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Engaging a Search Firm
Partnering with a Search Firm to Enhance Recruitment
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.
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 highly qualified candidates for specialized or hard-to-fill academic positions. Search firms offer expertise in identifying, recruiting, and evaluating candidates, which may be useful when the university determines that external support is needed to conduct a competitive search.
Under 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.
Requests for the use of a search firm must conform to one (or more) of the following criteria:
- Search for the President of the University;
- 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;
- When the position requires extensive recruiting and networking due to a highly competitive market, as well as to create a diverse candidate pool;
- 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 Finance.
Search Firm Process Overview
Step 1:
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
- Estimated contract amount
- 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.
STEP 3
After Presidential approval:
- Unit initiates the requisition in Cornerstone
- Include all required documents and the final approval email
- Ensure all job postings directs applicants to apply through Cornerstone
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.
Guidelines
Please ensure that all UIC policies and procedures have been followed to secure approval to engage a search firm and open a search through Cornerstone.
At the start of the engagement, units must inform the search firm of UIC’s documentation requirements. The firm must:
- Provide copies of all advertisements used and record all recruitment sources used in outreach
- Provide the evaluation criteria used during screening
- Provide all interview questions used
- Maintain documentation regarding how applicants were identified and advanced
Candidates must apply through UIC’s application system, and all applicants must be dispositioned with appropriate codes before submitting the Appointment Form. The departmental/unit contact person will be responsible for updating Cornerstone applicant status (disposition codes).
Units may contact OAE at oae_eeo@uic.edu with questions about engaging or managing a search firm.