- Intensive Recruitment Procedures:
- Officer of Administration Positions Grade 14 and Above
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STANDARD RECRUITMENT
In general, all administrative and support level positions are announced on the Human Resources Job Opportunities Web-Site for at least five calendar days. During the five-day posting period, no offer of employment may be extended, although applicants may be screened and evaluated.
Columbia’s policy is to encourage opportunities for internal mobility within the institution, consistent with its commitment to equal opportunity and affirmative action goals. Supervisors are encouraged to consider all qualified internal candidates who qualify for the position.
The Job Opportunity Web-site is updated weekly and can be accessed by both employees and the general public. The job announcements are also linked to other large recruitment web-sites, providing a broader range of exposure and advertisement for Columbia positions.
If a position is not filled within six months of being posted, it will be identified for special review and possible removal from the web-site, following discussion with the department. Recruitment status and strategy will be reviewed with the hiring department at that time.
Resumes submitted are maintained centrally in electronic format and distributed to hiring managers via e-mail. This process has made it easier to share resumes for similar jobs. HR Service Managers can search the database of resumes for applicants with specific skills and experience and will share information on viable candidates from other searches. The hiring manager may also use the applicant pool from a previous search conducted within 90 days. The positions must have similar recruitment requirements, the same title and grade, and similar job duties and skill requirements. Each position must be posted for the minimum five day posting period.
OFFICER POSITIONS GRADE 14 AND ABOVE
Intensive Recruitment
Intensive recruitment is conducted for those positions identified by the Affirmative Action Plan as being underutilized by women and/or minorities, and for officer vacancies at grades 14 and above. The posting period for these positions will be defined by the search plan developed and outreach conducted. Generally, a minimum of 14 calendar-days for local searches and 21 calendar days for national searches is anticipated to give applicants an opportunity to respond to announcements placed in publications. This should be reviewed with EOAA upon submission of the search plan.
Recruitment and Search Plans
Included in this document is a list of Outreach Sources which may be used to enhance recruitment efforts. Hiring managers may select from among this list or may choose other resources, such as trades publications which specifically meet applicant pool goals. In general, this list will serve as a guide for managers in thinking about the combination of placements which both meet their outreach goals and budget. In an effort to better manage the review process at the end, hiring managers are asked to submit a search plan for review and approval before the search begins. A search plan is meant to reflect the outreach effort that will be conducted in order to achieve diversity in each department and to comply with university affirmative action goals. The search plan includes the following information:
- Position title and grade
- PRQ #, Department
- Hiring Manager
- Publications & Websites along with respective advertising date (Hiring manager should indicate diversity composition of department to support outreach selection –see Search Plan Review Form in Appendix)
- Contact person, including phone number and e-mail address
- Description of position (job description or job announcement may be submitted)
Candidate Clearance/Applicant Pool Report
Once a search is completed and a candidate is identified, the recruitment documentation should be sent to EOAA for review and clearance. The recruitment documentation consists of the Applicant Pool Report (original and one copy), copies of ads placed, complete set of resumes received for the position, and a copy of the approved search plan and/or approved waiver request. Documentation submitted will be responded to within a 72-hour period.
For packages that are incomplete or where selectee does not clearly meet minimum qualifications, approval will be withheld.
Waivers from Intensive Recruitment or Requests for Internal Postings
Waiver from the intensive recruitment process or requests for internal postings may be considered in cases where a candidate is identified who meets the qualifications specified in the job description and at least one of the following:
- the candidate selected is a woman or minority and would assist the university in meeting affirmative action goals set;
- the selection is required under union contract, or other governing university policy;
- the action is an internal promotion and:
- the internal candidate is a member of an underutilized minority group or woman (in compliance with the Affirmative Action Plan), or
- the promotion is a result of an upgrade for which no new position is created, or
- the department already has a diverse pool of eligible internal applicants from which to choose;
- a current university employee is identified for a lateral transfer within the same department; the transfer is at the same grade level with comparable responsibilities;
- special appointments of less than one year;
- other special circumstances exist, such as, the person to be hired is part of an established research team.
Requests for waivers from the intensive recruitment process or for internal postings for grades 14 and above should be made in writing and forwarded along with supporting documentation (i.e., justification for request, resume, applicant pool information,) to EOAA.
NOTE: Internal posting procedures require that the position be posted within the department for five business days.
