Employment Services

Faculty New Hire Checklist                      

Your primary contact for all search matters is Linda Boody (boody @usm.maine.edu; x5385; fax x5136). All inquiries and actions from beginning to end of the search are to go through Linda (Employment Services Office) as the manager of the search process. If necessary, she will obtain/convey information to and from other offices as it relates to the search in progress.

“ESO” refers to the Employment Services Office

Step 1: Position supervisor/search chair

_____  Alert Linda as early as possible of your intention to conduct search and obtain job number.

_____  Review Outreach and Recruiting guidelines (under development).  In addition to these general guidelines, Nolan Thompson from the Office of Equity and Campus Diversity will email you specific recruiting/advertising ideas to help achieve a diverse pool.

_____  Review the Over $80,000 Salary Protocol section to start planning for any required salary justifications.

_____  Call ESO as soon as possible if you learn that a finalist will need a Visa.

Step 2: Position supervisor/designee or search chair

_____  Submit  Position Authorization Form (PAF)

_____  Review Writing the Ad  and email the ad to Linda.

_____  Select the search chair and search committee. Set up an organization meeting.   Nolan Thompson will contact you to attend that meeting to discuss OCDE matters as they relate to the search.

Step 3: Search chair/committee (assisted by support person)

_____  Discuss Candidate Rating Process and develop the Individual Rating Sheet and Comparative Rating Sheet.

_____  Create a Summary of Applications, which is a crucial running record of the search. Contact Linda if you need help. Plan to attach a one to two-page narrative summary to the Summary of Applications at the end of the search which explains the following: advertising/recruiting efforts (and how you attempted to create a diverse pool of applicants), composition of search committee, how applicant screening was handled, how you proceeded to narrow the pool to arrive at the finalist group, and what were the major considerations in your selection of the winning candidate.

Note: The narrative is mandatory for any position which requires higher–level approval: 1) if the proposed salary is $80,000 or higher.

_____  As applications arrive, date stamp them, create a labeled file folder for each applicant, check materials, and send one of the following acknowledgement letters which you may reword as necessary:

A.           All materials received (remember to enclose the Voluntary Affirmative Action Survey )

B.           Received after deadline (in cases where language in ad establishes a fixed deadline)

C.           Application incomplete, please resubmit (if you are willing to allow)

D.          Application after review date –may consider at later date

E.           Application after review date – will not consider

Step 4: Search committee (with help of support person)

_____  Complete an Individual Rating Sheet (developed at step 4) on each candidate, and make entries on the Summary of Applications (and its attached Comparative Rating Sheet) reflecting the collective judgment of the committee.

_____  Agree on who are to be sent a rejection letter for not meeting minimums. Decide how many will be given a telephone interview (if they are used).

_____  After the telephone interview, discuss and reflect results on the Summary of Applications. Decide on finalists to invite to interview.

Step 5: Search chair or support person

_____  Mail or fax Summary of Applications together with copy of CV and cover letter for each finalist to Linda for verification they all meet the required qualifications established in the ad. (Note: she will also confirm with Campus Diversity that they are OK with proceeding to interview).  Do not interview until the ESO has given you the approval to do so.

_____ Organize interviews, and you may find the Selection for Interview Letter helpful for that purpose.  Alert interviewees to complete the mandatory Application for USM Employment. You may have them mail it to you or bring it to the interview.

Step 6: Search committee

_____  Read Conducting the Interviews and proceed to doing the interviews.

_____  Discuss and reflect results on the Summary of Applications. Decide upon leading candidate(s) and do Reference Checks.  

_____  Discuss results and Recommend Candidate for hire.

Step 7: Search chair/position supervisor

_____  Decide which candidate will be offered position. If not the candidate with the highest rating on the final Summary of Applications, provide a convincing explanation as to the reasoning.

_____  Receive salary approval. Make the offer and obtain acceptance.

_____  Inform Linda of acceptance and complete final Administrative Actions and that’s it -- pat yourself on the back for a job well done!

You are visitor number since September 1, 2005

For problems with this page, contact: Linda Boody

This page was last updated: March 27, 2007