Creating and initiating the search committee:

• The head of the department or unit is typically the chair of a search committee within that department/unit. Once the search committee chair is determined, he or she should send a list of suggested members to the library director. The library director makes final decisions regarding the committee's composition.
• Use the UMBC Mailing List Services site to create a email list for the committee.
• Share relevant documents in umbc.box.com.

 Creating and posting the job description:

• The search committee chair should work with Business Services Manager to complete a Hiring Exception Form, if needed.
• Create a long version EXAMPLE and a short version EXAMPLE of job description/advertisement.
• Update or create position description EXAMPLE, as needed.
• Jill Hunter is responsible for submitting all necessary documentation to the UMBC Human Resources Department.
• Jill Hunter is responsible for posting the job advertisement to the Chronicle of Higher Education, ALA, and Marylib. The Web Services Librarian should post the position to the Library website's employment page.

Receiving resumes and the review process:

• Jill Hunter receives, organizes, and copies resumes for all members of the committee.
• After the closing date and the distribution of resumes, the committee should be given one week to review applications. Chair may want to provide a review sheet to aid in the evaluation process. EXAMPLE
• Chair will schedule a FIRST MEETING after the week of application review. Remind committee members to bring their calendars. This meeting should address the following:
  • Determine a ranked list of applicants to offer a phone interview. There is no set number, but committees often offer phone interviews to five or more candidates. Discuss with the committee one or two back up candidates in case the initial candidates decline the interview.
  • Determine dates/times available for phone interviews. Work with Library Administration to reserve 353G for these times. The length of the phone interview will range depending on the position, number of questions, and candidate. Offering half hour to an hour blocks is generally sufficient.
  • Finalize phone interview questions.
• Chair contacts Jill Hunter with a list of names and times/dates of possible phone interviews. Jill contacts applicants and offers them the interviews and finalizes times and dates.
• Chair should schedule the phone interviews using the UMBC Google calendar and invite committee members. Interview slots can be labeled as "Held" until they are confirmed.

Conducting phone interviews:

• Prior to the phone interviews, committee should assign individual questions to be asked by various committee members. The same core questions should be asked of all candidates. EXAMPLE
• At the beginning of each phone interview, have committee members introduce themselves. At the end, chair should thank candidate and give them a way to follow up with the committee (by email, phone, etc). If possible let the applicant know of the time line of the search (such as when the last phone interview is scheduled).
• Encourage committee members to take notes on the interview and to record any thoughts they have on the candidates.
• Schedule extra time for the last phone interview. During this time, the committee determines ranked list of applicants to bring in and possible dates for interview. The director, 353G, and 259 (if presentation required) must be available for those dates - work with Linda Durkos.
• There is no set number, but committees often offer in-person interviews to three candidates. The committee should try to determine one to two back up candidates in case any of the initial candidates decline the interview.

Phone interview follow up and scheduling in-person interviews:

• Candidates selected following the phone interviews should be contacted by the chair to get permission to contact their references.
• Chair books 353G (for meetings and interview) and 259 (for presentation) for reserved interview days.
• Contact references by email or phone. Ask similar questions for all candidates. If contacted by phone, it is recommended that two committee members are present for the conversation.
• Send list of applicants and dates to Admin (Jill).  Let Jill know the topic of the presentation and remind her to arrange for dinner. Jill will contact applicants and make arrangements. Library Administration handles all travel and hotel arrangements.
• Chair sends personal email to selected applicants (after Jill contacts them), with little details (about airport, etc) and promises to send schedule of interview day.
• Chair prepares interview schedules. EXAMPLE
• Chair sends message to kuhn list advertising presentations.  Later sends message soliciting feedback.  Compiles feedback and share with committee.
• Full day interview includes dinner (usually the evening before) and lunch that day. Dinner reimbursement includes applicant and two committee members. Lunch reimbursement includes applicant only. An itemized receipt is required for full reimbursement.
• Paperwork set to Admin to archive of all committee members (or at least chair): coversheet, notes from phone interview, notes from personal interview, feedback from presentation.
• Chair schedules meeting with committee to select candidate and rank others.  Committee determines order and why they were not selected, and if anyone is an acceptable 2^nd choice.
• Chair gets references for selected applicant (usually only first choice) after interviews.  Send request in email, send responses to committee members.
• Chair writes letter of recommendation for Larry.  Must clarify order of applicants, why those not chosen were not chosen, and if 2^nd choice is worth pursuing.  Wording is very important.   Every committee member must initial.  If decision is not unanimous, state “majority of committee members decided on X.”
• When delivering letter to Larry, tell him how “hard” to pursue this candidate.  In other words, how much we should be willing to negotiate.
• Larry makes phone call to candidate and gives offer/negotiates salary.
• After applicant has verbally accepted offer, Jill sends all other applicants a rejection letter.  Chair can also call/email those interviewed to touch base.