Standard Operating Procedures for Recruitment

Recruitment Process Standard Operating Procedures (Print PDF)

Define the Position

Owner: Supervisor
Users: Supervisor, Human Resources, Hiring Department
Revised Date: May 9, 2022

Process Purpose: Notify all appropriate offices and set up necessary structures.

Recommended Timeline to Complete this Step: 5-7 business days.

Required Information: Position type and details such as title, college/department, supervisor, and FTE/budget information. In addition, the recruitment plan, search committee, and job description.

Process:

  • Dean’s Office/Appointing Officer’s Office partners with Human Resources to determine the position, market information and set salary range. Dean’s Office/Appointing Officer’s Office notifies the department of the information.
  • The Dean/Appointing Officer and Supervisor identifies a Search Chair.
  • Search Chair forms a Search Committee of 3-5 members and identifies the Inclusion Advocate.
  • Supervisor partners with Human Resources to finalize the Job Description.
  • Search Chair partners with their Human Resources Business Partner to establish a timeline for the entire search process:
    • Position close date
    • Application review
    • Committee meetings
    • Interview dates
    • Candidate discussion after interviews
  • For AP and Faculty positions: Complete a Recruitment Plan and have Dean/Appointing Officer, Search Chair, and Inclusion Advocate sign.
  • Submit the Job Description, Position Announcement and the Recruitment Plan to the Dean/Appointing Officer’s Office.
  • Dean/Appointing Officer’s Office creates the Hiring Approval Form in PageUp to begin the approval process.
  • Search Committee identifies the Interview Panel.

Required Documents:

*Determine with your Dean/Appointing Officer’s Assistant whether you must submit the paper form.

Outcome: Open position routes for approval via PageUp.

Owner: Search Chair
Users: Dean/Appointing Officer & Assistant, Human Resources, Affirmative Action, Budget, Executive Officer
Revised Date: May 9, 2022

Process Purpose: All appropriate offices approve the position and add information to the Hiring Approval Form in PageUp.

Recommended Timeline to Complete this Step: 1 business day to initiate the Hiring Approval Form in PageUp, up to 5 business days for full approval.

Required Information: Position information, budget and position number, and any comments from approvers.

Process:

  • The Search Chair and Search Chair Assistant monitors the progress of approvals in PageUp.

  • The required approvals are:

    • Dean/Appointing Officer

    • HR Compensation

    • Human Resources

    • Affirmative Action

    • Executive Officer

    • Budget

  • Human Resources receives notification from PageUp at the last step of the approval.

  • PageUp notifies the Search Chair, Dean/Appointing Officer, and their Assistant via email when the position has been approved and they have permission to advertise.

Outcome: Position is approved, communication is sent to all parties involved, and position is ready to post online.

Owner: Human Resources, Search Chair
Users: Human Resources, Search Chair
Revised Date: May 9, 2022

Process Purpose: Advertise the open position to potential candidates.

Required Information: Job description with position announcement information and advertising sources on the Recruitment Plan.

Recommended Timeline to Complete this Step: 2 business days.

Process:

  • When Human Resources approves the position, PageUp sends notification the position is approved.
  • Human Resources posts the position on the GVSU website, which may include the close date.
  • Search Chair or Search Chair Assistant posts the position using the advertising sources on the Recruitment Plan.

Outcome: Open position is posted for potential candidates to apply.

Evaluate the Candidates

Owner: Human Resources, Applicant
Users: Human Resources, Applicant
Revised Date: May 9, 2022

Process Purpose: Human Resources is receiving application materials from potential candidates though PageUp.

Recommended Timeline to Complete this Step: 1-2 weeks, possibility of more dependent upon position.

Required Information: Applicant’s application materials

Process:

  • Applicant creates account with PageUp.
  • Applicant applies for open position and submits application materials as requested during time in which posting is open.
  • Human Resources monitors applications as close date for posting nears.

Outcome: A pool of applicants who are interested in the position at GVSU.

Owner: Human Resources, Affirmative Action
Users: Human Resources, Affirmative Action
Revised Date: May 9, 2022

Process Purpose: Ensure the Search Committee has a diverse pool of applicants who meet the required qualifications for the position and assist GVSU in its good faith effort to meet Affirmative Action goals.

Recommended Timeline to Complete this Step: Up to 5 business days.

Required Information: Applicant’s application materials.

Process:

  • Human Resources reviews each applicant’s application materials.
  • Human Resources moves applicants who meet the required qualifications into 'Interview Pool Pending Affirmative Action'.
  • Human Resources moves applicants who do not meet the required qualifications into 'HR Not Selected for an Interview'.
  • Human Resources notifies Affirmative Action when the qualified pool has been established.
  • Affirmative Action reviews and approves the pool to ensure it meets Affirmative Action goals.

Outcome: Human Resources and Affirmative Action approves a pool of qualified applicants for the Search Committee to review and decide who they will invite for an interview.

Owner: Search Chair
Users: Search Chair, Human Resources, Inclusion Advocate, Search Committee
Revised Date: May 9, 2022

Process Purpose: Determine which of the qualified applicants the Search Committee and Interview Panel will interview.

Recommended Timeline to Complete this Step: 1-5 business days.

