CHECKLIST FOR FILLING VACANT POSITIONS

EEO-1, EEO-2, EEO-3, and Other Exempt Professional Categories

1. The hiring supervisor completes the Exempt Personnel Job Request Form (JRF1) to obtain authorization for the search. The form should be submitted to the appropriate administrator for approval.

2. Where applicable, the President will notify the Chancellor of the vacancy. This applies to major faculty and administrative positions as defined in Section 803.02 of the Board of Regents Policy Manual.

3. Once all appropriate administrators have signed the form, a copy of the JRF1 will be returned to the supervisor as authorization to proceed with the search process.

4. The hiring supervisor completes the Affirmative Action Announcement of an Open Position (Form A) and submits to the Affirmative Action Officer for approval.

5. Once Form A is approved, the hiring supervisor consults with Human Resources to coordinate advertising the vacant position. Copies of the approved JRF1 and Form A must be submitted to Human Resources before the position can be officially opened for advertisement.

6. The Office of Human Resources receives all resumes and applications for the position.

7. The Office of Human Resources completes the Affirmative Action Profile of Applicants (Form B) and submits it to the Affirmative Action Officer for approval.

8. Once Form B is approved, candidates who met the minimum qualifications will be forwarded to the hiring supervisor.

9. The hiring supervisor meets with the approved screening committee to review the University’s search process and to develop a projected schedule and timeline for completing the search. Human Resources and/or the Affirmative Action Officer should be contacted for assistance with this process.

10. The screening committee compiles interview questions and establishes an evaluation form and rating scale in consultation with Human Resources and the hiring supervisor.

11. Using the evaluation forms and rating scale developed, the screening committee reviews the applications and submits the names of acceptable candidates to the hiring supervisor. If required, the hiring supervisor forwards the list of possible candidates to the appropriate administrator for review.

12. The hiring supervisor completes the Affirmative Action Selection of Candidates for Interviews (Form C) and submits to the Affirmative Action Officer for approval.

13. Once Form C is approved, the hiring supervisor or a designee establishes an interview plan. If either of the following conditions exits, these procedures must be followed before an interview can be scheduled

· The position is a major administrative or faculty position (as described in #2 above) - A letter must be sent to the President asking him/her to request permission from the Chancellor to interview the candidates (resumes must accompany this request); or

· If any of the candidates selected for interview are currently employed within the University System of Georgia - A letter must be sent to the President requesting that he/she contact the Chancellor and the President of the candidate's institution for permission to interview the applicant.

14. Once all relevant approvals have been obtained and communicated, the supervisor invites approved candidates for interview. Interviews are conducted in consultation with the screening committee.

15. The supervisor receives feedback from all persons and/or groups involved with the interview process.

16. Once the review process has concluded, the supervisor discusses the finalists with the appropriate administrator.

17. The hiring supervisor selects the finalist and informs the appropriate administrators. The hiring supervisor should also advise the administrator of the process used to reach his/her decision and the reason for selecting the individual. If applicable, the appropriate administrator consults with the President regarding the offer.

18. Once all appropriate authorizations have been obtained, the hiring supervisor completes the Affirmative Action Selection of the Individual for the Position (Form D) and submits to the Affirmative Action Officer for approval. No offers, including verbal offers, should be made before Form D is approved.

19. Once Form D is approved, the supervisor consults with Human Resources in generating an offer letter. If the position is a major administrative or faculty position (as described in #2 above), a “request to offer letter” must be sent to the President asking him/her to seek permission from the Chancellor to offer the position to the candidate. If the position is not a major administrative or faculty position, the hiring supervisor or Human Resources may send an official offer letter to the candidate.

20. Once the signed offer letter or an acceptance letter has been returned and any other appropriate approvals have been obtained, the hiring supervisor prepares the Employee Information Form (EIF) and forwards it to the appropriate Vice President for approval.

21. The hiring supervisor submits copies of the offer letter, acceptance letter, affirmative action checklist, resume, and any other pertinent communications related to the approved candidate to the Office of Human Resources. Additionally, the hiring supervisor returns all resumes and other documents regarding the search to Human Resources.