SECTION PURPOSE to ensure the understanding of the various roles in recruiting, evaluating, and recommending the most qualified candidates for employment by the University.

Please review the Search Committee guidelines and FAQ list

on the Office of Institutional Equity website before beginning the screening process

Chair Responsibilities

• • Act as spokesperson and facilitator
  • Consult with VPSA HR liaison and hiring manager as necessary
  • Coordinate screening committee meetings and ensure timelines are adhered to with search administrative assistant
  • Describe the duties, responsibilities and expectations of the committee members during the search process
  • Ensure accurate recording of candidate dispositions and maintain all documents (either chair or admin)
  • Review committee expectations regarding confidentiality, OIE and HR policies, and meeting attendance
  • Respond to inquiries and request from applicants and other constituents regarding the search process
  • Coordinate the interview process, including travel arrangements and reimbursement for travel with search administrative assistant
  • Enter information from matrix into RSS (either chair or admin)
  • Communication should come through screening chair and/or admin
  • “Unqualified” candidates should be informed early in the process (click here for sample “decline” letters)

What to Expect as a Committee Member

• During the first meeting of the screening committee, the Hiring Manager will give the directive that includes a description of what is necessary for a successful candidate and other expectations they may have as well clarify the minimum and preferred qualifications. The job qualifications should be explained and appropriate terms defined so that the screening committee members are on the same page. For example, what are appropriate ‘related’ degrees?  What counts as a year of employment?  Full time?
• All screening committee members should be provided with a matrix to evaluate the candidates. A matrix can be downloaded from RSS by going to Pre-Interview Evaluation/Download Report. The information from all committee members should be consolidated into the screening chair’s matrix, which should be in writing so there is a record.

FOIA (Connecticut Freedom of Information Act)

Written and electronic documentation pertaining to any given search may be subject to public record requests (Freedom of Information Act – FOIA) by candidates or other individuals.  Requests may encompass committee member notes and e-mails.  It is important to be mindful of the possibility of FOIA requests during the search process.  Inquiries related to FOIA by candidates or committee members should be directed to Office of Public Records, University Communications, Megan Philippi, 860.486.5337 or publicrecords@uconn.edu.

• Applies to: public records, basically ALL University records
• Assume anything you create, use, review is public
• All documents should refer ONLY to the qualifications and the job description
• Send requests for records to University Public Relations immediately