America draws its strength and vitality from the diversity of its people. Eastern Illinois University is enriched by building a pluralistic campus that celebrates and draws upon the talents of all its students, faculty, and staff.
Eastern Illinois University provides equality of opportunity in education and employment for all students and employees. Discrimination is precluded by University policy and federal and state statues. It is strictly prohibited.
Following are guidelines that outline the recruitment and employment process for A&P positions.
Before a search for a position can begin, the appropriate paperwork must be completed and submitted via the online PAR system in the Business Affairs Dashboard. Submit the Personnel Authorization Request (PAR) form, to Establish and/or Fill a Position, which authorizes the search and must be approved by the appropriate line supervisors, the Vice President and President. Form B, the Recruitment Plan and Advertising Form, is completed by the Hiring Manger and approved by the appropriate supervisors and Director of Civil Rights. After the Form B has been approved by OCR, the office will forward the "Required Applicant Tracking Spreadsheet" along with other search materials, to the screening committee members and the hiring manager. The Required Applicant Tracking Spreadsheet must be completed and submitted to OCR at the Candidate Selection (Form C) stage.
According to the employment policy, the Hiring Manager and the Director of Civil Rights shall discuss the composition of the unit's administrative employees and its recruitment and retention efforts for persons from underrepresented groups. The Hiring Manager is responsible for developing a recruitment plan that encourages the formation of a large, diverse, highly qualified applicant pool. Networking within the field is important. For assistant coach positions only, the recruitment plan should also address whether virtual interviews will be utilized. (All other positions are required to have on-campus interviews.) Normally, a Vice President or the President is not required to sign the Form B unless the position reports to that person.
The Recruitment Plan (Form B) should address the following items:
The position description should describe those duties regarded as essential to the specific position being advertised and also those duties expected of all other comparable administrators in the department. Upload the position vacancy announcement with the Form B via the online PAR system. This announcement should be the basis for all advertising.
The Hiring Manager shall list the specific recruitment sources to be used, including national, highly visible publications, professional newsletters, electronic postings, and other relevant sites. The Hiring Manager, with the approval of the Director of Civil Rights, shall identify additional specialized strategies to recruit applications from underrepresented persons for the position, including, but not limited to, directly recruiting potential applicants.
If, after the Recruitment Plan has been approved, the Hiring Manager or Screening Committee Chairperson deviates from the approved plan, the Director of Civil Rights shall approve any change.
The vacancy announcement and advertisement must state what constitutes a complete applicant file, and the review or closing date for application. The vacancy announcement shall carry the following statement: "Eastern Illinois University is an Affirmative Action/Equal Opportunity Employer -- minority/female/disability/veteran -- committed to achieving a diverse community.” Advertisements with limited space may close with the following: "AA/EOE -- minority/female/disability/veteran."
The screening committee plays a very important role in the hiring process. The primary goal of recruiting and hiring highly qualified applicants is better achieved by bringing together individuals who understand the requirements of the position and are committed to the goals of the department. The procedures regarding screening committees are as follows:
The Hiring Manager must list the members of the screening committee and designate the Chair of the screening committee in the Recruitment Plan. The Committee Chairperson cannot be a direct report of the position that is being filled nor should it be the Hiring Manager. The Director of Civil Rights, or designee, may serve as an ex-officio member of the screening committee. If, after the Plan is approved, any change occurs in the committee composition, the Hiring Manager shall notify the Office of Civil Rights at the time of the change. Screening Committees should have at least 4 members including the chairpereson and one member from outside of the hiring unit. Student participation is encouraged where appropriate.
The Hiring Manager shall describe in the Recruitment Plan the scope and function of the screening committee in reviewing applications, recommending potential candidates, interviewing, and providing feedback on the final candidates to the Hiring Manager. The chairperson of the committee shall endeavor to achieve a diverse composition.
The committee shall be convened and meet regularly.
The plan shall include a tentative timetable of important dates in the screening process.
