Search Reports

• Amendment to the selection plan, if changes: At this stage in the recruitment, it is important to document any changes to the selection plan, if there were any. Changes can be made at the discretion of the department, however, there are stipulations. These stipulations are that all changes:
  • Must be documented
  • Applied to all considered applicants
  • Consistent for the remainder of the search
  • Relevant to the position
    • To make this amendment, departments must add an addendum to the selection plan and not remove items from this area. See an example in the photo below.

• Additional Outreach: If OARS or any of the report approvers has asked for additional outreach to be conducted at the Shortlist Report, the additional outreach must be documented. This means:
  • Adding the list of the additional outreach to the actual search efforts list
  • Uploading the tearsheets
  • Not completing the additional outreach when it has been requested will delay the approval of the Search Report.
• Updating Applicant Status – As the Search Report reflects more de-selected and selected candidates who went further along in the selection process, there are more requirements for dispositioning.
• • For additional guidance on how to disposition candidates, click HERE 
    • Applicant status at the Search Report breakdown:
      • Complete – applicant has the required documentation and has met the basic qualifications, but is not moving forward in the process. This candidate will need a disposition reason based on the selection criteria.
        • Tip: Use as many disposition reasons as apply. Too many applicants with the same disposition reason is a red flag to an auditor and it appears that the applicants were not evaluated properly.
      • Serious Consideration – applicant has the required documentation, has met the basic qualifications, but is no longer moving forward. Applicant will need a disposition reason and brief comment as to why they are not moving onto interview based on the selection criteria.
        • Tip: If still under consideration, departments will need to state that the applicant is still under consideration.
      • Interviewed – applicant has been interviewed, but who are not going to be proposed. Applicant will need a disposition reason and comment on why they are not hired using the selection criteria.
        • Tip: As these candidates have moved further in the selection process, these de-selection statements need to be longer and more detailed than the serious consideration candidates.
        • Tip: If still under consideration, departments will need to have a disposition comment on why the candidate is still under consideration.
      • Proposed – applicant is recommended for the appointment. This candidate will not need a disposition reason, but will need a selection statement based on the selection criteria.
      • Withdrawn – applicant has withdrawn themselves from consideration. Analyst will need to upload withdrawal documentation (notification from the applicant that they are withdrawing) to the Documentation tab of the recruitment. 
    • For quick reference, please see the Search Report Candidate Matrix below:

•  For more information on selection and deselection statements, click here.
• Enter Proposed Offer Information: Once an applicant status changes to proposed, there is a place to enter the proposed offer information. Proposed offer information contains:
  • Title and department are pre-populated by what was entered at the Search Plan stage
  • Appointment start date
  • Appointment percentage
    • Recruit also supports multiple entries for appointments and start dates if there is a split appointment.
  • Below is an example of a proposed offer information entered correctly.

As the Search Report is now the only report needed for the abbreviated searches opened after November 1, 2021, OARS will be monitoring the outreach and availability data typically done at the Shortlist in addition to all other criteria listed below. To review what is required at the shortlist report, please click here.

• Amendment to the selection plan, if changes: At this stage in the recruitment, it is important to document any changes to the selection plan, if there were any. Changes can be made at the discretion of the department, however, there are stipulations. These stipulations are that all changes:
  • Must be documented
  • Applied to all considered applicants
  • Consistent for the remainder of the search
  • Relevant to the position
    • To make this amendment, departments must add an addendum to the selection plan and not remove items from this area. See an example in the photo below.

• Additional Outreach: If OARS or any of the report approvers has asked for additional outreach to be conducted at the Shortlist Report, the additional outreach must be documented. This means:
  • Adding the list of the additional outreach to the actual search efforts list
  • Uploading the tearsheets
  • Not completing the additional outreach when it has been requested will delay the approval of the Search Report.
• Updating Applicant Status – As the Search Report reflects more de-selected and selected candidates who went further along in the selection process, there are more requirements for dispositioning. 
  • Abbreviated searches often cover multiple positions in one recruitment, so the definitions of the applicant status are slightly different than the full recruitment process. With the updated definition of candidate statuses, the seriously considered pool should be a healthy size, grow during the course of the recruitment, and potentially increase the diversity of available candidates still under consideration.
  • For additional guidance on how to disposition candidates, click HERE
  • Applicant status at the Search Report breakdown:
    • Complete – applicant has the required documentation and has met the basic qualifications, but is not strong enough for any of the positions covered in the recruitment. This candidate will need a disposition reasonbased on the selection criteria.
      • Tip: Use as many disposition reasons as apply. Too many applicants with the same disposition reason is a red flag to an auditor and it appears that the applicants were not evaluated properly.
    • Serious Consideration – applicant has the required documentation, has met the basic qualifications and is considered for future open positions. Applicant will need a disposition reason and brief comment as to why they are not moving onto interview based on the selection criteria.
    • Interviewed – applicant has been interviewed (for recruitments doing interviews), but not going to be proposed for the current position recruited. Applicant can still be considered for further open positions. Applicant will need a disposition reason and comment on why they are not hired using the selection criteria.
      • Tip: As these candidates have moved further in the selection process, these de-selection statements need to be longer and more detailed than the serious consideration candidates.
      • Tip: If still under consideration, departments will need to have a disposition comment on why the candidate is still under consideration.
    • Proposed – applicant is recommended for the appointment. This candidate will not need a disposition reason, but will need a selection statement based on the selection criteria.
    • Withdrawn – applicant has withdrawn themselves from consideration. Analyst will need to upload withdrawal documentation (notification from the applicant that they are withdrawing) to the Documentation tab of the recruitment. 
  • For quick reference, please see the Search Report Candidate Matrix below:

• For more information on selection and deselection statements, click here.
  
  • Enter Proposed Offer Information: Once an applicant status changes to proposed, there is a place to enter the proposed offer information. Proposed offer information contains:
    • Title and department are pre-populated by what was entered at the Search Plan stage
    • Appointment start date
    • Appointment percentage
      • Recruit also supports multiple entries for appointments and start dates if there is a split appointment.
    • Below is an example of a proposed offer information entered correctly.
  

• Amendment to the selection plan, if changes: At this stage in the recruitment, it is important to document any changes to the selection plan, if there were any. Changes can be made at the discretion of the department, however, there are stipulations. These stipulations are that all changes:
  • Must be documented
  • Applied to all considered applicants
  • Consistent for the remainder of the search
  • Relevant to the position
    • To make this amendment, departments must add an addendum to the selection plan and not remove items from this area. See an example in the photo below.

• Additional Outreach: If OARS or any of the report approvers has asked for additional outreach to be conducted at the Shortlist Report, the additional outreach must be documented. This means:
  • Adding the list of the additional outreach to the actual search efforts list
  • Uploading the tearsheets
  • Not completing the additional outreach when it has been requested will delay the approval of the Search Report.
• Updating Applicant Status – As the Search Report reflects more de-selected and selected candidates who went further along in the selection process, there are more requirements for dispositioning.
• For additional guidance on how to disposition candidates, click HERE 
  • Applicant status at the Search Report breakdown:
    • Complete – applicant has the required documentation and has met the basic qualifications, but is not moving forward in the process. This candidate will need a disposition reason.
      • Tip: Use as many disposition reasons as apply. Too many applicants with the same disposition reason is a red flag to an auditor and it appears that the applicants were not evaluated properly.
    • Serious Consideration – applicant has the required documentation, has met the basic qualifications, but is no longer moving forward. Applicant will need a disposition reason and brief comment as to why they are not moving onto interview based on the selection criteria. 
      • Tip: If still under consideration, departments will need to state that the applicant is still under consideration.
    • Interviewed – applicant has been interviewed, but who are not going to be proposed. Applicant will need a disposition reason and comment on why they are not hired using the selection criteria.
      • Tip: As these candidates have moved further in the selection process, these de-selection statements need to be longer and more detailed than the serious consideration candidates.
      • Tip: If still under consideration, departments will need to have a disposition comment on why the candidate is still under consideration.
    • Proposed – applicant is recommended for the appointment. This candidate will not need a disposition reason, but will need a selection statement based on the selection criteria.
    • Withdrawn – applicant has withdrawn themselves from consideration. Please see Withdrawn Applicants for documentation requirements.
  • For quick reference, please see the Search Report Candidate Matrix below:
•  

•  For more information on selection and deselection statements, click here.
• Enter Proposed Offer Information: Once an applicant status changes to proposed, there is a place to enter the proposed offer information. Proposed offer information contains:
  • Title and department are pre-populated by what was entered at the Search Plan stage
  • Appointment start date
  • Appointment percentage
    • Crosslisted departments can also be entered at the proposed offer information.
  • Below is an example of a proposed offer information entered correctly.

• Disposition Reasons – The disposition reasons page identifies if there are any missing disposition reasons within a review window. Analyst should double check this page prior to submitting any report.
• For additional guidance on how to disposition candidates, click HERE

• Submission for approval – The department analyst generates the Search Report, changes the name to the last name of the candidate(s) getting hired, and submits it for approval before any applicants are invited to an interview.
  • The approval workflow will be the same as the Search Plan.
  • Once the dean approves, the department can proceed to make an offer.