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The chair of the search committee (or designee) should organize materials to send to individuals expressing interest in the position. When a letter of interest is received, the chair of the search (or designee) sends a letter (Exhibit D) to all applicants enclosing the following:

The application forms and data record are also available here.

A supply of applications and applicant data records are available in the Office of Human Resources. These forms are also on Winthrop’s website. Applicants can print the forms and return them by mail to the chair of the search committee.

In a good faith effort to determine demographical data for job applicants, each applicant is provided with an applicant data record form on which the applicant is asked to voluntarily record information regarding race/ethnicity and sex. The information included on the data record forms can in no way be used to make decisions regarding which applicants to interview or hire. It is the responsibility of the search committee chair or hiring officer to ensure that the integrity of this process be maintained and that decisions to interview or hire are made without regard to race, sex, religion, age national origin, disability or veteran’s status. In addition, in an effort to affirm the University’s commitment to being an equal opportunity employer, each applicant is provided a copy of the Equal Employment Opportunity Policy Statement.

After the completed applications and data records are returned, the administrative specialist involved in the search should separate the two forms and forward only the applications to the chair of the search committee or hiring officer. Once a determination has been made regarding who will be interviewed for the position, the administrative specialist will then forward the data records to the chair of the search committee or hiring officer.

Applicant Referral Grids (Exhibit G). Please refer to the following information when completing the Applicant Referral Grids.

Grid I / Pool I
List the names of the candidates chosen for interview. The race and sex data should be listed on the candidates’ Applicant Data Record. If a candidate does not return the Applicant Data Record, leave the race and sex sections blank. Do not try to guess the race or sex of a candidate such as recording “Male” for a candidate with the name John. If the candidate does not choose to disclose the data, do not record any race or sex information.

Complete the “Minimum Training and Experience (MTE)” section by recording a “yes” if the candidate meets the required knowledge, education and experience outlined in the vacancy announcement and advertisement. All candidates included in Grid I should meet the minimum training and experience specified for the position.

Under “Reasons for Selecting Candidate for Interview” section, give the job-related justification or reason for selecting the candidate for interview. The reason should be closely related to the required and preferred knowledge, education and experience listed in the vacancy announcement and advertisement for the position.

Grid I / Pool II
Candidates listed in Pool II should meet all qualifications of the position and will be considered if additional interviews are necessary. Please record the distinction between Pool I and Pool II candidates in the “Reasons for Not Selecting Candidates for Interview at This Time” section of Pool II. There should be a difference between the Pool I and II candidates in order to determine that the Pool I candidates should be interviewed first.

Grid II
Complete the race, sex and MTE sections in the same manner that was reviewed for Grid I candidates. Candidates included in Grid II may meet the minimum training and experience specified for the position but may not be as strong a candidate as those listed in Grid I.

The statements recorded in the “Reasons for Not Referring Applicant for Interview” section should list reasons that are job-related. The grid system was implemented as a resource for the University to use to confidently uphold its commitment to equal employment opportunity and to defend any claims of unlawful discrimination in the interviewing and hiring process for unclassified personnel. Search committee chairs and hiring officers should complete the grids using wording that is specific with regard to job requirements or preferred qualifications as outlined on the job vacancy announcement. They can also specify undesirable behavior observed during an interview, or specific comments made during an interview. The non-selection reasons should be quantifiable in comparison to the reasons listed for those who were selected for interview or hire. Information received through third parties or hearsay and that cannot be substantiated or included in the official reference check process cannot be used as a non-selection reason.

Note: Some search committees choose to number the required and preferred qualifications listed on the vacancy announcement. The committee then lists a number as the reason why a candidate was not chosen for interview. In other words, if a Ph.D. is required, this requirement may be given the number 1. Instead of stating that the candidate did not have a Ph.D. as the reason why the candidate was not interviewed, the chair of the search committee would simply list 1 as the reason.

Note: Search committee members need to discuss how to handle incomplete application materials early in the process. If an applicant does not return all or part of the requested materials, will the search committee record a question mark in the “MTE” section and state that qualifications cannot be determined by materials on hand in the “Reasons for Not Referring Applicant for Interview” section? If applicants with incomplete application materials are not to be considered for the position, be consistent. Do not consider one candidate with missing materials and neglect to consider other candidates in the same situation.

If additional copies are made to accommodate the number of applicants in Grid II, each sheet must be initialed.

If it is necessary to interview more than two candidates, prior approval must be obtained from the vice president. If the search is not successful and a request is made for a second search, the hiring department may be asked to share in the cost of the additional search.

The chair of the search committee forwards Grids I and II and the candidate folders for each individual selected for interview as listed in Pool I on Grid I to the appropriate dean, who reviews, signs, and then forwards to the EEO representative in the Office of Human Resources. The EEO representative reviews the information listed on the grids to ensure that selection to interview and non-selection reasons are made without regard to race, sex, religion, age, national origin, disability or veteran’s status. The EEO representative will contact the appropriate search committee chair, dean and/or vice president with any questions or concerns regarding the interview selection process.

A completed Approval for Interview and Hire form (Exhibit H) should be attached to the front of the folder, with the top section of the form completed to request permission to interview the candidate. Each folder must contain the application letter, vita, transcript documents, unofficial or official proof of highest degree earned, all other transcripts submitted, SACS grid documenting teaching qualifications, statements of teaching and scholarship, letters of reference, and other documents should be included if requested.  Any additional material that is cumbersome may be placed in a container (e.g. manila envelope, plastic folder) and bound with a rubber band behind the folder. The folders are then forwarded with the grid to the EEO representative in HR.  HR will forward to the vice president for academic affairs for approval and return to the dean or chair of the search committee.

The chair of the search committee (or designee) sends a letter (Exhibit I) to all applicants not selected for further review or consideration.

Note: The chair of the search committee may choose to send letters to applicants who do not meet or minimally meet the qualifications of the position at this time. Other applicants (usually listed on Grid II) who meet all qualifications but are not as strong as the candidates listed on Grid I may be considered if the interview process does not produce a top candidate. This being a possibility, a Grid II applicant may move to Grid I after the interview process. This change is less awkward if the candidate has not received a rejection letter at this point in the process.

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