Step 3: Screening of Applicants
1. Screening Procedures
Screening procedures evolve throughout the search from an early review of applicant credentials to a comprehensive assessment of finalist credentials. Suggested below are four types of screens to assist the Search Committee with the important responsibility of distinguishing viable candidates from the overall field of applicants and eventually recommending the most qualified finalists for hiring consideration.
The Search Committee should be as inclusive in their assessment of potential candidates as possible in order to maximize diversity and avoid hasty decisions about individual qualifications and experiences.
Search Committee members should individually begin reviewing applications as they become complete in order to expedite the screening process immediately after the application deadline. However, the Search Committee should not collectively start the screening process before the closing date.
2. Screen One: Applicant Credential Evaluations
Assessment is based on the credentials submitted by the applicants. Criteria for this assessment should mirror the required and preferred qualifications identified in the Position Vacancy Announcement (PVA). To be in compliance with EEOC regulations, applicant credentials that do not meet or address all required qualifications should be eliminated from further consideration. Caution is advised when using quantitative measures to rank applicant credentials, which are not standard in either form or content. Summing or averaging across different informational categories can be misleading. An example of a Screen One evaluation sheet is provided, Screen 1 Sample - Applicant Credential Review Evaluation.
The Search Committee Chair documents the review of the Applicants’ Credentials either in the Applicant Roster for Committee Discussion and Vote or in HireTouch (Committee Review Process). The HireTouch Committee Review Process indicator reflects whether an applicant meets the Minimum Qualifications for the position. From this group, the most qualified applicants will progress to candidate status and the optional Phone Review Process in HireTouch.
3. Screen Two: Candidate Reference Evaluations
Assessment is based on current letters of recommendation. Individuals deemed unqualified for the position based on clear, relevant, and credible information provided in the letters of reference that is related to the guidelines in the PVA should be eliminated from further consideration. To access Letters of Recommendation in HireTouch, see Reviewing Letters of Recommendation.
Optional: Structured phone interviews with referees may yield candidate observations that do not appear in letters of recommendation. To the extent possible, questions should explore information related to the job expectations contained in the PVA. An example of a Screen Two interview script is provided, Screen 2 Sample - Reference Telephone Interviews.
4. Screen Three: Candidate Conference-Call Interviews
Optional: Conference calls with the top candidates provide an added dimension to the screening process by enabling the committee to gather more detailed job-related information from a larger group of highly promising candidates before determining finalists to invite to campus for interviews. To the extent possible, questions should explore information related to job expectations included in the PVA and/or resolve inconsistencies in the information already obtained. At least two Search Committee members should participate in a conference call with the applicant to ensure an accurate assessment of each candidate’s abilities. Time should also be allotted to permit the candidates to have their questions answered to strengthen their continued interest in the position and BGSU. An example of a Screen Three interview script is provided, Screen 3 Sample - Candidate Conference Calls.
5. Ranking of Candidates
Per Article 14, Sections 4.3.3 and 4.4.3 of the CBA, eligible faculty will vote on ranking which candidates to recommend for campus interviews. This activity may be delegated to the Search Committee pursuant to unit-level practices and policies.
The Search Committee Chair documents the selection of candidates requested to interview in HireTouch (Phone Interview & Begin On-Campus Interview Process). The Search Committee Chair selects the appropriate Phone Interview Process list option for the Screening/Phone field in HireTouch to record each candidate’s disposition after Screens 2 and 3. The top three to five most highly qualified candidates will progress to the Request to Interview Process in HireTouch.
6. Request to Interview Rationale Memo (Strengths & Weaknesses)
The Search Committee writes a recommendation memo listing Finalists for interviews. A short paragraph or a bulleted list specifying each Finalist’s strengths and weaknesses for the position is required. It is recommended that the Committee identify alternate Finalists in the event that one or more of the selected Finalists declines an interview. Sample memos are provided, (Paragraph example, List example)
7. Letters of Regret
Applicants should be notified as early as possible that they are no longer under consideration for this position. Applicants, who have been identified as not meeting the requirements listed in the PVA after Screen 1 should be notified at that time. An example letter is provided, Letter of Regret – Applicants.
Candidates who have been identified as not viable finalists should be notified after Screen 2 or Screen 3. An example letter is provided, Letter of Regret – Candidates.
8. Screen Four: Finalist Campus Interviews
Screen 4 is conducted during the on campus interview and is included here for completeness.
At the same time that Academic Units have input into the selection process, the Finalists are making their own assessments about BGSU and its suitability for career development. The on campus interview is extremely important in conveying the message that the position is important to the mission of the Academic Unit and that faculty are valued members of the University community. Committee members should encourage their colleagues to participate in the interviewing process and to submit their evaluations of the Finalists for consideration. An example of a Screen Four evaluation sheet is provided, Screen 4 Sample - Finalist Evaluation.
For guidance in scheduling campus interviews including sample activities during a campus interview, and special circumstances, please refer to Step 5: Conducting Interviews.