Search Process Checklist

The following checklist briefly summarizes the major steps involved in the academic search process

Search Process Checklist

This checklist summarizes the major steps in the academic search process at the University of Illinois Chicago (UIC). It is intended as a quick reference and should be used in conjunction with the Academic Hiring Manual and applicable campus procedures.

Departments must obtain all required approvals through their hiring manager or designated authority before proceeding at each stage.

1. Develop the Search Committee

(Completed by Hiring Manager or Delegate)

  • Select 3–9 members to serve on the Search Committee.

  • Committee members must have completed required Search Committee Training within the last three years.

  • The Hiring Manager may not serve as a member of the Search Committee.

  • Designate a Search Committee Chair.

  • Charge the committee by reviewing:

    • the position-specific evaluation criteria,

    • the anticipated search timeline, and

    • the University’s Policy on Nondiscrimination and merit-based hiring expectations.

2. Develop the Job Description

(Completed at the department level with College approval)

  • Log in to JDXpert.

  • Select the appropriate job template using the Add Job Wizard.

  • Assign approvers in the workflow.

  • Enter the job description and position-specific information based on the selected template.

  • Submit the job description for approval.

  • HR Compensation will grant final approval, which initiates the feed to Cornerstone.

3. Develop the Requisition and Job Posting

(Completed at the department level with OAE approval)

  • Log in to Cornerstone.

  • Complete the requisition, ensuring:

    • minimum qualifications are accurate, complete, and job-related;

    • Search Committee members are added as Reviewers and Interviewers;

    • the Hiring Manager is not added to the committee roles.

  • Upload required recruitment documentation and external advertisements, including all required university statements.

  • Upload relevant attachments in the Attachments section.

  • Select “User Approver” in the Approvals section and add OAE.

  • Review the Job Ad tab and enter the posting close date for internal and external postings.

External searches must be posted for a minimum of two (2) weeks.
Postings will appear on the career sites after OAE approval. Units are responsible for distributing approved external postings.

4. Evaluate Applicants

(Completed at the department level with College approval)

  • Evaluate applicants using job-related, objective criteria derived from the position description and job posting.

  • Apply the same criteria consistently to all applicants.

  • Update each applicant’s status and disposition code in Cornerstone as the review progresses.

5. Interview Candidates

(Completed by the Search Committee)

  • Begin interviews after the posting period or the “For Fullest Consideration” date has passed.

  • Identify semi-finalists for interview.

  • Evaluate semi-finalists using structured interview questions and established criteria.

  • Submit finalist recommendations to the Hiring Manager.

6. Select a Candidate

(Completed by Hiring Officer or Delegate)

  • Review finalist recommendations from the Search Committee.

  • Conduct reference checks and verify education and professional licensure, as applicable.

  • Interview selected finalists, if required by the unit or college.

  • Collect interview notes and complete rubrics or summaries after each interview round.

7. Complete the Appointment Form

(Completed at the department level with College approval)

  • Log in to FormBuilder and complete the Appointment Form.

  • Select “Hire from Search” as the Type of Appointment.

  • Complete semi-finalist and finalist justification fields, including:

    • name of the selected candidate,

    • proposed start date and salary, and

    • a brief summary describing the selection process and job-related rationale for the hire.

  • Upload required documentation, including:

    • proof of external advertisements (do not upload automatic postings);

    • Good Faith Efforts documentation;

    • evaluation criteria and completed rubrics or summaries;

    • interview questions and summaries for each interview round.

  • Confirm that all applicants have been properly dispositioned in Cornerstone.

Verbal offers may be extended only after appointment form approval, if permitted by college procedures.
A written offer letter may not be issued until the Office for Access and Equity approves the appointment form.

8. Close the Search

(Completed at the department level)

  • Notify unsuccessful candidates that the position has been filled.

  • Retain all search-related documentation for a minimum of three (3) years following the date of hire.

Search Process Checklist [PDF Version]