Guidance for Hiring Managers: Initial steps for launching a search

When you begin a search, there are key decisions to make right from the start. To ensure a smooth process, we recommend reaching out to your HR Professional for support and guidance. Schedule a meeting to review the following:

• Who will be supporting the search?

• Human Resources Professional
• Executive Search team
• Hiring authority administrative support
• Search chair administrative support

• What type of support do you need?

• Coordinating search meetings
• Scheduling interviews and itineraries
• Booking travel arrangements

• Who will be sourcing and recruiting for the search?

• Executive Search Team
• Search firm (Note: Be sure to contact the Executive Search team before signing a contract with a search firm.)

• Where will the position be advertised?

• Discuss the platforms and channels best suited for the role.

• What is the timeline?

• Start with the target date for filling the position and work backyards. You can also utilize this sample timeline to assist with planning.

• Who will serve on the search committee?

• Utilize the overview of search committees and their composition to guide your decision making.

• What is most important about the vacant position? 

• Clarify the core purpose of the position, required and preferred qualifications, and the opportunities and challenges the role presents, whether it’s a new or existing position.

<<Position Title>>

Sample Proposed Search Timeline

For anyone involved in the search process, this timeline provides sample dates that offer realistic time frames for each phase of the search. Creating the timeline early helps ensure that the anticipated hire date is feasible and allows all participants (search committee members, candidates, and those involved in on-site interviews) to plan accordingly.

May 1

• Intake meeting

• Invite search committee to serve
  
  

May 10

• Search committee charge meeting
  
  

By May 17

• Post and advertise position
  
  

May 17 - July 1

• Recruitment phase
  
  

July 1

• Close position in Cornerstone
  
  

Week of July 8

• Resume evaluation meeting with search committee
  
  

Week of July 15

• Complete screening interviews
  
  

Week of July 29 & August 5

• Complete on-site visits
  
  

Week of August 12

• Make offer
  
  

Week of August 19 - September 27

• Develop onboarding plan
  
  

Week of September 30

• Proposed start date
  

Initial Search Committee Meeting

<<Date>>

Agenda

Intended for the Search Chair: This agenda can be used to plan your first search committee meeting.

• Welcome and charge from Hiring Authority/ Manager

• Introduction to the search process and the importance of the committee’s role.

• Overview of process and timeline of the search

• Discuss the search stages and key milestones.
• Review proposed timeline, keeping in mind factors such as search parameters (national, local, internal), religious holidays, and vacation schedules).
• Confirm the timeline and ensure it accommodates all relevant factors.
• Discuss tasks such as screening applications and the development of interview questions.

• Provide search committee process overview

• Outline the steps involved in the search and the role of the committee members at each stage.
• Search Committee Responsibilities: Clarify each committee member’s responsibilities and expectations during the search process.
• Tips for active recruitment: Discuss strategies to proactively recruit a wide range of candidates from different backgrounds and experiences.
• Confidentiality and conflicts of interest: Emphasize the importance of maintaining confidentiality and avoiding conflicts of interest throughout the search process.
• Keeping a Broad Range of Perspectives in Mind: Remind the committee to consider fairness, representation, and openness throughout the search and selection process.

• Review and provide feedback on posting/ advertisement/ prospectus/ leadership profile

• Review drafts of the position posting, advertisement, prospectus, and leadership profile. Provide feedback to ensure alignment with VCU’s goals.

• Next Steps

• Schedule a follow-up meeting to evaluate candidates.
• Begin developing interview questions.
• Confirm the search timeline moving forward.

Guide for Hiring Managers: Providing a Charge to the Search Committee

Welcome and Thank the Committee

• Begin by expressing gratitude to the committee members for their time and commitment to the search process.
• Acknowledge the importance of their role in recruiting new colleagues, emphasizing that this is one of the most significant responsibilities they will undertake.
• Be sure to highlight the time commitment required throughout the search process to set expectations.