Required Information: Applicant’s application materials.

Process:

  • If there are 20 or more applicants, Human Resources helps narrow the applicant pool. A team including Human Resources, the Search Chair, and Inclusion Advocate evaluates the qualified pool of applicants and narrows it down to 10 applicants to move forward in the process.
  • If there are 6-19 applicants, the Search Committee determines which 3-5 applicants (depending on size of pool) to interview.
  • If there are 5 or fewer applicants, the Search Committee may interview all applicants or meet to determine which applicants to interview.

Outcome: A list of applicants to invite for an interview.

Owner: Search Chair
Users: Search Chair, Search Committee, Interview Panel
Revised Date: May 9, 2022

Process Purpose: Interview candidates to assess qualifications and ensure the best hire is made.

Recommended Timeline to Complete this Step: 1 week.

Required Information: Candidate’s application materials, interview checklist, interview questions, and rubric (Faculty Recruiting Rubric; AP Recruiting Rubric; Hourly Recruiting Rubric).

Process:

  • Optional: Search Chair collaborates with Human Resources to determine best interview format (screening and/or formal interviews). Search Chair contacts Human Resources for assistance.
  • Search Chair reviews interview checklist to ensure everyone who participates in the interview is prepared.
  • Search Chair distributes interview questions and reviews established process to Interview Panel.
  • Search Committee and Interview Panel interviews selected candidates.
  • Search Committee and Interview Panel completes rubric.

Required Documents:

Outcome: Completed interviews.

Owner: Search Chair
Users: Search Chair, Search Committee, Interview Panel
Revised Date: May 9, 2022

Process Purpose: Select the best candidate based on the interviews that were conducted.

Recommended Timeline to Complete this Step: 1-3 business days.

Required Information: Candidate’s application materials, feedback from Interview Panel and completed rubrics.

Process:

  • Search Chair collects feedback and rubrics from the Interview Panel.
  • Search Chair and Search Committee meet to discuss the feedback collected and identified finalists.
  • Search Chair or designee completes reference checks based on the identified finalists.
  • Optional: If multiple finalists, Search Chair meets with Search Committee to discuss the reference check information collected and identifies selected candidate.
  • Search Chair has conversation with their Dean/Appointing Officer seeking approval for the selected candidate.
  • Search Chair sends follow-up email to Dean/Appointing Officer, Search Committee and Interview Panel regarding selected candidate.

Required Documents:

  • Interview Notes
  • Completed Rubric

Outcome: A selected candidate is identified and approved by Dean/Appointing Officer.

Hire the Candidate

Owner: Search Chair
Users: Search Chair, Human Resources, Dean/Appointing Officer
Revised Date: May 16, 2022

Process Purpose: Obtain approval to make verbal offer to the final candidate.

Recommended Timeline to Complete this Step: 1-2 business days.

Required Information: Candidate’s application materials and offer approval information in PageUp.

Process:

  • Search Chair, Search Chair Assistant, or Dean’s Assistant/Appointing Officer’s Assistant moves final candidate to “Preparing Offer Details” in PageUp and completes the Offer Card.
    • For Faculty: Faculty Qualifications Assurance Form (FQA) signed by Unit Head and Dean, with transcripts are required. Unofficial transcripts are acceptable at this time of the process.
  • Human Resources conducts a review of the final candidate and reviews suggested starting salary.
  • For Faculty Positions: Office of the Provost conducts a review of the final candidate after Human Resources’ approval.
  • Human Resources notifies the Dean/Appointing Officer and their Assistant of offer approval via email.

Required Document (Faculty Only):

Outcome: Approval to make a verbal offer to the final candidate.

Owner: Dean/Appointing Officer, Human Resources
Users: Dean/Appointing Officer, Human Resources
Revised Date: May 9, 2022

Process Purpose: Make a verbal offer to the selected candidate.

Recommended Timeline to Complete this Step: 1 business day.

Required Information: Candidates application materials and offer details in PageUp.

Process:

  • Dean/Appointing Officer or Human Resources makes verbal offer.
    • AP/Faculty Positions: Dean/Appointing Officer may delegate the supervisor to call and make the verbal offer.
    • Hourly Positions: Human Resources makes the verbal offer.
  • If needed, Dean/Appointing Officer or Human Resources will negotiate offer with the candidate.

Outcome: Offering candidate the position.

Owner: Appointing Officer, Human Resources
Users: Appointing Officer, Human Resources, Candidate
Revised Date: May 9, 2022

Process Purpose: Candidate accepts the offer to fill the open position.

Recommended Timeline to Complete this Step: Dependent upon how quickly the candidate accepts verbal offer.

Required Information: Candidate’s application materials, position details, and offer details.

Process:

  • AP/Faculty Positions: Dean/Appointing Officer or their Assistant writes appointment letter and sends to candidate for acceptance via PageUp.
  • Hourly Positions: Human Resources writes appointment letter and sends to candidate for acceptance via PageUp.
  • Candidate accepts position and a confirmation email is sent to Dean/Appointing Officer via PageUp.
  • Human Resources runs required background check(s) on candidate.

Required Documents:

Outcome: Candidate accepts position in PageUp and begins Onboarding in PageUp.


Page last modified November 9, 2022
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