Refer to IGP #11 Conflicts of Interest in Employment.
After approval of PAR (Form A) and the Form B/Recruitment Plan, the Hiring Manager or designee shall announce the vacancy and carry out the Recruitment Plan including posting the position to site listed in the Recruitment Plan. The Office of Civil Rights will post the position to designated sites as noted in the Summary of Recruitment Strategies.
The Hiring Manager is responsible for the employment decision. The Hiring Manager is responsible for providing guidance and support to the designated Screening Committee Chair regarding the entire employment process. At the beginning of the screening process, the Hiring Manager shall explain to the screening committee its duties as outlined in the Recruitment Plan.
The Hiring Manager and chairperson of the committee are responsible for ensuring that all application materials are secured. Only persons serving on the screening committee, the Director of Civil Rights, and the appropriate Vice President shall have access to applicants' letters of reference or transcripts. All screening committee deliberations are confidential and may only be shared with those directly involved in the employment decision.
All letters of interest and credentials shall be directed to the designated screening committee chairperson, as indicated in the Recruitment Plan. The chairperson, or designee, shall acknowledge the receipt of all application materials or ensure that the online system automatically acknowledges applicants.
The Hiring Manager or the designated Screening Committee Chairperson shall be responsible for obtaining a complete applicant file as described in the position vacancy announcement.
Unless using Interfolio or some other electronic application system, the Screening Committee Chairperson is responsible for ensuring that all applicants are sent an EEO Survey Link and Disclosure Regarding Sexual Harassment/Title IX and Discrimination link as well as information about the department. The EEO Survey Link and Disclosure Regarding Sexual Harassment/Title IX and Discrimination link will be provided by the Office of Civil Rights.
No candidates may be invited for interviews until the Form C is approved by the Hiring Manager, the appropriate supervisors, and the Director of Civil Rights. The Screening Committee shall function according to the charge outlined in the Recruitment Plan and expressed at the organizational meeting.
The Screening Committee Chairperson prepares the Form C, including uploading the candidates' application materials as PDF documents, and submits it via the online PAR system. The Required Applicant Tracking Sheet should be submitted via email to the Office of Civil Rights.
No invitation can be extended to the candidates until Form C has been approved. Once the Form C has been a approved, an email will be sent to the Screening Committee Chair and the Hiring Manager. The Hiring Manager or the Screening Committee Chairperson is responsible for inviting candidates to campus for interviews. Appropriate actions will be taken by the Hiring Manager and the Director of Civil Rights to ensure that the Recruitment Plan has been followed. Additionally, if the candidate pool is of insufficient quality, size, or diversity, the decision may be made to reopen the screening process, to fill the position temporarily, or to cancel the screening process.
When the Form C has been signed by all applicable parties, the department should communicate such topics as the University's policy on reimbursement of interview expenses, required documentation pertaining to employment eligibility as required by federal guidelines and a request for transcripts if not submitted as a part of the application process.
All administrative positions shall include appropriate times in the interview schedules for the members of the units most directly affected by the position to interview candidates. All vice-presidential positions and other presidential direct report positions shall include appropriate times for members of the University community to interview candidates. The Hiring Manager shall approve the interview schedule.
The Hiring Manager or designated Screening Committee Chairperson must ensure that the candidates' evaluation forms are distributed at each interview session. Other signed memoranda or communications may also be considered by the committee.
The Screening Committee Chairperson, following the guidelines of the Recruitment Plan and the Hiring Manager's charge to the committee, is responsible for preparing a composite summary of the data from the interview sessions, summary comments from the screening committee, and reference information. For all administrative positions, the materials listed above and all candidates’ files shall be forwarded directly to the Hiring Manager. The Hiring Manager, the Supervisor, the appropriate Vice President, the President, and the Office of Civil Rights may review the final candidates’ files, as part of the employment process.The Supervisor shall be responsible for submitting the request for reimbursement of interview expenses of candidates to the appropriate Vice President's Office. Additionally, the university does not tolerate discrimination. Please review the Illegal or Inappropriate Topics List before speaking with references.
