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Office of Diversity, Equity, and Inclusion

Old Main 407

Laramie, WY 82071

Phone: 307-766-3459

Email: diversity-epo@uwyo.edu

Working with a Search Firm

If you are having difficulty accessing the information on this page, please call 307-766-3459

Working with a Search Firm for Administrative Professional, Faculty or Academic Professional Positions


Occasionally, some key positions may require partnering with a professional search firm. However, consistent with the Search Process, the Search Chair is still responsible for overseeing the process so that it is conducted in a fair and equitable manner. Please follow these steps designed to assist you in fulfilling this important role. Also, as soon as the search firm has been identified, please provide them with the contact information for Employment Practices and encourage them to reach out to us as soon as possible. This will allow us to provide insights on the process and to discuss other relevant matters.
Before you Begin (for Search Committee Chairs/Designees):

  • At the first opportunity, share the University of Wyoming’s policies surrounding non-discrimination and EEO/AA hiring with the search firm.
  • Advise the search firm that the University seeks to diversify the workforce: They need to be proactive in developing a diverse talent pool by actively seeking such candidates as well as those who have experience working with diverse populations and/or diverse initiatives.
  • Be aware that it is the Search Committee Chair’s responsibility to ensure that all required information and documentation has been provided to Employment Practices.
  • Please provide the contact information for Employment Practices to the search firm. Be sure to let them know that we are happy to provide information and assistance at any point during the search:

Office of Diversity, Equity, and Inclusion
307-766-3459
1000 E. University Ave.
Laramie, WY 82071-2000
diversity-epo@uwyo.edu

Steps for the Search Chair:


1. To begin the search process in our system, the first step is for the hiring department/search chair or delegate to enter the appropriate online Position Request Form into PeopleSoft. (User guides are available for Administrative Professional and Academic/Faculty Position Requests.) This will create the position in the system and allow us to document the approvals.

  • In the section of the Position Request where one would typically enter the Job Posting (the job advertisement), you may indicate here instead, that Search Firm Xxxxxx has been contracted to manage the posting and tracking of applicants. Please include contact information for the firm.
  • The Diversity Recruitment section of the Position Request Form can be utilized to briefly indicate what direction you have provided to the search firm regarding diversity recruitment. (Example: “Search firm was asked to reach out to HBCU’s, Hispanic and other minority serving institutions.” Or “the search firm was instructed to actively seek diverse applicants”.)
  • The Comments section at the bottom can be used to indicate any other needed information (examples: “this position was discussed with the VP of Administration on 4-21-16,” “or this position is an exception to the hiring freeze per John Smith 5-12-16” etc.)

2. Once the position is approved, HR will create a job opening in PeopleSoft but the search firm will coordinate the advertising of the position. You must advise the search firm that they must track applicant data and provide the Office of Diversity, Equity, and Inclusion's Diversity Specialist with a report of all applicants (including self-disclosed EEO information) as well as cover letters and CV’s of those who meet the minimum requirements for the position. All of this should be provided to the Employment Practices at the conclusion of the search. We will then archive this information.

3. Please also provide HR with an electronic copy of the job ad- as they may be able to cross-post it on our job openings page.

4. The Search firm or the search chair must provide two matrices to the the Office of Diversity, Equity, and Inclusion's Diversity Specialist throughout the course of the search. This should be decided in your early conversations with the firm:

  • The first matrix must show all applicants for the position and indicate who will be interviewed. While the search firm will be screening candidates on behalf of the search committee, it is still imperative that we receive this information for our records.
  • The second matrix will list all who received interviews and indicate who is acceptable to receive an offer. (For more information about matrices, including sample templates, please see our Matrix FAQ page) These matrices, once reviewed, will be attached to the job opening in PeopleSoft, which serves as an electronic search file.

5. Upon identification of the final candidate, please work with the Human Resources office 307-(766-2215) to coordinate hiring process which includes a background check.

For any questions or assistance, please call the Office of Diversity, Equity, and Inclusion's Diversity Specialist at 307-766-3459.


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Office of Diversity, Equity, and Inclusion

Old Main 407

Laramie, WY 82071

Phone: 307-766-3459

Email: diversity-epo@uwyo.edu

1000 E. University Ave. Laramie, WY 82071
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