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Human Resources Department

University of Colorado at Colorado Springs

P.O. Box 7150

Colorado Springs, CO 80933-7150

(719) 262-3372

(719) 262-3426 FAX

CONCLUDING THE SEARCH PROCESS

• The search chair makes all arrangements for campus visits. The search committee develops the itinerary for on-campus visits and hosts the visiting candidates. On-campus interviews should provide opportunities for the candidate to meet with individuals and groups critical to the position, with Faculty Assembly and Staff Council representatives, and with faculty and staff (and students, if appropriate). The search committee should develop a format for obtaining feedback from non-committee interviewers.
• It is difficult to ensure confidentiality by non-committee interviewers. Therefore, it may be advisable to schedule any internal candidates who are finalists to be the first candidate interviewed. In this way, internal candidates do not benefit from hearing information about other candidates, particularly questions to and/or answers from other candidates.
• Following the completion of campus visits, the search committee reviews evaluation information, makes a recommendation to the appointing authority, and prepares the Affirmative Action Compliance Form, the Candidate Selection Report, and the Applicant Flow Summary.

CANDIDATE IDENTIFIED AND APPOINTED

a) The hiring authority believes a candidate is a good fit for the position and wishes to appoint that candidate. The hiring authority ascertains the candidate’s interest in receiving an offer for the position, informs the candidate of the terms the hiring authority would like to offer, and asks for any requirements the candidate may have for such an offer. It is essential that the hiring authority inform the candidate that the offer is contingent, subject to approval by other University officials and by the Board of Regents.

b) The hiring authority completes and signs the Affirmative Action Compliance Form, the Candidate Selection Report, and the Applicant Flow Summary. (See Appendix for samples). These forms, along with the alphabetical listing of the applicants, are to be submitted to the Compliance Officer at the end of the search. The hiring authority works with the Office of Faculty Records to prepare a letter of offer and other documents required for submission to the Regents.

c) The search chair writes to finalists indicating that a selection has been made and thanking them for their candidacy. All applicant files are to be retained in a well-labeled box for a period of three years.

CANDIDATE DECLINES OFFER

a) The hiring authority believes a candidate is a good fit for the position, makes an offer, but the candidate declines the offer.

b) The hiring authority may:

(1)     make an offer to another of the final candidates;
(2)    ask the search committee to review the applications again to determine if any other possible candidates are in the pool;

(3)    reopen the search by republishing the advertisement with a new date for review of applications to begin;

(4)    terminate the search without making an appointment and consider other options in consultation with the Compliance Officer.

c) If the hiring authority chooses #1, the steps for making an offer to a candidate are to be followed.

d) If the hiring authority chooses #2 above, the steps for seeking approval of finalist candidate are to be followed.

e) If the hiring authority chooses 3 or 4 above, the search chair or secretary writes to finalists indicating that no selection has been made and thanking them for their candidacy. All applicant files are to be stored in a well-labeled box for a period of three years.

f) The hiring authority completes and signs the Affirmative Action Compliance Form, the Candidate Selection Report, and the Applicant Flow Summary and forwards them to the Compliance Office, along with a memorandum indicating that the search has been re-opened or terminated without making an appointment.

g) If the search will be re-opened or a new search begun, the steps set forth in this document will be followed in the re-opened or new search, as if no search had been conducted.

NO CANDIDATE FOUND

a) If the hiring authority believes no candidate is a good fit for the position, the hiring authority may:

(1)    ask the search committee to review the applications again to determine if any other possible candidates are in the pool;

(2)    reopen the search by republishing the advertisement with a new date for review of applications to begin;

(3)    terminate the search without making an appointment and consider other options in consultation with the Compliance Officer.

b) If the hiring authority chooses #1 above, the steps for seeking approval of finalist candidates are to be followed.

c) If the hiring authority chooses #2 or #3 above, the search chair writes to finalists indicating that no selection has been made and thanking them for their candidacy. All applicant files are to be stored in a well-labeled box for a period of three years

d) The hiring authority completes and signs the Affirmative Action Compliance Form, the candidate Selection Report, and the Applicant Flow Summary and forwards them to the Compliance Officer, along with a memorandum indicating that the search has been reopened or terminated without making an appointment.

e) If the search will be re-opened or a new search begun, the steps set forth in this document will be followed in the re-opened or new search, as if no search had been conducted.

UNFILLED POSITIONS

When you transmit a Position Authorization Form through the routing/approval process and receive approval to conduct a search to fill that position, the Compliance Officer establishes an active search file for that position, using the position number and title as the primary identifiers.

This search file is the official record of the search and contains copies of all paperwork related to the search, including the Position Authorization Form, the list of the search committee members, the job description, the advertisement, the advertising plan, the self-identification forms returned by applicants, the Affirmative Action Compliance Form, the Candidate Selection Report, and the Applicant Flow Summary. This search file will be reviewed by the Department of Labor in the course of institutional audits and will be used by the University as evidence of its procedures in a particular search.

The search file for the search for a particular position number and title remains active and open until: (1) an appointment is made and the letter of offer paperwork is received by the Compliance Officer, or (2) you notify the Compliance Officer that you will not be making an appointment into that position.

Occasionally, searches do not result in the filling of a vacant position. Several reasons may account for this: Inadequate number of quality of applicants; a person offered the position declines the offer; funding support for the position is lost, unit needs change and a decision is made not to fill the position; the hiring plan is changed; etc.

When a position for which a search has been authorized has not been filled and the search has been terminated, the Compliance Officer must be notified in writing. Written notification that a search has been terminated without making an appointment allows the Compliance Officer to close the search file officially.