HireTouch Job Aids
- Academic Hourly Appointment Instructions
- Academic Hourly Job Description Instructions
- Academic Professional Search Instructions
- Academic Professional Search Waiver Instructions
- Academic Professional Appointment Change Instructions
- Access Request Application for Academic and Faculty users
- Casual User Instructions
- Faculty Search Instructions
- Faculty Search Waiver Instructions
- Group Inboxes for Approvals
- Hiring Request Form - Academic
- Hiring Request Form - Civil Service
- Pape Instructions
- Search Committee View
- USC Quick Start Guide
- Retire, Rehires
Frequently Asked Questions
How do I log into HireTouch?
- For University employees: Go to Link to Hire Touch website and log in with your EnterpriseID and password.
- For non-University committee members go to: https://employ.uillinois.edu/
What internet browse is recommend?
- The most recent version of Mozilla Firefox.
What if I can’t get logged into the system?
- Managers/reviewers/approvers – contact your Unit Security Contact to get access.
- Search committee members – contact the search coordinator to be sure your name was added to the search workflow.
- If the search coordinator needs further assistance he/she can contact ODEA at email@example.com.
Can the dashboard be changed?
- Click on “Display Preferences” on the right and check the boxes for the windows you would like to be viewable. Then click “Save Layout” on the left.
- You can also change the placement of a particular window by clicking near the edge of the window, then dragging/dropping it in a different location of the dashboard
How does a search committee member find application materials?
- Go to the “JOBS” tab. Click on the position title and then click on the “Applicants” tab (light blue) which is below the workflow title.
- The applicants will initially be alphabetical order but can be changed to other orders (such as date order) by clicking on the appropriate column title (such as “Application Completed”).
- To view documents, click on the appropriate icon under the All Documents, Cover Letter, Resume or CV column.
What if the “All Documents” icon doesn’t work?
- This likely means the applicant uploaded different documents types that the conversion tool isn’t able to combine into a single document. To view the list of individual documents, go to the “Actions” drop down menu next to the applicant’s name and click “View Documents”.
The Applicants tab only shows 25 names. Can it be changed to show more?
- Scroll down and look in the bottom/right corner of the page. Go to the “Per Page” drop down menu and select the appropriate number.
The Activity tab only shows 25 records. Can it be changed to show more?
- Scroll down and look in the bottom/right corner of the page. Go to the “Per Page” drop down menu and select the appropriate number.
Can more than one window be opened at once?
- The HireTouch system will allow multiple windows/tabs to be open.
What is needed to open a search?
- Hiring Request Form (HRF) approval may or may not be needed. Academic Human Resources (AHR) has designated the specific positions which require an approved HRF before a search can be initiated. Please refer to the AHR website for detailed information on the use of the HRF. http://www.ahr.illinois.edu/HRF-Update.pdf
- All Academic Professional positions must be established in accordance with campus guidelines.
If the position is new, a Principal Administrative Position Exemption request must
be submitted through HireTouch.
- The PAPE is a job description for the position. When refilling a vacated Academic
Professional position or requesting an appointment change, a new PAPE is
- the position requirements have changed;
- position duties have significantly changed; or
- the PAPE has not been updated in the last three years.
- A PAPE less than three years old can be uploaded into Hire Touch. If the position’s PAPE is more than 3 years old, a new PAPE must be created and submitted to AHR electronically through Hire Touch. Duties and qualifications established in the PAPE are used in the position announcement and search ad, therefore the PAPE must be comprehensive.
- Please contact the appropriate College or Administrative Office or the Office of Academic Human Resources (AHR) at 333-6747 or http://www.ahr.illinois.edu for additional information and assistance with Academic Professional positions and the PAPE process.
- Faculty and Other Academic positions do not require a PAPE but do require a job description. When possible, the search committee for a faculty position should be solicited for input on the job description and position announcement to ensure that the position announcement is consistent with the needs of the unit and will be designed to solicit a large, diverse pool of candidates.
