Creating and initiating the search committee:

• The Library Director determines the chair of a search committee. 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. The Business Services Manager usually serves as a de facto member of search committees.
• The Chair can use the UMBC Mailing List Services site to create an email list for the committee.
• The committee can share relevant documents in umbc.box.com.

 Creating and posting the job description:

• The Chair should work with the Business Services Manager to complete a Hiring Exception Form, if needed.
• The Chair and the Business Services Manager create both a long version  and a short version  of job description/advertisement.
• The Chair and the Business Services Manager update or create position description, as needed.
• The Library Administration office is responsible for submitting all necessary documentation to the UMBC Human Resources Department.
• The Library Administration office 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:

• The Library Administration office 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. The Chair may want to provide a checklist to aid the evaluation process. 
• The Chair will schedule a meeting after the week of application review. Remind committee members to bring their calendars. This meeting should address the following:
  • The Chair should provide an overview of the search process, timeline, and committee responsibilities.
  • 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 any 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.
• The Chair contacts the Library Administration office with a list of names and times/dates of possible phone interviews. The Library Administration office contacts applicants and offers them the interviews and finalizes times and dates.
• The 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, the committee should assign individual questions to be asked by various committee members. The same core questions should be asked of all candidates.
• At the beginning of each phone interview, have committee members introduce themselves. At the end, the Chair should thank the 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 the Library Administration office.

Phone interview follow up:

• 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.

In-person interview preparation:

• For reserved interview days, the Chair books 353G for meetings and interview (through the Library Administration office) and 259 for presentations (through the Reference department).
• Send list of applicants and dates to the Library Administration office.  Also let them know the topic of the presentation and remind them to arrange for dinner. They will contact applicants and make arrangements. The Library Administration office also handles all travel and hotel arrangements.
• Candidates who accept in-person interviews should be contacted by the Chair for general follow up, to get permission to contact their references and to let them know a detailed interview day schedule will be sent shortly.
• Contact references by email or phone. Ask similar reference questions for all candidates. If contacted by phone, it is recommended that two committee members are present for the conversation. Send responses to committee members.
• The Chair prepares interview schedules and sends them to the candidates, search committee, and the Library Administration office. 
• The Chair sends message to the Kuhn list with dates/times of presentations and encouraging attendance.
• The Chair schedules a meeting with the committee to determine in-person interview questions. It is a good idea to do some initial brainstorming using a shared online document before the meeting. During the meeting, finalize questions, order of questions, and who will ask what. 
• Prior to the in-person interviews, determine who will pick up and drop off (from hotel, train station, or airport) out of town candidates. Rides may need to be arranged for the interview and for dinner with the search committee. Candidates are usually asked to take the hotel shuttle to and from the airport, if possible. Talk to the Library Administration office if there are questions about transportation.

In-person interviews:

• Candidate is transported to and from hotel, if necessary (see above).
• 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.
• The Chair sends message to Kuhn list advertising all of the presentation dates and times.

After interviews:

• The Chair sends message to Kuhn list soliciting feedback for the candidate presentations. Compiles feedback and shares with committee.
• The 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.
• The Chair writes a letter of recommendation to the Library Director. 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 the Director, tell him how “hard” to pursue this candidate. In other words, how much we should be willing to negotiate.
• The Director makes phone call to candidate and gives offer/negotiates salary. Chair is often present during these phone calls.
• After applicant has verbally accepted offer, the Library Administration office sends all other applicants a rejection letter, which is signed by the committee chair. The Chair can also call/email those interviewed to touch base.