Describe the Ideal Candidate

• Focus on outlining the required qualifications for the role to ensure a shared understanding.
• Share your vision of the ideal candidate, highlighting what they will accomplish in the role and how their skills will contribute to the organization’s success.
• Discuss the challenges and opportunities that the candidate will face, providing context for the committee to evaluate how candidates will address them.
• Provide the committee with a clear framework for recruiting and assessing candidates, helping them focus on the qualities that are most important for success in the position.

Other Key Points for the Search Committee Charge

Discuss the Importance of Confidentiality

• Emphasize the need for maintaining confidentiality throughout the search process to protect both candidates and the integrity of the search.

Request Final Candidate Presentation

• Ask the committee to present only the strengths and challenges of the final candidates to the hiring manager, without ranking them.

Discuss Timeline/Potential Start Date

• Review the search timeline and potential start date, ensuring that all members are aligned on key milestones.

This guide is intended for Search Chairs: Share this information with search committee members at the beginning of the search or at the charge meeting to help them understand their role. Remind them to conduct active recruitment, emphasize confidentiality, and keep fairness and representation in mind throughout the search process.

Tasks

Search Committee responsibilities

• May provide input on the position announcement
• Suggest advertising sources
• Assist the chair in establishing screening criteria
• Actively engage in recruiting candidates
• Review and evaluate applications using the criteria formulated by the chair and the rest of the committee
• Ensure that all applicants are considered fairly throughout the process
• Attend meetings (charge, candidate screening, etc.) and participate in interviews of candidates
• Maintain confidentiality during and after the search
• Provide evaluations of final candidates
• Transfer all related files of the search to the search chair for retention as required by University policy (search chair will provide to hiring unit HR)

Tips for Active Recruitment

Leverage Personal Contacts

• Reach out to professional colleagues and organizations, as well as individuals at other institutions. When making these connections, be sure to share information about VCU and the Richmond area. We have a list of videos, links, and other resources about Richmond available here.
• While referrals are valuable, keep in mind that relying solely on them may limit varied perspectives, as people tend to refer individuals who are similar to themselves. Additional recruitment efforts should still be made.

Explore Similar Positions at Other Institutions

• Review the websites of other institutions to identify individuals in similar roles. Reach out to gauge their interest or request referrals for other qualified candidates.

Engage with Professional Organizations

• Contact professional organizations in your field and request that position announcements be shared with their members.

Network at Professional Conferences

• Attend professional conferences and use the opportunity to network, inviting colleagues to apply for the position.

Reach out to Colleagues at Other Institutions

• Contact colleagues at other institutions to seek nominations for students nearing graduation, recipients of fellowships and awards, or other individuals interested in lateral moves.

Partner with Historically Black Colleges and Universities (HBCUs)

• Actively work with HBCUs to ensure broader outreach and attract a wide-ranging pool of candidates.

Consult with a Broad Range of Faculty and Staff on Campus

• Work with current faculty and staff from various backgrounds to develop outreach strategies that will engage a wide range of potential candidates.

Confidentiality and Conflicts of Interest

• It is each member’s responsibility to recognize potential biases or conflicts of interest with candidates and take appropriate steps to address them.
• If you cannot remain fair or impartial to a candidate, you must recuse yourself from the committee discussions regarding that candidate.
• Notify the search chair if there is a conflict of interest or breach in confidentiality. Failure to do so could result in a complaint of unfair hiring practices and may lead to removal from the committee, exclusion from future searches, or voiding of the current search.
• Individuals who are applicants or intend to apply for a position are not eligible to serve on the search committee for that position. Before accepting a role on the search committee, individuals are strongly encouraged to carefully consider their interest in applying for the position. Once you have accepted a role on the search committee, you will no longer be eligible to apply for the position.
• Search committee members cannot serve as references for candidates.
• Do not disclose the names of applicants to anyone.
• Keep all discussions among committee members confidential.
• Maintain confidentiality of all files related to the search, both during and after the process.

For more information, please refer to the Search Committee Integrity and Ethics Overview.

Treat each applicant consistently

The Search Committee is responsible for the initial work of creating a qualified and varied pool of applicants and screening candidates for the position. Please ensure that you:

• Promote Fair and Impartial Consideration

• Ensure that all individuals are evaluated based on their ability to meet the job requirements, providing fair and impartial consideration to all candidates.