- The PAPE is a job description for the position. When refilling a vacated Academic Professional position or requesting an appointment change, a new PAPE is required if:
- An approved Search Form. (If a Hiring Request form and/or PAPE are required, they must be approved prior to the submission of the Search Form.)
What is the purpose of the search form?
- The search form outlines the search plan. Units must develop a search plan that will increase the likelihood of generating a qualified and diverse pool of applicants. The search plan includes (a) the selection of an appropriate length of posting, and (b) the use of traditional and nontraditional recruitment efforts.
- The Office of Diversity, Equity and Access reviews the form to ensure compliance with OFCCP regulations.
- Advertising cannot begin until the search form is approved by ODEA.
What is a position class code?
- A series of five letters used to categorize an academic professional position. If a previously approved PAPE is attached in the activity tab, please enter the code from the PAPE into the search form.
Is the close date field required?
- It can be left blank but the body of the announcement MUST include a “for full consideration” date.
- If blank, the position will remain on the job board indefinitely, until the department sends an email to firstname.lastname@example.org to have it removed.
- As long as an announcement remains on the job board, there will be no Diversity of the Pool report ran unless a request is sent to email@example.com.
What is the purpose of a short ad?
- It is used to alleviate the high cost of print advertising. If a short ad will not be used, enter N/A.
- Must include the following:
- Rank and/or Title
- Closing Date (or "for full consideration" date)
- Link to full position announcement
- EEO statement, including website: The U of I is an EEO Employer/Vet/Disabled www.inclusiveillinois.illnois.edu.
- Background Check Statement: The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.
What information is required for the full announcement that gets posted to the U of I job board?
- There are 11 required elements of a full-length position announcement:
- Location of position
- Name of the department or unit, and
- “University of Illinois at Urbana-Champaign” or other physical location of the position.
- Rank and/or title
- For all academic professional positions, the title on the approved PAPE must be used, with the addition of “Visiting” or other modifiers designating temporary status as necessary.
- Faculty searches may be “open rank,” though consideration must be given to assessing the method of review to ensure that similarly qualified applicants will be in the appropriate applicant pool.
- If the position has been identified as a security-sensitive academic
position, the announcement must include notification that successfully
satisfying a criminal background investigation is a requirement for
- See Campus Administrative Manual (CAM) Section IX C-44.
- Contact the Office of Academic Human Resources for more information.
- Statement of duties
- For Academic Professional positions, the statement of duties should be consistent with the duties described in the PAPE.
- The qualifications listed should be consistent with those described in the PAPE for Academic Professional positions.
- For faculty and faculty administrator positions, it should indicate the tenure status.
- Minimum degree requirements should be stated. All Academic Professionals
must have a minimum of a BA degree.
- To ensure a diverse applicant pool, the minimum requirements should be broad rather than specific. For example, require a “B.S. degree” rather than a specific “B.S. in Physics.” To allow flexibility, the following statement may be used: “Individuals working toward a Bachelor’s degree may be considered, but the degree must be obtained by the starting date.”
- There are extraordinary circumstances wherein individuals of unique and exceptional skills may not possess a BA. In those instances, a degree waiver may be sought through Academic Human Resources after approval from the EEOO if there are no other similarly qualified individuals in the candidate pool who meet the minimum degree requirement.
- Review the required number of years of experience (1-2 years vs. 3-5 years vs. 5-7 years). To allow maximum flexibility in evaluating applicants, the type of experience and skills should be defined, rather than a requirement for a particular number of years of experience.
- Preferred/desired qualifications may also be listed.
- Searches may be designated as “Internal” (to campus or to unit) and limited to those with current Illinois affiliation -- that is, individuals who are currently employed on the Champaign-Urbana campus. Consistent with the objective of internal searches to manage the employment population, student employees and extra-help temporary employees are not eligible for internal searches. Academic hourly employees are eligible for internal searches. Internal Searches are exempt from external advertising requirements. Candidates external to the University should not be reviewed or otherwise receive consideration unless the scope of the search is revised and external advertising sources, including special recruitment sources, are utilized.
