Contact

Executive Director:
Christina Shen-Austin

Main HR Office
College Hall, Room 106
(202) 250-2284 (videophone)
(202) 651-5352 (voice)
(202) 651-5344 (fax)
Email

Payroll Office
College Hall, Room 114
(202) 559-5362 (videophone)
(202) 651-5687 (voice)
(202) 651-5344 (fax)
Email

Search Committee and Interview Process Guideline for Staff Positions

*For all Clerc Center staff positions, please contact clerchr@gallaudet.edu for clarification of the interview process*

Search Committee

  • These guidelines must be followed for searches to fill all staff positions, regardless of level. For all positions, the appropriate Unit Administrator, Senior Administrator or Administrative Officer (collectively referred to in these guidelines as the “Hiring Director”) will, in collaboration with Human Resources Services (HRS), create the job description, develop the qualifications, and utilize a search committee pursuant to these guidelines. HRS will send the job description and qualifications to the Director of Equal Opportunity Programs (EOP) for review and approval prior to posting.
  • Note: Procedures are provided in policy 4.02 of the University’s Administration and Operations Manual for internal promotions, interim appointments, and reassignments where external applicants are not considered.     
  • The search process begins when the Hiring Director informs HRS that he or she wishes to commence the process. It is recommended that the search and interview process be completed and an offer be made to the selected candidate within 45 days after the position is closed from accepting additional applicants.
  • Each search committee will have a Chairperson or Chairpersons who is/are selected by the Hiring Director.  The Chairperson, or in the case of co-Chairs, at least one Chairperson, must hold a position that is at or above the level for the position being filled.
  • The Chairperson(s) will be responsible for coordinating the hiring process. As described below, the Chairperson(s) will work closely with the Hiring Director, HRS and the Director of EOP.  An HRS representative will be assigned to the search for the position and will be the point person for contact to HRS throughout the search and interview process.
  • Before the process begins, the Hiring Director must provide clear written guidance on the expectation and design of the search and interview process, to be approved in advance by the HRS representative and the Director of EOP. This guidance should include, at a minimum:

    • Whether the search committee has authority to make the final decision on the hire or, alternatively, whether the search committee will make one or more recommendation(s) to the Hiring Director who will then make the final decision.
    • Whether only one round of interviews will be conducted before selections are made, or whether there will be other components of the search process, such as having individuals who “advance” to subsequent rounds (a) participate in additional interviews; (b) present their candidacy to all or a subset of the Gallaudet community; or (c) meet with stakeholders.

  • In the event that the guidance is not approved, in whole or in part, the Hiring Director, HRS representative and the Director of EOP will discuss appropriate revisions. In the event that a resolution is not reached, the Director of EOP will govern the decision. Once approved, the Hiring Director will then share the guidance with the Chairperson(s).
  • Any additional changes to the guidance made by the Hiring Director once the process is underway, which should not occur except in extenuating circumstances, must be approved by the HRS representative and the Director of EOP.  In the event the approved guidance is not materially adhered to during the search and interview process, the Chairperson(s), the Director of EOP, and HRS will confer about whether the deficiency can be cured or whether the process needs to be restarted.
  • The Chairperson(s) will select the members of the search committee (3 to 5 members are presumptively ideal). It is critical to include deaf or hard-of-hearing individuals and to endeavor to select a committee that is representative of the University’s diverse community, including men and women and members from traditionally underrepresented groups such as persons of color and LGBTQ+ persons.
  • Committee members must be full-time or part-time permanent staff, faculty, or teachers, or full-time students, or appointed officers.
  • Once selected, the Chairperson(s) must send the list of proposed committee members to the Director of EOP, who must approve the committee members.  If the proposed list is not approved, in whole or in part, the Director of EOP will work with the Chairperson(s) to establish a final list of members that meet the selection criteria for the search committee. 
  • Each committee member must complete a Search Committee Confidentiality Agreement and a Conflict of Interest Statement.  These documents will be sent to each member through EchoSign.
  • Each committee member must attend the Search Committee Orientation provided by EOP and HRS, which will include EEO and implicit bias training.  The orientation must be completed before any applications are reviewed or interviews are conducted.  If any committee members have completed EEO and implicit bias training within the preceding 12 months, then they may be excused from the training component of the orientation.  To set up training, please send an email to eop@gallaudet.edu.