• Proactively Identify a Broad Range of Qualified Applicants

• Actively seek out qualified candidates from varied backgrounds and ensure that the applicant pool reflects a broad spectrum of the available workforce. If your unit has a Recruitment Liaison, please reach out for support.

• Ensure Accessibility in the Recruitment Process

• Make certain that the recruitment process is accessible to all qualified applicants, providing fair opportunity for participation.

• Adhere to Evaluation Criteria

• Follow the evaluation criteria outlined in the position description, assessing candidates based on job-related factors only.

• Be Consistent and Fair

• Treat every applicant with respect and dignity, ensuring fairness and consistency at each stage of the selection process.

• Maintain Professional Conduct

• Uphold the highest standards of professional behavior and take the necessary steps to prevent conflicts of interest. Always consider how an outsider might perceive the integrity of the search process, and avoid any actions that could suggest impropriety.

This guide is intended for search chairs and search committee members. Review this to ensure you fully understand the importance of confidentiality in a search, as well as how to handle potential conflicts of interest.

Confidentiality

The work of the search committee necessitates confidentiality* of information about candidates and their employing institutions to attract high-quality finalists, avoid jeopardizing the candidate’s current position, and protect the integrity of Virginia Commonwealth University. Search committee members:

• May not reveal the identity of, or any other information about, candidates during the search or after the search committee completes its work, unless required by law.
  
  
• May not share information about candidates with anyone, including faculty or staff members in the hiring department who are not on the search committee; colleagues at other institutions; family members; friends; etc.
  
  
• Must maintain the confidentiality of all files concerning the search. Search committee members will ensure that all files are transferred to the hiring unit’s HR professional or HR Associate by the conclusion of the search.
  
  
• Must obtain the candidate’s written consent to publicly share their information once they have reached the stage of an on-campus visit. It is imperative that the candidate is provided, in writing, with the information that will be shared (e.g., CV/resume) and with whom (e.g., faculty, staff, students).
  
  
• Must also maintain confidentiality of all candidates after the search concludes.

*Important Note:  During the search, if any issues arise around discrimination, unethical behavior on the search committee, etc., concerns may need to be reported to the appropriate office (e.g., Equity and Access Services, Integrity and Compliance, Human Resources). The university will make reasonable efforts to protect the privacy of participants while also considering the need to gather information to assess the report, ensure due process, and take steps to eliminate discrimination and retaliation, prevent its recurrence, and remedy its effects. Please see VCU's Preventing and Responding to Discrimination Policy for more information.

Conflicts of Interest

Search committee members can ensure they are fair, accurate, honest, and responsible in their management of information related to the search by:

• Ensuring they have no interest in applying for the position.
  
  
• Promptly disclosing to the search committee or chair any relationship with a candidate that creates a conflict of interest, the potential for such a conflict, or even the appearance of a conflict.
  
  
• Placing the best interests of VCU ahead of any personal or special interests.
  
  
• Using common sense and good judgment in screening candidates.
  
  
• Striving to treat issues impartially and handle controversial subjects dispassionately.
  
  
• Not serving as references for candidates.

The chair should ensure that only the search committee participates in discussions about candidates, including decisions on who progresses to interviews. Outside influence from other stakeholders should be avoided.

If a search committee member cannot remain fair or impartial to a candidate, they should recuse themselves from the committee discussions regarding that candidate. Failure to notify the chair and committee of conflicts of interest could lead to a complaint of unfair hiring practices and may result in removal from the committee, exclusion from future search committees, or voiding of the current search.

This guide is intended for hiring managers. If you decide to partner with a search firm, please reach out to your HR Professional to collaborate with VCU’s Executive Search team immediately for assistance with selecting the firm, reviewing the contract, and providing other necessary support. This guide can also be helpful if you choose to work with a search firm.