- Searches may also be restricted to individuals participating in the Campus Relocation Program or other similar programs administered by Academic Human Resources. Participation in the appropriate program would be a minimum requirement for the position.
- The Internet Applicant Rule addresses the criteria by which submissions
of interest for an available position are evaluated. The "basic qualifications"
listed in a position announcement must focus on the core elements
for job performance and should not use criteria that could potentially
result in bias against underrepresented candidates during the candidate
review procedure. To avoid the potential for bias, the qualifications
- Non-comparative features of a job seeker (e.g. three years of experience is acceptable; “being one of the top five” among the candidates in years of experience is not acceptable);
- Objective (e.g., a Bachelor's degree in accounting is acceptable, but not “a technical degree from a good school”); and
- Relevant to performance of the particular position
- Salary Statement
- If a salary range is stated, the unit cannot negotiate or hire beyond that range.
- To allow flexibility, the announcement may state that the salary is negotiable, commensurate with experience or competitive.
- The proposed salary must be consistent with the range indicated on the Hiring Request Form.
- Appointment Status
- Indicate if the position is regular or visiting. The advertised position type must be consistent with what was approved on the Hiring Request Form.
- Indicate the percent time of the appointment, consistent with the approved Hiring Request Form.
- If the possibility of changes in the appointment status is anticipated,
the following qualifiers will generate the broadest pool, and thus,
provide flexibility in making these changes:
- For visiting positions, use “Position may become regular at a later date.”
- For part-time positions, use “Percent time may increase at a later date.”
- Proposed Starting Date
- The proposed starting date is required.
- To allow flexibility, the announcement may state that the starting date is “as soon as possible after the closing date,” or “negotiable after the closing date.”
- Application materials and link to job board: https://jobs.illinois.edu
- Indicate the materials that should be submitted for consideration.
- Suggested materials include cover letter, resume, writing samples or portfolios, and a statement of teaching philosophy, research interest, or commitment to diversity.
- On-line application will require name and contact information for [number of] references.
- Closing date for receipt of candidate materials
- This is the date by which applications must be received for review.
- Examples of closing date statements that provide the greatest flexibility:
- “In order to ensure full consideration, applications must be received by [date].”
- “Full consideration will be given to applications received by [date].”
- If interviews will commence before the closing date, the announcement
- “Applicants may be interviewed before the closing date; however, no hiring decision will be made until after that date.”
- The “Full consideration” date allows individuals to continue to apply while the review process begins.
- Unit Contact Information
- Name, phone number, and email address of the search contact is mandatory.
- A mailing address or website address to view additional information about the department or position is optional.
- Required Statements
- Campus’ commitment to diversity and Affirmative Action/Equal Employment Opportunity Policy at the bottom of advertisement: Illinois is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as a qualified individual with a disability, or criminal conviction history. Illinois welcomes individuals with diverse backgrounds, experiences, and ideas who embrace and value diversity and inclusivity. ( inclusiveillinois.illinois.edu).
- Background Check Statement:
The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.
- Location of position
What types of emails does the “contact for system generated emails” receive?
- He/she will received notice of the search form approval and will also be copied on confirmation emails sent to anyone who completes an application.
What is “applicant access”?
- When a committee member, support staff or other person involved with the search process is given applicant access to a search in HireTouch, he/she is able to see application materials for that particular search only and cannot see other searches in the system.
What are the guidelines for putting together a search committee?
- The College or Administrative Unit Executive Officer or delegate (i.e., the Department Unit Executive Officer or search chair) selects and appoints the search committee.
- There should be at least three search committee members.
- Whenever possible, create a search committee that is diverse by race and gender.
- The chair for the search committee should not be the person to whom the position will report when hired. The search committee serves in an advisory role.
- For additional information see: [insert link to “Forming a Search Committee” PDF]
Why are the direct report and search chair separate roles?
- The direct report should not be a member of the search committee to avoid unintended undue influence on the search committee so that the advisory nature of the search committee can be maintained.
What is a Diversity Advocate?
