Recruitment of Unclassified Staff

How to Post an Unclassified Staff Position

A department identifies the need for a new or replacement unclassified staff member. If administrative help is needed with details, consult with members of the SOM dean's staff (Office of Fiscal Affairs) as needed. After approval, use the following guidelines to expedite the process and assure compliance with the Affirmative Action Policy of Wright State University.

• Go to that Web site, click on "Create User Account" (on the left side of the page), follow instructions on the application page to complete information. Note: The password you choose will remain the same; no periodic change will be required.
• An e-mail will be sent to you within a day or so to confirm that your user id has been activated.
• When you post a position, the electronic form will be automatically routed to the various approval queues once you submit.
• When Human Resources posts the position on the WSU Employment Opportunities Web site, an e-mail will be sent to the originator of the position to acknowledge this. This e-mail also serves as approver notification to you to post advertisements in any publications or venues in which your department has stated that it will be responsible for posting.

Advertising Guidelines

After approval, use the following guidelines to expedite the process and assure compliance with the Affirmative Action Policy of Wright State University.

1. After reviewing the forms and the advertisement, Affirmative Action will assign an Affirmative Action Position number and send to the department written approval along with Precis Part I.
2. The department may then submit the approved advertisement to the appropriate journals. The departments should advertise in all appropriate publications and keep a listing of all agencies and institutions contacted by letter or by phone about the position. If the department has questions about places to advertise to recruit women or minorities, Affirmative Action can provide the department with resources. The department should keep copies of the printed material as it appears in the advertising sources.

Interview Guidelines

1. The search committee should accept applications until the deadline.
2. The search committee will screen the applications and nominations in compliance with Affirmative Action policies.
3. The committee should acknowledge all applications and nominations with a letter.
4. The search committee should select the candidates for interview. First visits are normally limited to three candidates.
5. The department must complete the Recruitment and Selection Precis, Part I, and the Applicant Acknowledgment Summary (model forms may be viewed at http://www.wright.edu/admin/affirm/forms.html), and submit them to the Office of Fiscal Affairs. Copies of the advertisement and curriculum vitae of candidates who are selected for interview should be included with Precis, Part I.
6. The Affirmative Action Programs Office will send a letter of approval and a Precis Part II form to the department. The committee should not interview any applicants until Affirmative Action has approved Part I.
7. Recruitment budgets are the responsibility of the hiring department.
8. The search committee invites the candidates approved in Precis Part I for interview. The committee should be consistent with all candidates by using the same basic itinerary for each candidate and using the same general questions.
9. After review of the interviewed candidates, the search committee makes a recommendation to the chair.
10. The department completes Precis Part II (a model form may be viewed at http://www.wright.edu/admin/affirm/forms.html) and sends it to the Office of Fiscal Affairs. The committee must document the criteria and rationale used for selecting the recommended candidate(s). The appropriate associate dean will approve and forward the documents to Affirmative Action.

Letter of Offer

1. Affirmative Action will send a letter of approval for Precis Part II and a Status of Position Offered form to the department. (A model of the Status of Position Offered form may be viewed at http://www.wright.edu/admin/affirm/forms.html.) An offer for an unclassified position CANNOT be made to candidates prior to:
   1. The closing date contained in the specific position advertisements, and
   2. Affirmative Action approval.
2. After receiving the approval, the department may prepare a draft letter of offer. Offer letter templates are available online:
   1. Draft Continuing Contract Offer Letter
   2. Draft Special Contract Offer Letter
3. The department must send the draft letter(s) of offer to the Office of Fiscal Affairs to review before sending to the appointee.

Candidate Response to Offer

1. If a candidate accepts a position by signing the approved letter of offer, the department sends the following to the Office of Fiscal Affairs:
   1. Original letter of offer,
   2. Completed Status of Position Offered form
   3. Resume, and
   4. Personnel Action Form (available on the Human Resources Web site)
2. If a candidate verbally declines a position, the department completes the Status of Position Offered form and submits it to the Office of Fiscal Affairs. The department may proceed with an offer to a second candidate only after completing a new Precis Part II and following the procedures listed above, (beginning with "Interview Guidelines, #5"). If no other offers will be made, the department should inform the Office of Fiscal Affairs and Affirmative Action of its plans, i.e., whether it plans to not fill the position, reopen the search, etc.
3. The department may send deny letters to other applicants.

Note: Once the position is filled or the department has decided not to fill the position, documentation of the search should be preserved for three years.

Updated November 2008 (jb)