Engaging a Search Firm

Partnering with a Search Firm to Enhance Recruitment

Engaging a search firm can be a powerful strategy in attracting highly qualified candidates for specialized or hard-to-fill academic positions. At the University of Illinois Chicago (UIC), we recognize the value of search firms in expanding our recruitment reach, especially when seeking candidates from underrepresented backgrounds. Search firms offer expertise in identifying, recruiting, and evaluating candidates who align with our mission of fostering a diverse, equitable, and inclusive workforce.

Before engaging a search firm, it’s essential to understand the process, UIC’s expectations, and the firm’s role in compliance with diversity hiring initiatives, including Good Faith Efforts and Executive Order 11246. This page provides guidance on selecting and working with a search firm to ensure a collaborative and efficient process that meets UIC's hiring standards.

For more detailed information on this process and the roles and responsibilities of search firms, please review the steps and best practices outlined below.

Criteria for the Use of Search Firms Heading link

In accordance with Illinois law, 110 ILCS 305/80, the use of search firms is prohibited except in the case of a Presidential search or where the President and Board of Trustees can demonstrate a justifiable need for guidance from an individual or firm with specific expertise in the field of the hiring.

Beginning July 1, 2013, requests for the use of a search firm must conform to one (or more) of the following criteria:

  1. Search for the President of the University;
  2. When the position is at a level of seniority that requires strict confidentiality in the initial stages and a level of interaction with potential candidates is required that current staff cannot appropriately provide;
  3. When the position requires extensive recruiting and networking due to a highly competitive market, as well as to create a diverse candidate pool;
  4. When the potential candidates are in a specialized function outside traditional areas of higher education.

 

This policy is in addition to the purchasing requirements set forth by the Office of Business and Financial Services.

Step 1:

All requests must be in writing and include the following information:

  • Name of the College and Department or Administrative Unit conducting the search
  • Title of the position to be filled
  • Name of the search firm requested
  • Letter identifying cost and justification including criteria set forth above

Step 2:

Requests must be routed as follows:

  • Unit submits request to relevant Vice Chancellor for approval
  • Relevant Vice Chancellor shall email approval and all items defined in Item 1 to the Chancellor for review and approval
  • Following Chancellor approval, the request will be forwarded to the President for final review and approval
  • Following the President’s review, the Chancellor’s office will communicate the final decision to the requesting unit. Final approval must be included in the submission of the search request documents to the Office for Access and Equity and must also include the anticipated dollar amount of the contract for tracking purposes.

NOTE: Search firms may only be engaged following final written approval from the President as is required by law.

Optimizing Recruitment: Engaging Search Firms Heading link

Engaging search firms can be critical in specific hiring scenarios within departments, colleges, or units. Justification for using a search firm may include:

  • Competitive and Diverse Recruitment Needs:
    • The position demands extensive recruiting efforts due to its highly competitive nature.
    • A diverse candidate pool is needed, requiring a strategic outreach approach.
  • Specialized Roles Outside Traditional Higher Education:
    • Candidates possess specialized skills or functions outside traditional higher education fields, requiring niche expertise to identify suitable candidates.

Step 1: Approval Requirements

  • Obtain approval from the relevant department, college, or unit before engaging a search firm.
  • Submit a formal request in writing, including:
    • The name of the college, department, or unit conducting the search.
    • The title of the position to be filled.
    • The name of the search firm requested.
    • A detailed justification letter outlining associated costs and alignment with the criteria listed above.

Step 2: Routing and Approval Workflow

  • Route the request to the relevant Vice Chancellor for initial review and approval.
  • Following the Vice Chancellor’s approval, forward all documentation, including the approval email, to the Chancellor for further review and endorsement.
  • After the Chancellor’s approval, submit the request to the President for final review and approval.

Step 3: Documentation Submission

  • Upload all documentation into Cornerstone to proceed with the search process. The position will be posted on the university job board as part of the recruitment efforts.

Step 4: Post-Selection Procedures

  • Upon candidate selection, complete the following steps:
    • Finalize the appointment form with all required documents, including:
      • Justification for the hire
      • Copies of advertisements used
      • Documentation of Good Faith Efforts in the recruitment process
      • Criteria used for applicant screening and evaluation
      • Interview questions utilized during the selection process
    • Ensure the candidate is moved to finalist status in Cornerstone before completing the appointment.

