EEO / AA Recruiting and Hiring

Faculty Search Procedures


Important Reminders

I-9 Forms

Remember, access to Boise State Computer systems requires and Employee ID number which cannot be issued until the employee completes an I-9 form. To prevent delay in gaining computer access when the new employee begins employment, encourage your employee to visit Human Resources and complete the I-9 form prior to his or her start date.

Relocation Expenses

Well in advance of offering moving expenses to a new employee, contact Peggy Davis pdavis@boisestate.edu in Accounts Payable at Ext. 1539 about Boise State University's relocation policies and review the University Moving Policy, BSU 5130-C: http://www.boisestate.edu/policy/index.asp?section=5&policynum=5130.

Faculty Search Process Procedure

In this process, you will have contact with the Affirmative Action office on four separate occasions: Steps 1, 3c, 6, and 8. The Affirmative Action office generally responds to all submitted paperwork within 24 hours.

  1. Approval to fill faculty positions is granted by the Provost's office.  When departments are ready to fill faculty positions, they should complete and submit to the Provost’s Office the Recruitment Order Form.  This form can be found at http://hrs.boisestate.edu/forms/recruitmentorderform.doc.  Forms may be submitted electronically with out original signatures as long as they are accompanied by an email from the approver indicating approval.  These emails will be attached to the document for audit purposes.  *If you are waiving the recruiting process, in addition to the Recruitment Order Form, please complete and submit the Recruitment Waiver Request, which can be found here: http://hrs.boisestate.edu/forms/recruitmentwaiver.doc When approved, the Provost’s Office will send the Recruitment Order Form or both forms via email, campus mail or fax, to the Affirmative Action Office at MS 1265 or fax 426-2056.  The Affirmative Action Office will distribute signed copies to all parties.
  2. Establish Search committee.
  3. Develop Recruitment Plan
    1. After the hiring department has contacted the Affirmative Action office, the AA office will send a document outlining Search process procedures and a Recruitment Plan worksheet to the person directing the hire or the search committee chair as well as the departmental administrative support staff handling the recruiting paperwork. The Search Committee should then discuss recruiting strategies and complete the Recruitment Plan form. You will be notified by the AA office if the position to be filled is in a job group that is underutilized for females and/or minorities. In this event, targeted recruiting of the underutilized group will be required. For ideas on recruitment strategies, see How to Develop a Diverse Applicant Pool. http://hrs.boisestate.edu/eeoaa/diversepool.shtml. For Advertising Strategies see http://hrs.boisestate.edu/eeoaa/adstrat.shtml. Contact the Affirmative Action Office at 426-3648 for further information.
    2. Once the Recruitment Plan form has been completed, the department or search committee should draft the Ad. See How to Write a Position Announcement. http://hrs.boisestate.edu/eeoaa/how2write.shtml.
    3. Once the Recruitment Plan has been approved and the announcement(s) have been drafted, the chair of the search committee will then send a copy of the Recruitment Plan and electronic version of the announcement(s) to the AA Office. Following AA review and approval of the announcement(s) and the Recruitment Plan, AA will send the search committee chair approval to commence recruitment.
  4. Ad Placement. The Recruitment Plan form will outline the responsible parties for placing ads in different locations.  Please ensure you are aware of advertising costs, especially for print ads and have budgeted accordingly, each department will be responsible for advertising costs and budgets.     
  5. Demographic data must be obtained from all applicants and it is important that data cards be sent to applicants immediately upon receipt of their applications as this information is needed to determine if the applicant pool meets Affirmative Action Plan requirements for diversity based on the recruiting area statistics for gender and ethnicity. You may follow one of two methods for obtaining this information:

    1. If you are communicating with your applicants via e-mail, you may send the electronic letter, http://hrs.boisestate.edu/forms/applicantletter.pdf that includes a link to the data cards, which your applicants may then return directly to the Affirmative Action Office electronically. Note: This is the preferred method of sending out the applicant data cards. Either copy the URL shown above into an e-mail to your applicants, or open the document, go to File, Select Send, and choose "Link by e-mail". This will automatically embed the Url in the text section of the e-mail or, if you choose "link by Page" an attachment to an e-mail will be created. Type the following text (completing the title and search # information) into your e-mail:

      "Please follow this link (or read the attached letter) for an important communication from our Affirmative Action Director. In order to complete the information she is requesting, you will need the following information:

      Position Title_________ Search #____________

      Please also use the Search Number in any future correspondence with us regarding this position."


    2. If you do not have an applicant's e-mail address, send out the Blue Applicant Data Card with a copy of the letter from the AA Director, http://hrs.boisestate.edu/forms/dearapplicantletter.pdf. Data cards may be obtained from the EEO/AA office. Before data cards are sent, please fill out the Search # and the Position title on the card.
  6. When you have completed your initial screening of applicants, complete the Application Analysis section of the Search Analysis Workbook http://hrs.boisestate.edu/eeoaa/forms/searchanalysisworkbook.xlsand e-mail it to the AA Office. You will be notified if your applicant pool does not meet Affirmative Action Plan requirements for diversity based on recruiting area gender/minority statistics. Additionally, the AA Office will perform an adverse impact analysis on your screening process to identify if females or minorities are being screened out at a disproportionate rate. When the applicant pool has been certified, and any screening questions addressed, you may continue with the interview process. AA retains a copy of the Application Analysis form.

    7. ** Visas - If you anticipate hiring an individual who will need a visa, please contact Kendra Smith ksmith2@boisestate.edu in University Counsel at 6-4407 before an offer is made.


  7. Conduct Interviews (Please review "Conducting a Lawful Employment Interview")
    1. Document and retain all telephone reference checks to be submitted to the AA Office after the selection/hiring process is complete.
    2. Verify all degrees prior to the extension of any offer. Optional resources: http://www.studentclearinghouse.org and http://www.degreechk.com
  8. Make (or recommend) selection decision
    1. Prior to extending any offer of employment, e-mail to the Affirmative Action Office:
      1. the Finalist Analysis worksheet of the Search Analysis Workbook: http://hrs.boisestate.edu/eeoaa/forms/searchanalysisworkbook.xls (revised June 2006)
      2. a draft of your Selection Statement
    2. Once the Affirmative Action review has taken place, you will need to send an electronic copy of the Selection Statement, the selectee’s Resume/CV, and the selectee’s Letter of Application directly to the Provost at SonaAndrews@boisestate.edu .
    3. Once the Provost’s office has approved your selection, you will receive an email from the Provost, copying your Dean and AA to proceed with the offer process.
  9. Once you have made your offer and it has been accepted, complete an Electronic Employee Action Form (EAF) and forward the following documentation to Affirmative Action (MS 1265) office (Affirmative Action will verify that the Resume/CV and letter of application has been received from the Provost’s Office before approving the EAF):
    1. Proof that requisite degrees have been verified including, by providing a confirmation from the Student Clearing House or DegreeCheck OR an email that you have spoken with the selectee's University Registrar's Office containing the following information:
      1. Name and number of the person you spoke to
      2. Type of terminal degree earned
      3. Name of granting institution
      4. Date conferred
    2. Original Reference Documentation.
  10. Faculty personnel files are maintained in the Provost's Office.  In addition to the Selection Statement, letter of application and CV (see 8b), forward a copy of your offer letter stating the terms of employment to the Provost's Office.

All application materials, including all resumes, must be kept for a period of 3 years.