Getting Started:

• Ensure that you select a Search firm approved to contract with VCU, based on Virginia Association of State College and University Purchasing Professionals (VASCUPP)’s pre-approved contracts.
• Once the firm is selected, contact VCU Procurement to initiate the contract process.
• When collaborating with the firm to create a contract, they will typically require the following information immediately:
• Proposed salary for the position (their fee is often based on this).
• Specific services that will be provided by both the firm and VCU. Be sure to ask questions like:
• Who will write the position profile?
• Who will provide administrative support?
• Who will handle candidate travel arrangements?
• Who will be the primary VCU contact for the firm?
• What is the proposed timeline for the search (or, at minimum, the desired start date)?

After the Contract is Signed:

Once the contract is finalized, provide the following to the search firm:

1. Primary Contacts Throughout the Search: Ensure clarity on multiple roles:
• HR Professional and Associate: Generally assist with job postings, hiring approval, position description creation, etc.
• Search Chair: Leads the search efforts.
• Administrative Support: Handles logistics such as itineraries, scheduling rooms, etc.
• Executive Search Team Member: Can assist with all levels of support.
  
  

• Search Committee Composition: Ensure the firm is aware of the team involved in the search process.
  
  

• Organization and Unit Information: Provide any resources that can help the firm understand your organization and unit. This might include: Org charts, Strategic plans, Budgets, Organizational details, and Stakeholders knowledgeable about the position.
  
  

• Search Timeline: Share the proposed search timeline to help the firm block out dates for key stakeholders in advance.
  
  

• Roles in Applicant Tracking System:  It is essential for the firm to be aware that all applicants must submit their applications through Cornerstone (ATS). HR professionals, associates, the search chair, and administrative support staff will be responsible for ensuring that all candidates are correctly entered into the system. Furthermore, it is crucial to clearly define and assign responsibility for updating the status of applicants within the system.
  
  

• Candidate Feedback Tools: Assign responsibility for providing and gathering candidate feedback.
  
  

• Campus Visit Process: Outline roles and responsibilities for the campus visit stage, ensuring smooth coordination of logistics and interactions.

Working with the VCU’s Executive Search Team

VCU’s Executive Search Team is a specialized group of recruiting professionals committed to identifying and attracting top-tier leaders to Virginia Commonwealth University. With a focus on excellence, we provide comprehensive support throughout the executive and leadership search process, offering a strategic and tailored approach to help you secure the most qualified and visionary talent for VCU. Below is an outline of the extensive services we provide to ensure a successful and efficient search.

Search Preparation

• In-Depth Stakeholder Meetings: Conduct meetings with key stakeholders to expand our understanding of the position and the qualities of the ideal candidate, ensuring the best long-term fit for VCU.
• Position Description and Materials: Assist in developing the position description, advertisement, and leadership profile.
• Search Itinerary and Timeline: Lead the creation of the full search itinerary and overall timeline.
• Search Committee Identification: Help identify and invite members to serve on the search committee.
• Initial Meetings Support: Schedule and support the initial search committee meetings to set the stage for the process.

Recruitment Period

• Applicant Interface: Serve as the primary point of contact for prospective and active applicants, ensuring a smooth and professional process.
• Sourcing Candidates: Research and identify candidates from top-tier institutions and roles, build candidate pools, and contact sourced candidates and referrals.
• Pre-Screening Interviews: Conduct initial interviews with candidates who meet the minimum qualifications.

Resume Review / Prospect Review

• Screening and Evaluation: After the initial screening, assist the search committee in determining which applicants should advance to the next stage.
• Candidate Information: Provide the search committee with detailed information on qualified candidates to ensure an informed decision-making process.

Interviews

• Screening Interviews: Lead the development of interview questions and evaluation tools. Schedule and manage the screening interview process.
• On-Campus Interviews: Collaborate with the search chair and hiring authority to identify stakeholders that candidates need to meet during on-site interviews. This includes creating presentation topics, preparing interview itineraries, and assisting with logistics (e.g., VCU room arrangements, hotel bookings, flights, candidate escort, etc.).

End of Search

• Feedback: Provide all stakeholders involved in the search with a feedback form, and compile results for the hiring manager.
• Non-Selected Candidates: Notify candidates who were not selected, ensuring timely and professional communication.
• Facilitate Hiring Announcement: Assist in communicating the final hiring decision and supporting the announcement process.