Recruitment Process
Looking to make a hire? Start here
The new GVSU hiring process launched on May 18, 2022. The goal of the new hiring process is to decrease the amount of time from application to hire by 50%. After diving deep into the previous process, GVSU discovered searches were taking anywhere from 3 to 7 months. We recognize the need to speed up the recruitment process to capture top talent and stay competitive. HR takes back some of the administrative responsibilities to move applicants through the hiring process and approvals that were previously on the search chair. Overall time requirements for search chair involvement have been improved. Please review the three stages below to begin your new hire.
Interview Pool Notice
This process applies to Faculty, AP and Hourly staff. HR is not requiring you to have interview pools anymore as a formality of the system. It is up to the search committee how they want to organize pools.
Confidentiality Reminder
Every aspect of the recruitment process must remain confidential within the search committee.
Click on image to view the Recruiting Process Flowchart.
Define the Position
Duration: 1-2 weeks
*This is an estimate and may take more or less time depending on the position type.
Overview of Stage 1
Step 1
Submit Hiring Approval Forms
This is a very important step. Spend time thoughtfully putting together the information you need to start the search. At this step, you need to:
- Finalize the job description.
- Establish a timeline.
- The search chair will work with their HR Business Partner to determine the best close date for the position.
- Form a search committee of 3-5 members.
- Identify an Inclusion Advocate.
- Complete a recruitment plan form.
- Optional: Identify the interview panel.
- In most cases, the interview panel will not be part of the search committee. Instead, they will participate in the interview process and provide insights on the candidates. Typically, these individuals would be asked to join the panel because they will work closely with the candidate.
Review the Standard Operating Procedures.
Essential Tools
Job Description
Search Process Options
- Administrative Professional (AP) & Faculty Search Process Options
- Professional Support Staff (PSS) Search Process Options
- Promotion vs. Search Waiver
- Internal/Expedited Search
- Search Waivers
- Recruitment Plan Form
- All Hiring Forms
Affirmative Action/Equal Employment Opportunity
Step 2
Route for Approval
The search chair or their assistant is responsible for monitoring the progress of approval through PageUp.
Once your position has been approved, please allow up to 48 hours for Human Resources to post to our hiring website.
Review the Standard Operating Procedures.
Step 3
Post the Job
Post advertisements externally and outreach to potential candidates.
Review the Standard Operating Procedures.
Evaluate the Candidates
Duration: 5-6 weeks
*This is an estimate and may take more or less time depending on the position type.
Overview of Stage 2
Step 1
Receive Applications
Human Resources is receiving applicants via PageUp.
Review the Standard Operating Procedures.
Step 2
Qualify the Applicant Pool
Once the position is closed, Human Resources reviews all application materials and will move applicants who do not meet the required qualifications of the position to a non-selected status. The search committee will still have access to view the non-selected applicants. From there, Affirmative Action will review qualified candidates to ensure that we are bringing in a diverse pool of candidates to meet Affirmative Action goals.
Please note, Human Resources is not requiring interview pools as a formality of the system. It is up to the search committee how they want to organize interview pools.
Review the Standard Operating Procedures.
Step 3
Review Applicants
Key actions for this step include determining the appropriate review option, conducting a committee review, determining candidates to interview and lastly, moving candidates to interview status.
The search chair will determine the appropriate applicant review option and move forward based on the applicant pool size:
- 20 or more candidates: HR can help narrow the candidate pool. This option is recommended by HR, but not mandatory. If you choose, a team including Human Resources, the Search Chair, and Inclusion Advocate will evaluate the original pool of candidates and narrow it down to 10 candidates to move forward in the process.
- 6-19 candidates: No need to meet with HR. We recommend that you meet with your search committee to determine 3-5 interview candidates, depending on the size of your pool.
- 5 or less candidates: No need to meet with HR. You may interview all candidates or you can meet to determine candidates to be selected for interviews. We recommend interviewing 3-5 candidates, depending on the size of your pool.
Review the Standard Operating Procedures.
Step 4
Interview
The search chair will work with their HR Business Partner to find the best interview format for the position. In preparation, review the interview checklist, your interview questions, and distribute the questions to the interview panel.
Notice: If you are adding the candidate’s name to the interview meeting request in Outlook, please make sure this is a private meeting. There may be internal employees and/or candidates who can view your calendar and it may not be appropriate for everyone to see the candidate’s names.
Review the Standard Operating Procedures.
Step 5
Select Candidate
Collect feedback from the interview panel, complete reference checks and make your final selection.
Review the Standard Operating Procedures.
Hire the Candidate
Duration: 1-3 days
*This is an estimate and may take more or less time depending on the position type.
Overview of Stage 3
Step 1
Offer Approval
Human Resources will conduct a review of the final candidate. Once Human Resources completes their review, they notify the Dean or Appointing Officer to let them know they can move forward with the verbal offer.
Please note, Human Resources and the Provost Office will approve the offers for faculty hires. Only Human Resources will approve the offers for staff hires. You are not required to have formal Dean or Appointing Officer approval in PageUp. The same is true for affirmative action and executive officers.
Review the Standard Operating Procedures.
Step 2
Make Verbal Offer
The Dean or Appointing Officer can call or delegate the supervisor to call to make the verbal offer to the candidate. Please refer to the Verbal Offer Best Practices guide. Human Resources will make the verbal offer for hourly positions.
Review the Standard Operating Procedures.
Step 3
Candidate Accepts Offer
Upon verbal acceptance, the appointment letter is written and sent to the candidate.
Review the Standard Operating Procedures.
Congratulations on your new hire!
Once stage three is complete, the recruiting process in PageUp is over. Please work with your HR Business Partner to ensure all other hiring paperwork is received.
Questions?
If you have questions about the recruitment process, please contact the designated mentor in your area or your HR Business Partner.
Recruitment Process Mentors
- Nykia Gaines, TRIO Programs
- Allis Gilbert, Small Business Development Center
- Rhonda LeMieux, Athletics
- Dana Lewis, Seidman College of Business
- Hazel McClure, University Libraries
- Tracy McLenithan, College of Liberal Arts and Sciences
- Nick Nelson, Information Technology
- Dan Vainner, Records and Registration
- Kathleen VanderVeen, Inclusion & Equity
- Quincy Williams, College of Education and Community Innovation
Looking for student jobs?
These hiring resources are for faculty and staff jobs only. All student jobs are managed by the Student Employment Office at 100 Student Services Building. For more on student jobs, visit www.gvsu.edu/studentjobs.