Search and Recruitment Resources

You can repost or extend a search by updating the requisition in Cornerstone and notifying OAE to do, please follow the steps below:

1. Scroll to the bottom of the requisition, navigate to the Requisition Status drop-down menu. Select the “Open” option, then proceed by clicking the “Next” button. This action will direct you to the “Create & Manage Requisitions” page, where the requisition will be in “edit” mode.
2. Click on the Job title to open the requisition and proceed with making necessary edits for resubmission.
3. Upload/attach the following documents:
   1. A concise justification explaining the necessity for the extension.
   2. An updated recruitment plan and external job posting, if applicable.
4. Update the approver section by removing the current name and adding OAE as user 1.
5. On both the External and Internal job ad pages, ensure to include the following phrase at the top: “Search Extended until XXX DATE.”
6. Update the position close date on the Submit and Manage Postings page with the new date for both external and internal job boards.

An appointment change refers to modifying an existing appointment. Appointment changes such as a title change, or promotion may be granted without completing the search procedures.

A search waiver allows hiring without a formal search under specific conditions.

Search waivers should be requested when appointing individuals who are not currently employed (external) with the University. Appointment changes should be requested when changing the appointment of a current employee (internal).

All requests must now demonstrate merit-based justification.

Approval from the Dean or Academic Search Coordinator is required for faculty positions. Please forward the email approval from the Dean, Academic Search Coordinator, or other designated college representative to OAE at oae_eeo@uic.edu. We will then update JDX/Cornerstone with the new salary amount accordingly.

For AP positions, please contact HR Compensation at comp@uillinois.edu and request the approved salary. Once the department has received approval from HR Compensation, please email OAE at oae_eeo@uic.edu, and we will add the salary amount to Cornerstone.

The Faculty Search Committee Training link can be accessed here. The name of the course should read “Search Committee Training: Strategies for Combating Implicit Bias”.

OAE Office Hours occur weekly on Wednesdays from 11:00am to 12:00pm. You can register here.

While OAE must be notified of all conflicts, conflict management plans do not require approval and can be managed at the department or college level. The supervisor can either recuse him/herself from reviewing and interviewing the candidates or the search process altogether.

For Faculty positions, forward the email approval from the Dean, Academic Search Coordinator, or other designated college representative approving the vacancy request (increase/decrease) to OAE, and we will update Cornerstone accordingly.

For Administrative Professional positions, contact HR Compensation at comp@uillinois.edu and request the increase or decrease in FTE/job vacancy. Once the department has received the email approval from HR Compensation, please forward the email OAE at oae_eeo@uic.edu, and we will add the salary amount to Cornerstone.

According to the Search Manual, equity in the interview process is of the utmost importance. If in-person interviews are conducted, then each candidate must interview in person. Any exceptions (qualified candidate is out of the country or reasonable accommodation cannot be met) must be noted.

For technical assistance with the appointment form, please contact Victor Perez at vicperez@uillinois.edu.

According to the Academic Hiring Manual, departments need approval from OAE before posting on the UIC job board. If OAE discovers a post without approval, it will be taken down, and the department must get approval before trying again. Here’s how to submit for approval properly: [link to instructions]

When you access your requisition, go to the bottom and change the status to “Open” or “Draft,” then click “Save” or “Submit.” You’ll return to the Requisitions page in edit mode. Click the job title, make edits, and resubmit for approval.

Make a small change to the description box to trigger re-approval. If your status doesn’t change, repeat the steps, making changes in multiple areas since you posted without approval.

Remember:

• The hiring manager, reviewers, and interviewers must complete faculty search committee training.
• Attach the draft external advertisement with the EEO Statement or the full summary.
• Increase outreach efforts (Good Faith Efforts) which will be considered during the Appointment Form submission.
• Add “OAE, Approval” in the Approver Section.
• Manually add the position close date on the Job Ad tab, allowing at least two weeks excluding OAE review time.
• On the Submit and Manage Postings tab, add one day to the official close date, adjusting for at least two weeks excluding OAE review time.

When submitting a request to close a search, you will need to send an email to OAE at oae_eeo@uic.edu. Be sure to include the requisition number and the reason for closing. OAE will review your request and process accordingly.

When submitting an appointment form to OAE for review and approval, several documents are required. Any omissions will result in the appointment form being returned.

Please include the following:

• Search summary – This document provides justification for hiring the selected candidate and proposed salary; it also includes reasoning for not selecting those that did not advance in the search.
• Copies of the Job Ads – Copies of the job ads while the posting is active need to be submitted. The job ads should have the date the job was posted, job title, full job description, including the EEO statement and closing date.
• Good Faith Efforts – This is a spreadsheet template. Each column needs to be completed. Most importantly, are the dates when contacts were made, who you contacted, which target groups were you trying to reach (women, minorities, individuals with disabilities, Veterans, etc.), and by what means you made contact (phone, in-person, email, conference/event).
• Applicant Screening and Criteria – A sample template is provided on the OAE website. Applicants must meet minimum qualifications to be invited to an interview. This should include education, years of experience, licensing/credentialing and any other relevant areas of expertise.
• Interview Questions and Criteria – A sample template is provided on the OAE website. The Search Committee will provide interview questions for each round of interviews conducted. The criteria provided can be a rubric or type of scoring system used to evaluate the candidates. This must be completed for each candidate and all interviews conducted for the search.
• Applicant Statuses and Dispositions – While this is not a document to be submitted, it is often overlooked. Doublecheck and make sure that all applicants are closed and dispositioned in Cornerstone. Any pertinent and relevant information related to the search can be added here.

Per EO 14173, job ads must focus on qualifications, experience, and merit. Language that prioritizes race, sex, or other protected categories is prohibited unless required by federal law (i.e., ADA compliance).