Prepared by:
Office of Quality Improvement
in partnership with the
Academic Personnel Office
University of Wisconsin-Madison
2002
SAMPLE: HIRING PROCESS STEP CHART
WEEKS
TASK
/ 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12I. PRE-WORK PRIOR TO POSTING / PLEASE NOTE: These are examples of steps that were used in one office experience. This Step Chart is not intended to be a University checklist, but a comprehensive example.
A. Process Planning
Create Checklist/Timeline/Deadlines/Start Date / ► / ►
Determine Primary Call Contacts / ► / ►
Meet w/Equity and Diversity Office or committee, if necessary (Get advice on creating a diverse pool – EDRC, Dean’s Office) / ►
Develop National and Local Recruitment Plan / ► / ►
Create Process for Filing, Reviewing Application / ► / ►
Design Letters for Receipt, Rejection, Others / ► / ►
Design Process Back-Up Plan / ► / ►
Develop Matrix/Scoring System / ► / ►
Design Interview Deadline Dates/Process/Questions / ► / ►
Develop Process for Reference Checks / ► / ►
Determine Budget for Travel of Applicants / ►
Determine Primary Contact / ►
Process/Questions/Recruitment Timeline / ► / ► / ►
Develop Process for Screening Questions From Applicants / ►
Develop Screening Process
(Campus schedules, travel, logistics, video conferencing, phone) / ►
Filing, Review of Applications
(Design system for securing applications.) / ► / ► / ►
Hold Calendar Dates for Screening and Interviewing (This can be done ahead to avoid a big gap that usually occurs when looking for times on calendars.) / ► / ►
B. PVL Definition/Approval
/ PLEASE NOTE: These are examples of steps that were used in one office experience. This Step Chart is not intended to be a University checklist, but a comprehensive example.Review Current Position for Responsibility Changes / ► / ►
Identify Minimum Qualifications / ► / ►
Request Hiring Materials from Office of Human Resources (OHR), Review (also available on the Web) / ► / ►
Confirm Salary/Qualifier / ► / ►
Complete Position Vacancy Listing (PVL) / ► / ►
Submit PVL to OHR / ► / ►
PVL # Assigned by OHR / ►
II. RECRUITMENT PROCESS
Post PVL on Web Site
/ ► / ►Implement Circulation for Recruitment (Place ads in publications, send to colleagues, campus groups etc.)
/ ► / ►III. PROCESSING APPLICATIONS
Set Up Folder System to Retain Applications / ►Send Letters of Receipt to Applicant (set a timeline) / ► / ► / ► / ► / ► / ► / ► / ► / ► / ►
First Cut on Minimum Requirements by Contact/Staff (on-going) / ► / ► / ► / ►
Rate Applications: Yes, No, Maybe / ►
Hiring Team Meet to Rank “Yes” (This could just be one person.) / ►
Determine Applicants to Interview / ►
Send Letters to First-Cut/Non-Selected Applicants / ►
IV. INTERVIEW PROCESS (see Deployment Chart, Interviewing Packet)
Create Information Packet to Send Selected Applicants / ►Make Initial Phone Contact-Screening / ► / ►
Preliminary Phone Interview w/Out-Of-State Applicants (when appropriate) / ► / ►
Conduct Reference Checks / ► / ►
Set Interview Schedule
/ PLEASE NOTE: These are examples of steps that were used in one office experience. This Step Chart is not intended to be a University checklist, but a comprehensive example.- On Campus Interview Process
- Review Interview Evaluations
- Determine Relocation/Negotiation Plan
- Determine Host/Hostess for Interviews
- Determine Interview Team
- Set Interview Process/Logistics/Travel
- Interview Process Begins
V. DECISION-MAKING PROCESS
Review Evaluations from Interview Team / ►Offer Made to Candidate / ►
Final Negotiations Prior to Hire / ►
Submit Decision On Offer to Hire to OHR / ►
Final Letters to Non-Selected Candidates / ► / ►
VI. NEXT STEPS FOR NEW HIRE (PLAN)
Orientation / ► / ►
Campus Information Packet (Benefits, etc.) / ► / ►
Office Equipment/Supplies / ► / ►
E-mail, Parking, Payroll, Personnel / ► / ►
Employee Orientation (OHRD) / ► / ►
Set Up Meeting w/Key Collaborators / ► / ►
VII. WRAP-UP
Travel Expense Forms Submitted (when appropriate) / ►Required Forms Completed and Sent to Designated Offices / ►
Retain and Store All Files (6 years) / ►
EXAMPLE OF ADVERTISEMENT
