The hiring manager, working alongside the recruiter, are responsible for the recruitment, candidate screening, and identification of a group of finalists to interview. The hiring manager is responsible for ensuring that all stages in CHRS Recruiting are completed.

1. The assigned recruiter will review and release candidates that meet minimum qualifications per the Collective Bargaining Agreement standards or MPP qualifications as specified in the position description on a weekly basis.
   • When the applicant pool is available for review in CHRS Recruiting, your designated recruiter will provide the hiring manager and/or HR business partner with the pool or “shortlist” of screened applicants.

After identifying candidates who meet the minimum qualifications, the hiring manager should establish criteria based on the recruitment position description to narrow the remaining applicants to a group of finalists.

1. If applicable, rank the applications separately using established criteria, then reconvene as a committee to identify either a semifinalist or a finalist group.

Review Interview Questions 

1. Review and evaluate appropriate interview questions.

1. If needed, contact the designated recruiter for assistance with interview questions.

Convening the Search Committee

• Members of the search committees should be made aware of bargaining unit policies governing the search before beginning the recruitment.
• Members of the search committee should be aware of potential sources of conflict of interest.
  • Examples can include: Serving as a reference for a candidate and a member of the committee. Reach out to your recruiter for questions as needed.
• Tentative “to do list” for search committee organization and management.
  1. Committee chair welcomes the search committee.
     • Search committee chair sends a welcome communication to the committee.
  2. Schedule search committee initial meeting or kick off.
     • Search committee chair/administrative support will schedule an initial meeting with the search committee to review the charge to the committee. (Allow 1 hour for this meeting.)
     • Before the meeting, the committee is sent:
       • Full list of proposed interview questions (first and second-round interview questions).
       • Recruitment advertisement and/or position description.
       • Pool of resumes for review and selection of their top candidates.
     • Inform the committee to review these materials for discussion at the meeting.
  3. Initial meeting with the search committee.
     • Introductions.
     • For MPP positions only, each committee member will need to sign and complete a confidentiality agreement. Your assigned recruiter can share the document as needed.
     • Review the process for screening applications.
     • Discuss credentials and select your candidates for first-round interviews (interview dates should be scheduled).

• Review and finalize interview questions.
• Review of the search timeline and key dates.
• Update CHRS Recruiting with the selected candidates who will be moving forward in the process. All other candidates should remain in their current status until the end of the recruitment.

Interviewing

1. The hiring manager should submit proposed interview questions and their evaluation criteria/rubric to their assigned recruiter for review and approval.
2. The most qualified candidates meeting the minimum qualifications will be interviewed, subject to requirements in applicable collective bargaining agreements, in the interview process.
   1. For California State University Employees Union (CSUEU units 2,5,7,9), we are required to interview all current CSUF CSUEU employees who apply and meet the minimum requirements for the position. Your assigned recruiter will list them as “required to interview” in CHRS Recruiting.
3. It is recommended that departments interview at least three candidates for a position.
4. To ensure a fair assessment, all members of the search committee should participate in every interview of all the candidates.
5. Even if a candidate is an internal candidate, the search committee must not skip any steps in the process.
6. Finalization of interview dates and future meetings.
   • Establish first-round interview dates.
   • Allow 1 hour after the last interview for deliberations and selection of the top 3-4 finalists for second-round interviews.
   • Establish second-round interview dates.
   • Allow 1-2 hours for the search committee to discuss their finalist recommendations and feedback after the last candidate interview.
   • The interview schedule should be sent to the recruiter before the interviews being conducted.

1. Items for search committee chair/administrative support to complete:
   • Send caldendar invitations to the search committee withholds for all the applicable key dates discussed.
   • Reserve rooms/space for first and second-round interviews with the confirmed dates.
     • Campus Interviews
       • Conference room for campus interviews - hold for a full day.
       • If applicable, room/space large enough for division/department open forum.
       • All candidates visiting campus receive the same treatment.
     • Zoom Interviews
       • Schedule Zoom sessions.
       • Verify committee members have the appropriate conferencing technology (i.e., webcam, microphone, or telephone).
       • Conduct a technology test with the committee to ensure connectivity.
       • Ask that the committee members set up at the same location during the scheduled interviews.

Selecting the Incumbent

1. Gathering Feedback and Recommendations.
   • Develop a consolidated report utilizing the evaluation criteria with feedback from deliberations with the search committee.
   • For MPP positions only, you will need to evaluate the Inclusive Excellence Statement as part of the overall interview process.
   • Meet with the hiring administrator to discuss overall feedback/recommendations.
2. Enter Interview Evaluations in CHRS Recruiting
   1. After completing the interview process, in CHRS Recruiting, the hiring manager completes an “FL-interview evaluation form” for each candidate who was interviewed.
   2. References can be completed in two ways:

Reference Checks

1. The hiring manager notifies the recruiter of the finalist and any alternates. The recruiter will initiate and guide you regarding all necessary steps and processes per the CSU reference check policy.
   1. Email method - most comment and preferred - Recruitment will initiate email to the finalist officially notifying them we are proceeding. Further, email notifications will be sent to the references listed by the candidate to complete an online form.
   2. Phone calls are only conducted in special cases. Your recruiter will advise of the steps that must be taken if these will be conducted.
   3. Candidates must be officially notified prior to references being conducted.

Offer Card

1. Should the references meet the CSU reference check minimum requirements, based on the discretion of the recruiter and/or hiring manager, the recruiter will prepare an offer card in CHRS Recruiting and route for approvals.
   1. The offer card will include anticipated verbal offer ranges, tentative start dates, etc. This is routed as needed to the hiring manager, appropriate administrator, and appropriate Vice President's Office. 

Verbal Conditional Offer 

1. When approvals are received via the offer card in CHRS Recruiting and references meet requirements, the ecruiter will make the verbal conditional offer including total compensation overview including benefits, campus parking fees, transfer of hours from other CSUs, and many other details depending on the candidate relationship to the university. The recruiter will partner with the Hiring Manager only at this point for salary and other details. It is not appropriate to have Collective Bargaining Agreement staff included in discussions regarding compensation details for incoming staff. 

Background Check

1. Per CSU Background Check Policy, the background check process may only commence once a verbal conditional offer of employment has been accepted. The recruiter will perform the appropriate background check process depending on the specific position duties and classification standards.
   1. For staff and MPP positions – A candidate may not begin employment until a background check is completed and has been deemed to meet the requirements of the CSU Background Check Policy. A candidate's start date is conditional upon the successful completion of the background check and will be pushed back should the background check require additional processing time. Partner with your recruiter as needed.