- The Diversity Advocate is an individual designated on the search form by the department executive officer a time the search is initiated. The individual should be committed to being an advocate for diversity as a core component of diversity in the search process. For tenure and tenure-track faculty searches, the Diversity Advocate must be a tenured faculty member. For academic professional positions, the Diversity Advocate must be a member of the search committee.
Why is there a question on the search form regarding the gender and race of the search committee?
- A diverse search committee will strengthen the pursuit of a highly qualified, diverse pool of candidates. If there is limited diversity within the unit or department, an effort should be made to consider including faculty, staff or students from external departments, as appropriate.
What is the difference between the various search types?
- A national search is a search designed to recruit from a national and international pool of candidates.
- Regional searches target qualified applicants from the following states: Indiana, Illinois,
Missouri, Ohio, Wisconsin, Kentucky, Tennessee, Arkansas, Michigan, and Iowa.
- All complete applications should be considered regardless of whether the address is regional.
- Local searches target qualified applicants in the Champaign County area.
- All complete applications should be considered regardless of whether the address is local.
- Internal to campus searches target qualified current employees on the Champaign-Urbana
campus. Internal Searches are exempt from external advertising requirements. Candidates
external to the University should not be reviewed or otherwise receive consideration
unless the scope of the search is revised and external advertising sources, including
special recruitment sources, are utilized.
- Justification is required. Please attach in the activity tab of the search workflow.
- Internal to Campus searches can also be limited to individuals participating in the Campus
Relocation Program or other similar programs administered by Academic Human Resources.
Please refer to Academic Human Resources for program qualifications and requirements.
- Justification is required. Please attach in the activity tab of the search workflow.
How long should the announcement be advertised?
- Three or four week searches are suggested for tenure-track and tenured faculty vacancies.
- Two to four week searches may be appropriate for non-tenured specialized faculty and senior-level, mid-level, and entry level academic professional vacancies.
- An expedited search process may be used for filling vacancies based on a time-sensitive need due to an unanticipated incumbent departure or unforeseeable need for additional staffing. After consultation with the Office of Diversity, a determination can be made to modify appropriate aspects of the search process to accommodate the need for expeditious but fair recruitment and selection of candidates.
- The minimum search time is calculated from the date the position is first approved and appears on the jobs.illinois.edu Academic Job Board in HireTouch.
- An open or rolling search in which there is no close date and applications are accepted throughout the year may be used as necessary with prior Office of Diversity approval.
Can a search firm be used?
- In compliance with Illinois Law, 110 ILCS 305/80, the use of search firms at the University of Illinois is limited to searches for the President of the University and when the President and Board of Trustees demonstrate a justifiable need. A college/department may only engage in a search firm after receiving approval from the President.
When can the announcement be advertised?
- The search form must be approved by the Office of Diversity, Equity & Access and placed on the U of I Job Board, before any external advertisements can be placed.
Where should the position announcment be advertised?
- The position announcement will automatically be forwarded to the following sources:
- HireTouch Job Board
- HigherEdJobs.com Affirmative Action Email (Regional/National Only) - $61 charge
- AP Search Advertising Requirements:
- Announcement must manually be posted on AbilityLinks.org
- Faculty Search Advertising Requirements & Recruitment Sources:
- Announcement must manually be posted on AbilityLinks.org
- CIC Doctoral Directory (recruitment source/not used for advertising) http://www.cic.net/Home/Students/DoctoralDirectory/Introduction.aspx
- Diversifying Higher Education Faculty in Illinois Program Directory (recruitment source/ not used for advertising) http://www.ibhe.state.il.us/DFI/directory.htm
- South Regional Education Board DSP Scholar Directory (recruitment source/not used for advertising) http://dspdirectory.sreb.org
- Other recommendations include:
- Mail or email vacancy notices to professional journals, web recruitment boards, professional associations, electronic newsletters, and newsgroups
- Send announcements to departments in Historically Black Colleges and Universities (HBCUs) and Hispanic, American Indian, and Asian serving institutions
- Engage local and regional networks of people in related fields at corporations and businesses to see if they know of potential candidates
- Attend professional conferences and discuss positions with potential applicants
Affirmative Action Placement Goals and Reports
What is a placement goal?
