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Search Procedures
These procedures apply to all faculty and staff positions not filled through referral by the Employment Department of Human Resources or through administrative decision. Search committees are appointed to assist in recruitment and selection of faculty and principal staff positions.
A. Compose Search Committee
Note: If no committee is being used, disregard this step.
Three or more persons representative of diverse Emory community.
B. Develop Position Description
For new staff positions only, contact Compensation Department to classify. For previously classified positions call Compensation Department to confirm salary information.
C. Develop Vacancy Announcement/Advertisement
Include "Emory University is an EEO/AA employer."
Provide minimum and preferred qualifications which will be the basis of the hiring decision.
Include vacancy number on purchase order for advertisement.
D. Obtain Vacancy Number
Note: In the Medical Affairs area, the paperwork requesting vacancy numbers for new openings and approvals of Search Activity Reports needs to flow through your Schools designated Coordinator rather than come directly to EOP. After the paperwork has been completed in EOP, we will contact the coordinator for courier pick-up of the paperwork. Departments may negotiate with their coordinator regarding the flow of paperwork from the coordinator's area to the department.
1. Discuss search procedures with an Equal Opportunity Programs staff member.
2. Using Adobe Acrobat Reader, view the Search Activity Report (SAR) Form in PDF format. This form is now interactive. You may fill in the form data and print the form for submission after obtaining the appropriate signatures.
3. Deliver the position description (Compensation Department determines salary range for staff positions), vacancy announcement/advertisement and the Search Activity Report (SAR) with Step 1 completed to the Equal Opportunity Programs office before the search begins.
4. Obtain Search Guidelines Packet from the Equal Opportunity Programs office. The Search Guidelines Packet includes a Self Identification Form (with vacancy information provided), and accompanying cover letters and envelopes which the department should send to all candidates who express interest in the position. In addition, the SAR, once returned from EOP, contains women and people-of-color availability information as well as information regarding any affirmative action hiring goals which may exist for the position.
E. Acknowledge Applicants and Send Self Identification Forms
Each applicant should receive a Self Identification Form (copy original as necessary) and accompanying cover letter (copy as necessary) regardless of whether the individual meets the minimum qualifications.
F. Review Applicant Pool
After closing date, review composition of applicant pool. Contact EOP for information regarding the composition of the applicant pool. Add these numbers to Step 3 of the SAR.
Initiate additional recruitment efforts if necessary. Contact women and minority caucuses within professional organizations; notify women and minority organizations; target advertising in publications with female/minority audiences; solicit applications from predominately female/minority colleges/universities.
G. Reduce Applicant Pool to "Short List"
On the basis of the predetermined position requirements and selection criteria, the initial pool of applicants may be reduced to a "short list."
Check references of candidates on "short list" and select 3 to 5 to interview.
H. Interview Final Candidates
Ask job related questions
Keep interview process equitable for all candidates
Give interviewees a position description and Emory information
I. Prepare for Proposed Hiring Decision
On the SAR, list and rank the final candidates, indicate the proposed selection decision(s) and provide detailed explanations as to why each unsuccessful candidate was not interviewed or selected.
IF A HIRING GOAL EXISTS, or if the position is non faculty, return the SAR with resumes/curriculum vitae of final candidates to the EOP office or EOP's designated representative prior to making an employment offer. (After review, EOP will forward these materials to HR).
IF NO HIRING GOAL EXISTS, the SAR must still be returned and reviewed by EOP prior to making an employment offer to complete documentation requirements. For faculty and staff positions, a copy of the completed SAR must be attached to the new hire paperwork forwarded to Human Resources.
Note: For all non faculty positions, the SAR (including starting salary information) must be approved both by EOP and Human Resources administration prior to an offer.
J. Prepare Health and Safety Form
Answer all questions related to the position's work area.
K. Make Employment Offer(s)
Once the proposed hiring decision is approved by EOP (plus HR for non faculty jobs), notify candidates of their selection or non selection.
Attach the completed SAR to Employment Information Form/Human Resources Action Form (HRAF) to initiate addition/change of payroll status.
All materials considered in the selection process (including interview notes) should be maintained on file for three years.
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