Human Resources

Competitive Search

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Competitive Search through Posting

Classified and Unclassified (Hourly) Hiring Process

The hiring process for unclassified hourly positions will follow the same steps as the classified positions with the exception of pre-employment testing.

1

Identify the funding source for the position.

Contact Budget Planning and Resource Analysis for any questions/concerns. This will help prevent delays in the approval process.

2

Initiate position in PeopleAdmin (PA)

3

Once the position is approved by all parties, it will be posted on the Wright State website for a minimum of ten business days and advertised if applicable

  • Hiring departments pay for all advertising via a procard
  • If an ad needs to be written, HR can assist. Information on the required EO/AA statement for all ads is available on the OEI Statements for Job Ads webpage.
4

After the closing date, HR will review all application materials for minimum qualifications

5

HR will refer all qualified applicants to the hiring department within five business days of the closing date for review via PA.

If assistance is needed in narrowing down the pool, contact HR.

6

Select applicants for interview

  • If the position to be filled is a tested position, contact HR with the name of the applicants to be tested
  • HR will schedule and administer the required testing
  • Once the testing process is completed, you will be notified of the names of applicants who successfully passed the test
7

Contact applicants for an interview

Review Interviewing

8

Once the interviews are conducted and a selection is made, initiate a Hiring Proposal in PA

Review PeopleAdmin User Guide: Search Process and Hiring Proposal (PDF)

9

Upon receipt of the Hiring Proposal, HR will verify the pay rate to be offered and approve the applicant for a verbal offer via Hiring Proposal

10

Make a verbal offer contingent on the successful passage of background check.

This includes education verification, Motor Vehicle Record (MVR) check, and/or pre-employment physical exam, when applicable.

11

If the applicant accepts the offer, notify HR via Hiring Proposal to begin the background check process

12

HR will initiate the background check upon receiving the Hiring Proposal

Background checks take 3–7 business days  to complete

13

You will be notified once the background check process is complete

14

Complete and submit a Personnel Action Form (PDF) with a start date to HR

15

Register the applicant for the New Employee Orientation

Review New Employee Resources for additional information on onboarding including supervisor's checklist

16

Once HR receives the Personnel Action Form, a confirmation letter will be sent to the applicant along with an employment packet

17

HR close the search in PeopleAdmin.

Hiring departments are responsible for changing the applicant statuses using the appropriate disposition codes.

18

All unsuccessful applicants will be notified of the position status via PeopleAdmin

Unclassified (Salaried) and Faculty Hiring Process

19

Identify the funding source for the position.

Contact Budget Planning and Resource Analysis for any questions/concerns. This will help prevent delays in the approval process.

20

Initiate position in PeopleAdmin (PA)

21

Once the position is approved by all parties, it will be posted on the Wright State website for a minimum of five business days and advertised

  • Hiring departments pay for all advertising via a procard
  • If an ad needs to be written, HR can assist. Information on the required EO/AA statement for all ads is available on the OEI Statements for Job Ads webpage.
22

Establish a search committee.

Review Search Committee Training and Best Practices.

23

Ensure all committee members have been through the Search Committee Training.

If training is needed, contact the OEI to schedule training

24

After the position has been posted for at least five business days, the department/search committee should review all application materials and change the applicant statuses (disposition codes) accordingly.

It is very important that individuals who do not meet all of the minimum qualifications are properly identified. A screening chart (available on the OEI Forms webpage) may be used, but is not required. However, interview recommendations will not be reviewed until after applicant statuses have been updated.

If assistance is needed to narrow down the pool, contact HR

25

Via PeopleAdmin, the department/search committee should submit interview recommendations.

This request will also prompt OEI to run a report of the diversity of the applicant pool. This report will be emailed to the individual who submitted the interview recommendations. It is the responsibility of the department to create a recruitment/advertising plan designed to attract a diverse and well-qualified applicant pool. OEI is happy to assist with this.