- The University receives federal contracts, and, as a result, is required to develop and implement a written Affirmative Action Plan. The Affirmative Action Plan serves as a blueprint to guide the University’s efforts with respect to the recruitment of underrepresented faculty and staff. The Office of Diversity, Equity, and Access supports recruitment efforts by not only monitoring the search process, but also by providing affirmative action placement goals to units. A placement goal is set when the percentage of minorities or females currently employed in a particular job group is less than reasonably expected given their percentage of availability in the workforce. The Office of Diversity seeks to ensure that units become aware that their recruitment efforts in the search process should, whenever feasible, be geared towards addressing underutilization and increasing the diversity of the campus. The search committee should always hire the best qualified applicant.
What is a diversity of the pool report?
- A diversity of the pool report is a report used to assess the recruitment of the search. The Office of Diversity, Equity and Access provides a report of applicants by ethnicity, race, gender, veteran and disability status to the Diversity Advocate, the Equal Employment Opportunity Officer, the search chair and Unit Executive Officer. After reviewing the report, the unit may decide to extend the search if a larger or more diverse pool of applicants is needed.
Why didn’t I receive a diversity of the pool report?
- The diversity of the pool report gets sent after an announcement comes down off the U of I job board. If the close date field was left blank and the announcement remained on the job board, no report is ran. If a report is needed while the announcement is still posted, send a request to firstname.lastname@example.org.
What is a diversity of the finalist pool report?
- When the Office of Diversity reviews the Finalist Notification Form, a diversity of the finalist pool report is ran to compare the diversity of the finalist pool to the applicant pool. The diversity of the finalist pool is sent to the Diversity Advocate, EEO Officer, the search chair and Unit Executive Officer.
Why didn’t I receive a diversity of the finalist pool report?
- In an effort to maintain confidentiality of the finalists, if there are two (or less) finalists no report will be sent.
What are some important points committee members should know about the review process?
- Ensure all candidates are evaluated on the basis of the pre-established evaluation criteria related to the position.
- Spend sufficient time evaluating each applicant.
- Be aware of the possibility of unconscious bias.
- Agree on rules of discussion and how to handle disagreement.
- Avoid comments, either orally or in notes, that are not job related.
- Be able to defend every decision.
What if an applicant does not attach all the required materials?
- The search committee can either:
- Contact all the applicants to inform them of the missing materials and give them the opportunity to add the missing materials OR
- May choose not to consider all of the applicants with missing materials.
- ALL applicants must be treated fairly and consistently throughout the search process.
Finalist Notification Form
What is the purpose of the finalist notification form?
- The finalist notification form provides ODEA with information/documents that were used in the recruitment and selection process, which are required for record keeping purposes and affirmative action compliance.
- The following is required:
- Copies of all advertisements manually posted. (Copies are not required for automatic postings.) If any copies are missing or an ad was not placed, please provide a brief explanation.
- Confirmation the position was posted in all sources listed on the Search Form for the required period.
- Confirmation that the diversity of the pool report was reviewed/discussed.
- A copy of the applicant screening/evaluation criteria used to assess applications.
- The list of interview questions that will be asked of all on-campus finalists.
- All applicants should be assigned an applicant status code and identify finalists.
- If responding “no” to any questions, an explanation is required.
- If only one finalist was selected, an explanation is required.
How do I attach the documents in HireTouch?
- Go to the “Jobs” tab, click on the position title to get to the search workflow. On the right hand side under “Actions”, click “Upload a Document”. Enter the Name of the document, select a Document Type from the drop down menu, click choose file and find the document in your saved files, then click “Save”.
How do I assign applicant status codes?
- Go to the “Applicants” tab and check the box by the names of all applicants which need to be assigned a particular code (for example select everyone that does not meet the minimum education).
- Scroll to the bottom, open the “Bulk Actions” drop down menu and select the appropriate status code.