Resources Heading link

A successful search aims to recruit the most qualified and diverse applicant pool available to select the best candidate to become a member of the UIC community. These guides have been created as a resource to assist departments and search firms when it is determined that the services of a search firm will be needed.

1. Make sure that all UIC policies and procedures have been followed to secure approval to engage a search firm and open a search through Cornerstone.
2. Ensure that the search firm adheres to the university’s guidelines for recruitment and hiring, as well as its commitment to affirmative action and equity opportunity in its recruitment and hiring process.
a. The university’s EEO Statement must appear on all print and electronic advertisements.
b. Effort should be made to ensure that a diverse and inclusive candidate pool is identified for the position.
i. Good Faith Efforts are a requirement of the UIC Affirmative Action program and must be in addition to advertising. These efforts should be documented and must be provided at the conclusion of the search.
c. Advertisement placements should appear in publications and resources that will target a diverse, inclusive, and underrepresented applicant pool. Postings must be active for a minimum of 14 days, and a maximum of 90 days. Postings may be renewed, but no more than 12 months total.
d. The Cornerstone Requisition and advertisements must be approved by the Office for Access and Equity (OAE) before the search commences.
3. The appropriate designee or departmental/unit contact person will be responsible for originating the position requisition in Cornerstone; which allows for applicant status (disposition codes) updates and interview recommendations.
a. Search Committee members should also be added to the requisition, which allows them to review and evaluate candidates in Cornerstone.
b. Search Committee Resources: https://oae.uic.edu/ah/academic-hiring-process/search-resources/#search-committee-resources
c. Open the requisition in Cornerstone; including routing the job ads for review and approval by OAE; ensuring that it includes the required university language and meets all university standards.
4. No recruitment advertisement should be placed by the search firm on behalf of a department, before the advertisement has been fully approved according to UIC procedures and guidelines, which includes review and approval from OAE.
a. If the search firm is responsible for drafting or writing the position announcement and/or job description, the hiring department must make sure that the advertisement includes all required university elements and meets university standards. Advertisement guidelines and requirements can be found here.
5. The hiring department must communicate with the search firm that applicants must apply through Cornerstone. Although the search firm may do the leg work of finding candidates for the position, the search firm should ask candidates to apply directly in the university’s electronic system.
a. To help facilitate this process, the search firm representative(s) is given “guest user” access to Cornerstone for the specific requisition/recruitment only:
i. Which allows the search firm representative to review and manage applicants as they apply.
ii. The Search Firm provides candidates with a direct link to the position posting at the UIC Job Board for easier application.
b. Additionally, when the search firm is given “guest access” to Cornerstone, it allows the search firm to:
i. Ensure that the applicant list is complete,
ii. Manage the status of each applicant,
iii. Report all efforts of recruitment activity, and
iv. Report the process used to determine who would be interviewed.
c. Departments can establish a “How did you hear about this employment opportunity?” using the tracking tool within Cornerstone that will allow for tracking of candidates from the search firm.
6. In some instances, the search firm will post the position on their company Web site. The hiring department should work with the search firm to make sure that the advertisement meets university guidelines and requirements.
7. Representatives from the executive search firm can be given guest or temporary access to a requisition in Cornerstone for the purpose of viewing and managing applicants. Please contact OAE or the UIC Helpdesk additional guidance.
8. The search firm should work with the search committee and department to develop clear screening and evaluation criteria throughout the entire search process. This documentation is required at the completion of the search process.
9. The interview process should be standardized and include questions relevant to the position. Please refrain from asking prohibited questions. The interview process must be documented and provided at the conclusion of the search. For details on developing an interview rating sheet with clear and concise measurements, see here.
10. The Appointment Form must be approved by OAE before a formal written offer of employment can be extended to the finalist candidate.
a. The hiring department must ensure that all recruitment/search records have been collected from the search firm and search committee and that all candidates have been managed/closed out properly in Cornerstone;
b. Ensure that all documentation provides rationale for search committee decisions and recommendations.