Note: Only the originator or those who are approvers on the Request to Recruit form can initiate subsequent Request to Recruit forms (advertising, applicant, add applicant and offer).

Faculty and Professional Staff searches

• Create and maintain a file for each applicant. Include correspondence, materials submitted, and documentation that pertains to the candidate.
• Send a letter of acknowledgement and an Applicant Information Form (AIF), (code in red the four-digit requisition #, position title, and department name) to all applicants. Send the letters of acknowledgement and AIFs as soon as you receive the applicant’s CV/resume. Applicant Information forms are available for purchase through UDMart, Id Code: 9070005 ($1.85 for a package of 10).
• Provide a locked location for files to ensure confidentiality throughout the search process, and have a central location for search committee members to come and review the CVs/resumes.
• Keep a summary of search committee meetings.
• For information regarding relocation allowances, please review Policy 3-11, Relocation Allowance for New Faculty and Professional Members.
• For information regarding recruiting and moving expenses, please review Policy 3-12, Recruiting and Moving Expenses.
• Candidates cannot be interviewed until the Request to Recruit Applicant Pool form has been approved by Affirmative Action.
• Once the search committee has selected their short list of candidates to interview, send copies of the chosen candidates' CVs/ resumes to Richie Holland, Manager, Affirmative Action, 413 Academy Street, Rm. 152. Be sure to copy front to back if CV/resume is more than one page.
• References on candidates can be checked at any time.
• Transcripts can ONLY be requested for the finalist.
• Ensure that documentation provides rationale for Search Committee decisions and recommendations.
• Once the search has concluded and a candidate has been hired, be sure to send out letters to those candidates who applied, interviewed, and were not offered the position and to those who applied, but were not interviewed.
• If the chosen candidate is a new hire to the University, please follow the new hire checklist.
• Place all applicant files in order for storage, including all materials submitted. Retention schedule for search records is current year plus five years.

Hourly and Salaried Staff searches

• Provide a locked location for files to ensure confidentiality throughout the search process and have a central location for search committee members (if applicable) to come and review the resumes.
• Candidates cannot be interviewed until the Request to Recruit Applicant Pool form has been approved by Recruitment.
• Once interviews have been conducted and the Request to Recruit Offer status form has been submitted and reviewed by Recruitment, you will receive an email granting permission to check references on your chosen candidate.
• Once the search has concluded, and a candidate has been hired, the Office of Human Resources will send a letter to all applicants who applied but were not hired.
• If the chosen candidate is a new hire to the University, please follow the new hire checklist.
• Place all applicant files in order for storage, including all materials submitted. Retention schedule for search records is current year plus five years.