Reviewing Applications

  • Under “Interview Team Schedule” in PeopleSoft (bison.gallaudet.edu), the search committee will find a list of applicants who have met the minimum requirements for the position.  The committee must use the job-based selection criteria listed in the job description (e.g., knowledge of the job, problem-solving abilities, supervision and delegation experience, etc.) to develop a Screening Rubric to be used in selecting candidates to be interviewed.  A sample screening rubric can be found here.  Please contact HRS if you need assistance.
  • It is important to review each application carefully in order to select candidates for interviews.  The committee should review the full application packets for those who are selected for an interview.
  • If the committee believes it has a satisfactory candidate pool, the Chairperson(s) can inform the HRS representative to close the position from accepting further candidates (if not already closed).
  • The committee will then be sent the Applicant List on which they will indicate which applicants have not been selected to be interviewed and list the principal reasons for rejection on the Applicant List.
  • The Screening Rubric, list of candidates selected for interviews, and Applicant List (with the principal reasons for rejection) must then be sent to the HRS representative and the Director of EOP for approval.  Once the list of interview candidates is approved by HRS and EOP, the Chairperson will be notified and interviews can be scheduled. If the list of interview candidates is not approved, the HRS representative and the Director of EOP will work cooperatively with the Chairperson(s) to resolve the issue, which may include repeating the above process as appropriate.


Scheduling Interviews

  • A communication inviting applicants to interview should also invite the applicants to request reasonable accommodations for the interview as needed.
  • The committee should schedule an interpreter well in advance if needed and also arrange for any other requested reasonable accommodation.
  • The committee will develop a list of job-related questions, which must be sent to the Director of EOP for approval and to ensure they are appropriate. 
  • The committee should designate one of its members to schedule interviews.  The Interview Fact Sheet and job description should be sent to each candidate before the interview.  The template for the Interview Fact Sheet can be found here.  Please ensure that all missing information is completed (where the “??” are located).
  • Each member of the search committee must attend all interviews.  If any member of the committee is unavailable on the interview date, the interview must be rescheduled.  If rescheduling is not possible, then that member must be removed from the committee, with approval from the Director of EOP, and his/her feedback may not be considered.


Interviewing Candidates

  • After each interview, each member of the committee must complete a Screening Committee Recommendation Form for that candidate.
  • Promptly upon the conclusion of all interviews, the committee will discuss each candidate and the Chairperson(s) will complete one Interview Evaluation Form for each candidate.
  • If the Hiring Director has required any additional steps in the interview process besides a single interview (e.g., second round interviews, writing tests, community presentations, meetings with stakeholders, etc.), the search committee will, with approval of the Director of EOP, select candidates who will advance after the initial interview round. (It is recommended that at least two candidates are advanced for additional steps, absent extenuating circumstances. However, the committee may select to advance only one candidate after good faith consultation with the Director of EOP.)
  • Upon completion of the additional round(s), the committee will further evaluate each candidate’s performance (with input from appropriate stakeholders, where applicable).


Post-Interviews

  • The committee will make a clear recommendation decision regarding each candidate. If the interview process has only one round, the committee will make a recommendation of “recommended for hire” or “not recommended for hire.” If the interview process has multiple rounds, the committee will recommend the candidates to be advanced to the next round(s). If asked by the Hiring Director to rank candidates, the committee will provide rankings where appropriate.
  • After the committee has made a clear recommendation decision regarding each candidate, all forms, including reference checks, must be sent back to HRS.  
  • Reference checks must be conducted for the committee’s top choice(s).  A sample reference check form can be found here.
  • Once reference checks are complete, the committee will send one or more recommendations for hire to the Director of EOP and, once approved by the Director of EOP, to the Hiring Director who will make the final recommendation(s). Alternatively, if the Hiring Director has given the search committee authority to make the final decision, the committee will make the hiring decision after the recommendations are approved by the EEOP Director.
  • HRS will complete the final requisition form with the selection for hire.  The requisition form must be approved and signed by the unit administrator, senior administrator, administrative officer, and the Director of EOP.  
  • If the requisition form is approved by all appropriate administrators, HRS will reach out to the Hiring Director to discuss the salary offer.
  • HRS will make the job offer to the first choice candidate.  If the first choice declines, HRS will make the offer to the second choice candidate, if any, and if further declined, to the third choice candidate, if any, etc.
  • If there is no second choice candidate, the position will be closed and may be reopened at the discretion of the Hiring Director.
  • Once a candidate accepts the offer, HRS will send a rejection email to all applicants who were not selected for an interview in addition to those candidates who were interviewed but not selected for hire. The committee may, however, send a rejection email earlier to applicants that did not advance to later stages in the process.

***If you have any questions, please send an email to jobs@gallaudet.edu or eop@gallaudet.edu.***

 

Last updated: 3/5/2019

 

Gallaudet

800 Florida Avenue NE
Washington, DC 20002

Gallaudet

800 Florida Avenue NE
Washington, DC 20002