Working With a Search Firm

Occasionally, some key positions may require partnering with a professional search firm. However, consistent with the Search Process, the Search Chair and/or Hiring Manager 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 the  Talent Acquisition Manager and the Manager of Inclusivity Initiatives in Human Resources 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/HIRING MANAGERS/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: Search Committee Chairs and the Search Firm will 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 Human Resources.

Please provide the contact information for the Talent Acquisition Manager and Manager of Inclusivity Initiatives in Human Resources to the search firm.

STEP 1 - HAVE SEARCH COMMITTEE CHAIR ENTER THE APPROPRIATE REQUISITION INTO HCM RECRUITING

To begin the search process in our system, the first step is for the Search Committee Chair/Hiring Manager/Delegate to enter the appropriate online Requisition into HCM Recruiting. User guides are available on the Knowledge Base. This will create an area in the system and allow HR to document the approvals for the position, search details, evaluations, candidate information, interview questions, matrix justifications, offer, etc.

The Comments section within Basic Info can be used to indicate the need or justification for the position, as well as the search plan from the Search Firm: “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”.

In the Details section of the Requisition please indicate a Posting Length of "Search Firm", and in the Shortened Posting Justification box, please include the search firm name and contact information for individuals in the firm.

Please ensure a word document of the finalized job description/advertisement from the search firm is attached to the requisition.  This will help to ensure HR can quickly post the opening to our "Executive Job Listings" webpage.

STEP 2 - ADVISE THE SEARCH FIRM THAT THEY MUST TRACK APPLICANT DATA

The Search Firm will coordinate the advertising of the position. The Search Committee Chair must advise the Search Firm that they must track applicant data and provide the the Manager of Inclusivity Initiatives in Human Resources with the following:

A report of all applicants (including self-disclosed EEO information via the following forms)

Cover letters and CV’s of those who meet the minimum requirements for the position.

All of this should be provided to the the Manager of Inclusivity Initiatives in Human Resources prior to the conclusion of the search. All this information is organized and archived according to UW's retention schedule.

STEP 3 - SEARCH COMMITTEE CHAIR TO ENSURE INITIAL AND FINAL MATRIX IS PROVIDED TO HR

The Search Firm or the Search Committee Chair must provide the matrix to an HR Employment & Staffing Partner at recruit@uwyo.edu throughout the course of the search. This should be decided in your early conversations with the firm:

The initial matrix must show ALL applicants for the position and indicate who has or has not met the posted minimum qualifications, each applicants score after reviewing application materials, written justifications/evaluations and indication of who will be interviewed. While the Search Firm typically screens candidates on behalf of the Search Committee, it is still imperative that a completed matrix is received for documentation purposes.

The final matrix must show ALL applicants progression through the search and indicates who was interviewed, scoring of answers to interview questions, justification/evaluations for proceeding or not, along with results of completed reference checks, additional interviews, campus presentations, etc. This document must be received, reviewed and approved by HR PRIOR to any negotiation or offer.  For more information about matrices, including sample templates, please see the Matrix Instructions page)

These matrices, once reviewed and approved, will be attached to the requisition in HCM, which serves as an electronic file documenting all parameters of the search.

STEP 4 - WORK WITH HR TO FINALIZE HIRING

Upon approval and identification of the final candidate, please work with the assigned Employment & Staffing Partner to coordinate the finalization of the hiring process which may include reference and/or background check, if the Search Firm is not contracted to complete those.

For any questions or assistance, please call Human Resources at 307-766-2377.