Screening and Evaluation
The search evaluation process typically consists of multiple rounds and necessitates regular communication between the Search Chair and the Search Liaison.
Screening and Evaluation Actions
- Prepare Screening Grid
- Execute Screening Grid
- Convey Status to Search Liaison
- Additional Evaluation
- Referencing
Prepare Preliminary Screening Grid/Evaluation
Prior to reviewing any materials, the Search Chair prepares a screening grid. The grid is based upon the position description qualifications; some Schools/A&S may have designated formats. Veteran status is treated as a preferred qualification and is considered only for applicants that meet minimum qualifications. Please note that minimum/required qualifications do not bear numeric value; an applicant either does or does not meet all minimum/required qualifications. Numeric scoring of preferred qualifications is discouraged. If the Hiring Official chooses to assign numeric values to preferred qualifications, they should appropriately weigh each preferred qualification and provide a benchmarking legend for each numerically scored item (i.e., 3-5 years' experience.) Please show the blank grid to a designated reviewer prior to moving forward. Depending on School/Arts & Sciences, the reviewer may be an Associate Dean of DEI, UHR Business Partner, or Talent Acquisition Partner.
Search Liaisons can generate a screening grid template that is pre-populated with applicant names and veteran statuses from PeopleAdmin using the following steps:
- Access the Posting
- Click on the Applicant tab
- Under Search Options, select “(Global)- Screening Search – Export"
- Click the red Actions button on the right
- Select “Export Results”
Committee Completes Screening Grid/Evaluation Matrix
Search committee members are encouraged to individually review each application within PeopleAdmin and to prepare a separate Screening Grid. The Search Chair then convenes the full search committee, and jointly prepares a grid on behalf of the committee. The committee must agree on a non-selection reason for each non-advancing applicant See Disposition of Faculty Applicants.
The screening grid is intended for preliminary application screening. Separate evaluation tools should be used for subsequent interviews and activities. Typically, the preliminary application exercise yields the “Long List”, meaning a group of individuals invited to first round interviews. Use the following legend to move forward:
- Does not meet minimum qualification: No interview
- Meets (or Likely Meets) Minimum Qualifications: May interview
- Meets Minimum and all or some Preferred Qualifications: May Interview
Search Chair Conveys Applicant Status to the Hiring Official/Search Liaison
Throughout the evaluation process, the Search Chair conveys applicant statuses and non-selection reasons to the Search Liaison for input into PeopleAdmin. Wherever possible, Search Chairs should choose appropriate non-selection reasons from the pre-approved list. Committees may not remove an individual from consideration for any of the following reasons:
- Applicant location
- Assumptions about job acceptance likelihood
- Assumptions about how long the person would stay in the job
- Assumptions about work eligibility status
- Information or assumptions related to race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age, disability or genetic information, or another protected category
Search Liaison Completes Coding/Disposition of Applicants
A Search Liaison with “Hiring Official” PeopleAdmin access should code applicants as soon as they are advanced or eliminated from consideration. It is not acceptable to code all applicants at the end of the process. To update an applicant’s status, edit the “Workflow State.” Candidates who are eliminated are coded “Not Under Consideration” with an appropriate non-selection reason. Such applicants will automatically transition to an inactive status and will be hidden from view. To advance an applicant to the Long List, and to trigger recommendation letter requests for full-time faculty, select the workflow state “Interview Pending.” UHR can reactivate applicants who were inadvertently eliminated from the pool. See the Disposition of Faculty Applicants job aid for step-by-step instructions and a complete list of available options.
Display of Applicant Status
Internal applicant status updates are, in most cases, not available to the applicant. Below is a chart of internal and external status visibility.
Internal Application StatusVisible to the hiring official |
External Application StatusVisible to the Applicant |
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Once the position is filled, all applicants who were not interviewed receive an automated email thanking them for their interest in the position and to notify them the position has been filled. Positions are considered “Filled” after the selected finalist completes formal acceptance paperwork and after UHR finalizes the hire within university systems. It is customary for a Search Chair to personally call non-selected finalists immediately following the acceptance and before the automatic issuance of form letters. To suppress form letters, please contact the Talent Acquisition Partner.
Search Committee Deploys Additional Evaluation Exercises and Tools
The search committee must deploy additional tools to record and synthesize evaluation information after the preliminary application review. Interview guidance is provided within the next section. The taking of extraneous notes is strongly discouraged; any documents associated with evaluation are considered agency records and are subject to audit. We instead recommend utilizing standardized evaluation tools at each stage. Evaluation activities and tool example include but are not limited to:
- Integral tools within the InterviewStream platform
- Writing Exercises and associated evaluation form
- Interviews
- Interview question/paraphrased response documents
- Reference check form
