifications. The selection matrix or criteria review sheet ensures review for both minimum (yes/no response only) and preferred qualifications, but is a recommendation only and not required.
Any process that ensures and documents an equitable review process based on job-related criteria is acceptable. Typically that has been accomplished using a selection matrix or criteria review sheet. A matrix may be narrative, numerical or another format of documenting job-related strengths and weaknesses that best suits the needs of the unit and the particular search.
Where minimum or preferred qualifications are general and subject to multiple interpretations, such as “evidence of successful marketing,” submitted materials include evidence of a dialogue by search committee members for the kinds of experience, training or other job-related attributes that are relevant to each of the general qualifications.
Special attention must be given in developing the review process to consideration of the value of diversity within the university workforce. Screening committees are encouraged to develop a means of consideration that integrates the value of, experience with and commitment to diversity with other selection criteria.
The selection matrix/review process is to be approved by the hiring authority and a copy is to be submitted to EAO.
6.REVIEW APPLICATIONS FOR MINIMUM QUALIFICATIONS
As applications are received, the screening committee may begin review for minimum qualification using the pre-approved matrix. The review must be conducted by a minimum of two people selected by the screening committee. No other screening of applications may occur until after the review date stated in the advertisement.
The chair of the screening committee sends letters to candidates who do not meet minimum qualifications, indicating they will no longer be considered because they do not meet minimum qualifications for the position.
7.APPLICANT POOL CERTIFICATION
Once the 30 day posting period has passed, the hiring authority needs to certify the pool before applications may be reviewed for preferred qualifications. The purpose of pool certification is to make sure that the pool is as diverse as reasonably possible.
Pool certification is accomplished by completing the following steps:
Once search committee has reviewed applications and the department has rejected the applicants did not meet minimum qualifications, EAO will send an AA report that only shows the diversity for the applicants that met minimums and are continuing in the search process. The hiring authority will then review the pool of qualified candidates to certify that the pool is diverse enough to justify the committee reviewing applicants for preferred qualifications.
8.SCREENING FOR PREFERRED QUALIFICATIONS
Following the announced review date and approval of the pool, the screening committee reviews all applications against the approved minimum qualifications (unless that has already been done) and preferred qualifications, using approved criteria review process. Screening committee identifies for on-going consideration those candidates collectively deemed best qualified for the position.
Prepare a summary document (consistent with the previously approved matrix), showing how all applicants fared in the review process. This is also known as the “composite matrix.” The composite matrix showing candidates selected for telephone interviews should be self-explanatory.
The committee will send the composite matrix and the request for first interviews forward for approval. All applicants in the search will need to be listed on the composite matrix, even those that do not meet minimum qualifications or withdraw. Applicants that do not meet minimums and applicants that are not chosen for a phone interview will need to have a reject or withdrawal code assigned on the composite matrix. (The “Status Codes for Applicant Tracking” can be found at: All applicants that are recommended for phone interviews will need to be listed on the Form C (whether they end up completing a phone interview or not).
9. TELEPHONE INTERVIEWS AND REFERENCE CHECKS
The role of the screening committee in administrative searches is to recruit a diverse pool of candidates and to gather as much information as possible about them in order to provide the hiring authority with a list of viable candidates for consideration for on-campus interview.
Information is gathered through review of application packets, telephone interviews with the candidates selected for on-going consideration and through telephone interviews with candidates' references.
The hiring authority will advise the committee as to the hiring authority’s preferences on the timing of reference checking. The hiring authority may also conduct reference checks. Subject to the preference of the hiring authority, the screening committee has the option of conducting telephone interviews and then reference checks on only those candidates deemed competitive following telephone interviews, or conducting reference checks first and telephone interviews only with those candidates deemed viable following the reference checks, so long as the same procedures are used for all candidates. As a matter of courtesy and confidentiality, however, permission to check references must be obtained from the candidate before the references are contacted. Also, if the committee’s practice will be to check references other than those listed by the candidate (such as prior employers), the committee must so inform the candidate and give the candidate the opportunity to explain if s/he would prefer that someone not be called.
Telephone Interviews with Candidates
The process by which telephone interviews will be conducted shall be decided prior to initiation of the first interview (i.e., conference calls with all committee members, committee members dividing up pool of candidates, etc.). A similar process must be used for all candidates called, whether conducted by the committee as a whole or by individual members dividing up the pool. Regardless of the process, the following guidelines should be followed:
At least two members of the screening committee will participate in each interview.
A standard set of questions will be developed and recommended prior to the first interview, related to the qualifications and preferences mentioned in the position ad and shall be asked of the candidates. Questions are to be reviewed by the hiring authority and a copy of the questions is to be sent to EAOas a matter of record.
Proposed questions should address experience with and commitment to diversity.
Questions must not contain language that may reasonably be interpreted as discriminatory and should not ask candidate to reveal non- job-related information, such as age, marital status, family status, etc.