26

Update the applicants' statuses of any additional applicants that have been received since the initial review in PeopleAdmin using the appropriate disposition codes listed

27

For instructions on the search process, go to PeopleAdmin User Guide - Search Process and Hiring Proposal

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Once the selected applicants are approved for an interview, you may begin the interview process

29

Contact applicants for interviews. Review Interviewing guidelines and best practices.

30

Once a finalist is selected, initiate a Hiring Proposal in PeopleAdmin and submit it for approval. For questions on salary negotiations and/or total compensation, contact Human Resources.

31

Make a verbal offer contingent on successful passage of university mandated background check and education verification

32

If the applicant accepts the verbal offer, notify Human Resources via Hiring Proposal to begin the background check process.

33

If the applicant declines the offer, initiate another Hiring Proposal on another applicant, if available. Please work with Human Resources to cancel the Hiring Proposal and change the applicant status to show that they decline the offer

34

Human Resources will initiate the background check and education verification upon receiving the Hiring Proposal. Background checks take 3-7 business days to complete

35

Human Resources will notify you once background check and education verification results are received

36

Send a written offer to the applicant

37

Submit a Personnel Action Form with a start date to Human Resources, along with a copy of the signed offer letter to your HR Operations Analyst

38

Keep the payroll deadlines in mind when deciding to start the new employee

39

Register the applicant for the New Employee Orientation. Visit Welcome Center website for additional information on onboarding including supervisor's checklist

40

Once Human Resources receives the Personnel Action Form, an employment packet will be sent to the applicant

41

Human Resources will close the search in PeopleAdmin 

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All unsuccessful applicants will be notified of the position status via PeopleAdmin

Competitive Search using Search Firm

Search Firms are typically used for recruiting senior-level administrators to Wright State University. Most often position titles are at the Executive Director level and above (Associate Dean, Dean, Associate Vice President, Vice President, etc.)

43

Once a vacancy or new position is created, a statement of prior approval from an appointing authority (Dean, Provost) is made to use a search firm

44

University administration designates a search committee chair

45

Contact HR Employment for approved vendors via the IUC Purchasing Collaborative or prior vendors used by WSU

46

Expect payment to the external search firm to be approximately one-third of the first year’s compensation for the selected candidate. This includes annual salary plus any sign-on bonus.

47

Search committee chair and/or committee work with search firm associate and HR to create a job description, job announcement, etc.

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Search firm meets with OEI and HR to discuss University’s affirmative action/diversity goals and values/culture insights

49

Job description/announcement is sent to President and/or Provost’s office for approval

50

After approval, HR Employment (HR) enters the position into PeopleAdmin and obtains appropriate approvals via PeopleAdmin (Budget Office, etc.)

51

HR posts the positions, which directs all individuals who wished to be considered to apply via PeopleAdmin

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HR contacts the search firm associate to inform him/her that the search has been posted

53

HR and search firm associate agree on who will be responsible for placing which ads

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The search firm associate posts the position on his/her company website and directs individuals who wish to be considered to apply via PeopleAdmin

  • Individuals who would like more information about the position, but are not ready to commit to applying, are directed to contact the search firm associate but must apply via PeopleAdmin if they decide that they wish to be considered for the position
  • If the search firm associate reaches out to a person and the person indicates that they wish to be officially considered
55

All applications are collected via PeopleAdmin

  • The search firm associate and search committee chair and members will be given guest user access to the posting to review all applications
  • The search committee chair designates a person who will have originator status, which allows for applicant status (disposition code) updates and interview recommendations
56

Interview recommendations are submitted  

57

Interviews are conducted

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A hiring proposal is submitted via PeopleAdmin

IMPORTANT NOTE:  If anyone receives a records request (Ohio Public Records Request, FOIA, or any other type) for a search handled by a search firm, they should contact the Office of the General Counsel.  Only the Office of the General Counsel should respond to such a request. If a media outlet requests information, the Office of the General Counsel and the Director of Communications should be notified. No one other than the General Counsel and Director of Communications should provide any information to the media or answer any questions at all related to any part of the search.