Position Vacancy in the Office of Quality Improvement
Internal Consultant
Office of Quality Improvement
University of Wisconsin-Madison
The University of Wisconsin-Madison is seeking a 75-100% position to serve as an internal consultant in the Office of Quality Improvement. This person will be responsible for working with leaders, faculty and staff in academic and administrative units throughout the university who request help with improving the effectiveness of their services and operations. This will include responsibility for coordinating a campus-wide initiative aimed at improving service excellence and a cross-campus facilitator pool. Methods employed will include facilitation of complex groups and initiatives - using process improvement tools, focus groups, surveys, and data collection and analysis. Since many process improvements involve technology solutions, this person will work in close collaboration with information technology staff. Experience with web design or web-based delivery of instruction or information preferred. Events to educate and showcase improvement will be designed and coordinated by this person. This person will network locally and nationally to identify and share best practices.
This position reports to the director of the Office of Quality Improvement who reports to the Provost. Qualified applicants must have a bachelor’s degree and a minimum of three year’s experience in improving work processes and systems. Advanced degrees and/or experience applying quality methods in higher education are a plus. Applicants must have strong communication and interpersonal skills and a working, practical knowledge of quality tools and philosophy.
Applicants should submit a letter of application, resume and a list of current references with address, E-mail, and phone number. Please include your preferred method of communication (i.e. E-mail or written). Submit applications to:
Kristie J.N. Nielson
Office of Quality Improvement
University of Wisconsin-Madison
194 Bascom Hall, 500 Lincoln Drive
Madison, WI 53706-1380
608-262-9261 (FAX) 608-262-9330
TO INSURE CONSIDERATION,
APPLICATION MUST BE RECEIVED BY JULY 27, 2001.
Unless confidentiality is requested in writing, information regarding the applicants must be released upon request. Finalists cannot be guaranteed confidentiality.
UW-Madison is an equal opportunity/affirmative action employer. We promote excellence through diversity and encourage all qualified individuals to apply.
- SAMPLE TOOL -
APPLICANT STATUS MATRIX
Name
/ DateReceived / Date Letter of Receipt Sent / No / Maybe / Yes / Date Status Letter Sent / By
PROCESS TIPS
- Place holds on schedules as early as possible – including all meetings and interviews.
- Required administrative staff support usually exceeds anticipated commitment.
- Be familiar with the UW-Madison Access to Information prior to the process.
- Clarify how applicants who respond after the deadline will be handled – need to have a consistent message.
- Find a good list of external posting locations.
- Identify criteria for selection up front and make sure that all search committee members have common understanding of key criteria.
- Eliminate candidates who don’t meet minimum qualifications as soon as possible.
- Have search committee members review all applications outside committee meetings and have each committee member identify top candidates. Have each member present at meeting and narrow down to the candidates to be interviewed. In other words, don’t spend meeting time reading and reviewing the candidates. Have the committee members come to the meetings prepared to identify just a couple top candidates and then use meeting time to narrow down from just top candidates (not all the candidates who met minimum qualifications).
- Use questions that have been developed by others on campus filling similar positions. E-mail draft questions to committee members outside meetings to solicit comments. Use meeting time to finalize questions. If appropriate, identify which committee members will ask which questions of each candidate.
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