The purpose of the Search Report is to document the search process, the equitable consideration of all candidates, and provide justification for the choice of the proposed candidate(s).

When to submit a Search Report

Submit a search report each time a candidate or candidates are put forward for consideration, both for typical searches and for recruitment pools. Multiple candidates can be put forward together if part of the same selection.

Applicant status updates for Search Reports

Review all candidates to confim that each one has the appropriate statuses applied to them. Please make sure all statuses are marked in the correct sequence. The system will automatically prompt you for the next status. Do now skip statuses because this information is necessary for reporting purposes.

  • Individuals who were deemed unqualified (“does not meet basic”) should be in the “Unqualified” bucket and have at least one disposition code applied to them.
  • Applicants who met the basic qualifications should be marked as “meets basic” and appear in the “Qualified” bucket. They should have at least one disposition reason applied to them if they had a complete application but did not proceed to a further round of consideration. For pool searches comments may be needed to indicate that an individual’s expertise is in an area not currently under consideration, but may be considered again in the future. In those cases, select “Other” and specify. 
  • Applicants who withdrew prior to being named on the short list (“invite for interview”) will appear in the “unqualified” bucket. The “candidate withdrew” disposition reason should be selected.
  • Applicants who were on the “long short list” or otherwise under serious consideration should have the final status of “serious consideration” if they did not proceed to a further round of consideration. They should have at least one disposition reason applied to them.
  • Applicants who were invited for an interview and interviewed should have the statuses of “recommend for interview” and “interviewed” (and also “serious consideration” if this status was used). If an applicant withdrew after being recommended for an interview they will have the status of “withdrew after recommend for interview.” Please note that "Recemmend for interview" is not a terminal status.
  • Applicants who were interviewed but did not become a proposed candidate should have the final status of “interviewed.” At least one disposition reason should be applied, as well as comments about why the candidate was not selected, based on the criteria set out at the beginning of the search (two to three sentences is typically sufficient). For pools be sure to indicate which course or area the individual was interviewed for.
  • Applicants who the department or school intends to put forward to the campus for consideration should have the statuses of “recommend for interview,” “interviewed,” and “proposed candidate.”
  • No applicants should have a status beyond “proposed candidate” at the time the Search Report is submitted for review and approval. If the candidate withdrew after becoming the proposed candidate they will have the status of “withdrew after proposed candidate.”

Information about the proposed candidate

Click on the “Proposed Offer Information” icon and provide the department, anticipated start date, step, and annual salary. This information can be edited on the Manage screen for the Proposed Candidate (on the left column, select the “Information” tab).

Candidate disposition reasons 

One or more dispositions, or reasons for deselection, should be assigned to individuals who submitted a complete application for the position, using either the list of reasons for those deemed unqualified or the list for those who were qualified. 

Do not review or assign disposition reasons to individuals who applied outside the established review period. 

Comments on applicants who were interviewed, and the proposed candidate

Applicants who were on the short list (interviewed) require brief comments in addition to the disposition reason. It is important that the statements reflect the strengths/weaknesses of the individual applicants, and compare their qualifications to the established search criteria set forth at the beginning of the search. A statement is also needed for the Proposed Candidate (do not select a Disposition Reason).

Advertisement/Outreach evidence

Review the list of advertising locations specified as part of the Search Plan in the “Ad Sources” section. Delete any advertisement sources not used as planned and add any additional locations actually used. Provide evidence of advertisement publication and payment in the “Ad Evidences” section for all locations used in addition to the ones posted to automatically. Please note: If you add additional sources to the list as part of the Search Report, refresh your screen before attempting to upload the evidences.

Ad Sources

List separately each search and recruitment effort planned (“Ad Sources”), as stated in the Search Plan [Do not list OFEW sponsored locations, such as the Chronicle of Higher Education, HERC, Higher Ed Jobs, or any of the America’s Job Exchange posting locations].

  • Journals
  • Advertising websites (Craigslist, etc)
  • National organizations
  • Employment networks
  • Field-specific outreach groups
  • Listserves
  • Personal emails
  • Record of phone calls made and to whom

Ad Evidences

Upload evidence for each “Ad source” used.

  • Tear sheets, invoices
  • Evidence of posting
  • PDF of emails
  • Document with list of calls

Do not include:

  • Emails or calls made by department faculty not on the search committee

Documentation 

All written materials regarding the search must be uploaded in this section. They will be archived with the search and are not necessary to also save at the department or school level. These materials include: 

Under “letters and memos”

  • Search committee narrative

Under “interview materials”

  • Standardized questions used for interviews
  • Evaluation tools used, including completed forms collected from search committee members
  • Notes taken during preliminary interviews (Skype or in-person, for example at conferences)
  • Notes taken during applicant interviews by search committee members
  • Reference checks (typically conducted by phone, with notes)
  • Summary of overall graduate student input provided to the committee
  • Notes taken by graduate student members of the committee 

Do not include:
Notes taken during candidate job talks or presentations by department faculty or graduate students not on the search committee

Please note: 
Comments and notes can be written directly in AP Recruit by committee members using “Public Comments” or “Personal Notes” for individual applicants           

Initial Search Outcome

Select the Initial Search Outcome of the search. For a successful search select “Proposed Candidate: One or more applicants will be recommended for appointment.”

Approvals

When the Search Report is complete and ready for review, first use the “Preview” button to be sure all required elements are present, and then click the ‘Submit Report for Approval’ button. Provide a name for the Search Report that includes the last name of the candidate(s). This will aid in differentiating from the initial Search Report and any others that may be submitted in the future for additional candidates.

Click ‘View Approval Request’ to go to the Approval page.

Download and review the draft Search Report. Edits can continue to be made as needed until the Search Report receives final approval by OFEW; all edits are live updated in the Report. However, once OFEW starts review please do not make additional changes unless notifying OFEW first. Once approved, a final Search Plan is available as a PDF and serves as the permanent record of what was approved.

There is an approval chain for non-senate recruitments:

  • Search Committee Chair (can be the search committee chair, the faculty principal investigator, or the faculty member assigned to reviewing a lecturer pool) – AP Recruit will auto-populate this field with the person identified in this role on the Search Committee tab)
  • Department Chair (or equivalent, often the Unit Director) – assign the correct name(s)
  • Dean’s Analyst – assign the correct name
  • Dean (and often a Dean’s delegate) – assign the correct name(s)
  • OFEW (“Diversity Office”) – names are auto-populated (do not add an alternate name)

When the names have been entered, click done. An automatic email will be sent to the first approver within approximately 30 minutes, and will cc the department analyst. When each approver approves the report an email will automatically be sent to the next reviewer in line. 

There is an option to provide written comments regarding the Search Report. The analyst and all approvers can view the comments and can make comments. It is also possible to send an email to any or all approvers by selecting the “notify approvers” button. The content of the email will appear in the Comments section.

There is an Approvals Dashboard available (next to the Recruitments tab on the top banner), which will allow you to monitor the progress of approvals for the recruitments you have access to. It displays the current status of approvals, including who has approved and who is next for approval, and includes filters to make viewing the list of recruitments more streamlined. 

When OFEW has approved the Search Report, the Report is considered officially approved and the PDF of the Search Report will serve as a permanent record of the recruitment. Please note that approval of the Search Report is not approval to hire. Typical hiring processes must be followed for all appointments.

See the section Final Closing Instructions for the Search to close out the search once a hiring outcome is determined.

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