Checking references is a valuable tool in the employment process. The employment policy provides that the Hiring Manager is responsible for ensuring that the final candidates' references have been appropriately checked, and that the credentials are appropriate for the advertised vacant position. The screening committee may determine the point in which reference checks will be completed. the screening process. Please keep in mind that all candidates must be treated as equally as possible. If you are calling off the list provided by the candidates, it is highly recommended that you notify the candidate first.
It is expected that reference checks be conducted in teams whenever possible. This practice helps ensure that accurate notes are taken during these conversations. The same core questions should be posed to each candidate's references. Please review the Illegal or Inappropriate Topics List before speaking with references.
No offer of employment may be made until the appropriate Vice President or President and the Director of Civil Rights have approved the Request to Offer Postion (Form D).
After consultation with the department screening committee, the Hiring Manager shall submit the Form D to the Office of Civil Rights for approval. The form should include the names for each interviewed candidate along with the reason the candidate is deemed less competitive than the person to be offered the position.
After reviewing the Form D and clarifying any concerns, the Office of Civil Rights shall approve the Form D via the online PAR system. It will then be routed to the division Vice President, President and Human Resources for approval.
The President's Office shall send an offer of appointment with i) return date specified, ii) if applicable, requirement to submit official transcript, iii) if applicable, statement that employment is contingent upon favorable results of background check, and iv) explain that the new employee shall complete an Employment Eligibility Form (i-9) as required (Section 1 must be completed on the first day of employment and Sections 2 and 3 must be completed by the end of the third day of employment).
The President's Office or Vice President's Office shall notify appropriate campus offices of acceptance or rejection of the offer.
The Vice President's Office is responsible for ascertaining the retirement status of current and prospective employees related to coverage by SURS.
The Hiring Manager or designated Screening Committee Chair shall notify all unsuccessful candidates and complete all remaining paperwork associated with the search and interviews.
The Hiring Manager shall submit the request for reimbursement of interview expenses of candidates to the Dean/Director's Office.
All newly hired employees shall be required to complete the State of Illinois Ethics Training and the Preventing Harassment & Discrimination Training within 30 days of employment.
The Chairperson/Unit Head shall ensure all applicant files (i.e., required documents for consideration), screening committee summary comments (i.e., strengths and weaknesses of candidates as sent to hiring supervisor) and Chairperson/Unit Head notes (i.e., reference notes) are in the search file and submitted to the Office of Civil Rights at the conclusion of the search process. Search files will be kept in a secured location for three years and in accordance with the Records Retention Policy.
If a Hiring Manager is contemplating filling an administrative position with a temporary appointment, a search waiver shall be completed which explains the reasons for filling the vacancy with a temporary appointment, describes how the affected constituencies will be consulted regarding the person to be named in the position, and states when the national search is projected to begin to fill the vacancy. An appropriate length of time shall be set aside for constituents to forward comments to the Hiring Manager or Senior Line Supervisor. This waiver must be approved by the Civil Rights Director and the Division Vice President before the Hiring Manager may proceed with actions to name an acting/interim administrator. Except in unusual circumstances where a search cannot commence within 2 years of the prior incumbent's separation from the university an extension may be approved; however, appointments established under this policy shall not ordinarily exceed 2 years.
If a Hiring Manager is contemplating reassigning an administrative position or expanding the duties and scope of an administrative position, a rationale shall be prepared which explains the reasons for this action and describes how the affected constituencies will be consulted regarding these changes. An appropriate length of time shall be set aside for constituents to forward comments to the Hiring Manager or Senior Line Supervisor. The rationale must be approved by the Civil Rights Director and the Division Vice President before the Hiring Manager may proceed with actions to reassign the administrative position or expand the duties of an administrative position.
Eastern Illinois University
1011 Old Main Charleston, IL 61920-3099
(217) 581-5020
Fax: (217) 581-3599
civil@eiu.edu