- A window will pop up, prompting confirmation. Once you click “OK”, the status codes will be changed for each applicant that was selected.
Who should approve the form?
- The default approver is ODEA. If your Department/College has an internal policy to send the form to someone else prior to ODEA approval, please follow the internal policy.
What should committee members know about preparing for the interview?
- The committee should work together to articulate interview goals and develop a set of core questions to ask all candidates.
- Be sure all interviewers are aware of what questions are inappropriate.
- Interview Questions and Pre-Employment Inquiries
- There are numerous laws and executive orders, as well as University policy, which govern the selection and hiring process. In general, the guiding principle should be to ask questions only about what you need to know to evaluate the qualifications of a candidate. If a valid reason to ask a question cannot be easily articulated, the inclusion of that question in the interview should be reconsidered. Other questions, such as those intended to “get to know” someone should only be considered if they pertain directly to the evaluation of a candidate’s qualifications or credentials. If you are unsure whether a question is appropriate or not, seek guidance before posing the question – do not pose a question and follow-up on any concerns after the fact. In addition, the questions posed to one candidate in a search must match as closely as possible the questions asked of all other candidates.
- Below are some examples of areas of inquiry that must be avoided. In addition, examples of prohibited questions are provided and, where appropriate, an example of an allowable question is provided.
Examples of Inappropriate Questions
How old are you?
Inquiries about age are only permitted to establish eligibility, e.g. that a person is over 18
What is your native language?
Questions regarding visa status should be discussed with ISSS beforehand. Questions about language may be asked if it is required by the position (e.g. fluency in French)
Family, Marital Status, and Pregnancy
Are you married?
If required by position, you may ask if the individual is willing to travel, work occasional nights/weekends, relocate, etc. Same question should be asked for ALL candidates.
Affiliations (Political, Social, etc.)
What clubs or social organizations do you belong to?
May ask candidates to list memberships of professional organizations they consider relevant to the position.
How much do you weigh?
Do you have any disabilities?
May ask: “Are you able to perform the essential functions of this job, with or without an accommodation?”
Have you ever been arrested?
Consult campus HR regarding criminal background check policy
If you served, were you honorably discharged?
May ask about work experience: “Which branch did you serve in?” or “What type of training did you receive in the military?”
Race, Gender, Gender Identity, Sexual Orientation
Questions regarding any of these topics are inappropriate
What religious holidays do you observe?
What is your credit score?
Questions may be appropriate if job requires significant financial responsibility. Consult campus HR before asking any questions related to financial status of a candidate
- Prepare for the possibility of evaluating internal candidates.
- Remember the justification for hire must be based on qualifications, experience, references, and interview.
What are some important points the committee should know if they would like to conduct phone interview prior to on-campus interviews?
- Develop an agenda for the conversation.
- Designate a timekeeper.
- Determine who will conduct and participate in the interview.
- Maximize audio quality with appropriate telephone equipment and use.
- Clearly communicate relevant phone call details in advance.
- Recognize that applicants with hearing or other disabilities may be unable to participate effectively in a standard telephone interview.
Are reference checks required?
- They are not required but are strongly recommended. (Note: If your Department/College has an internal policy requiring reference checks, please follow the internal policy.)
What should the committee know about the reference check process?
- Obtaining references: The search committee should determine how references will be obtained for candidates. The manner in which these references are gathered should be consistent and conducted systematically for all candidates in the same group. Each contact should be documented.
- Contacting references: The search committee should determine how references will be contacted. When telephone references are solicited or received, a written record of the conversation should be kept in the same manner as the letters of references are kept. Pursuant to the Illinois Personnel Review Act (820 ILCS 40/10 (a)), employees do not have the right to inspect reference letters. The reference called should be informed that their conversation will be part of the permanent record. Refer to the CAM (Section IX/C- 1.1) regarding letters of reference or notes taken during a telephone reference check.
- Unlisted references: The search committee should determine how unlisted references will be handled and documented. The best course of action is to ask the candidates for their permission to contact someone not on their reference list. If permission is denied, it is acceptable to ask why or to inform the candidate that the denial might be considered as pertinent information. It is important that all candidates are treated fairly and equitably
What is the purpose of the summary form?
- The form documents the process of evaluating candidates and selecting finalists for on campus interviews and must explain why the proposed hire was selected over other finalists based on experiences, skills, qualifications, interview performance, and references. Each finalist must be discussed.
Why isn’t there a summary in the HireTouch workflow?
- When a search workflow is initiated, there is not a summary form included. The finalist notification form must be approved first. Then ODEA will add a summary form.
What if more than one summary form is needed?
- Send an email to email@example.com to have a summary form added. Documentation of hiring approval is required. If approval is not required because the position is being filled due to a vacancy and it is not state of ICR funded, please state this in the email request.
What information is required for the form?
- Proposed Appointee information
- Approved salary range from Hiring Request:
- Proposed Salary (if outside of approved HRF range, provide explanation):
- Proposed Date of Appointment:
- Percent Time of Appointment:
- Ethnic Identification (Visual Guess):
- Race (Visual Guess):
- Is proposed appointee a current U of I employee? (if yes provide current employee class, title, department):
- Describe how the proposed appointee's qualifications, including skills, experiences, references, and performance during the interview make him/her the best qualified individual for the position.
- Information about other finalists
- Describe the results of the evaluation for all other finalists not selected for hire. Please also include interview date, gender, and race (visual guess) of all finalists.
- Optional: Can indicate if the committee has a second choice (in the case the proposed appointee declines)
- Example of a summary narrative: http://diversity.illinois.edu/NewSearchManual/Sample%20of%20Search%20Narrative.pdf
Why is a visual guess of race and gender needed?
- The University of Illinois is a federal contractor and is required by the Office of Federal Contract Compliance Program (OFCCP) to prepare an affirmative action plan. The affirmative action plan contains information regarding the academic search process (applicants, new hires, promotions, etc.). ODEA has been instructed by OFCCP that if the applicant does not submit an EEO Form and the university interviews the individual in person, we should identify the applicants race/gender in the affirmative action reports. ODEA only uses the visual identification provided on a summary form if the applicant did not fill out an EEO Form (self-identification of ethnicity/race/gender). The EEO form provided on the application is not required but are filled out approximately 90% of the time so more often than not we do not use the visual guesses that is provided on the summary forms.
When can an offer be made?
- A formal written offer cannot be issued until 1) the Finalist Notification form is approved by the Office of Diversity; , and 2) the Summary Form is approved by the EEOO/College (or Provost Office for second-level review, when required) certifying that the search has been reviewed for fairness and compliance with equal employment opportunity regulations.
What information is needed in the offer letter?
- Provost’s Communication No. 2 “Offering Academic Positions” provides guidance on what should be included in the formal written offer letter. Note: The offer should indicate if the appointment is subject to approval by the Board of Trustees.
When should an applicant status code be changed to “Hired”?
- After the hiring unit uploads a copy of the offer/acceptance letter into HireTouch applicants with accepted offers must have the “Hired” code assigned. The hiring unit approves as the search contact and then forwards the Summary Form to the Office of Diversity. The Search Contact must review all applicants to ensure an applicant status code is assigned.
Are regret letters/emails required?
- They are not required but are strongly After the proposed appointee accepts the offer, the Search Coordinator should communicate to the remaining search candidates that an appointment has been made and the search has been closed. This notification may be done through the email function within HireTouch.
How can regret emails be sent through HireTouch?
- Go to the “Jobs” tab, click on the position title to get to the search workflow.
- Go to the “Applicants” tab and check the box by the names of all applicants which need to be contacted.
- Scroll to the bottom, open the “Bulk Actions” drop down menu and select “Applicant Regret Letter”.
- A new tab will open up with the email template. (Note: Pop-up blocker may need to be disabled.)
- Add a name to the closing of the message. If needed, make other edits.
- In order to send the message to all the selected recipients, you MUST click “Send to All” on the right hand side.