Human Resources

1. Initiate Search Process | 2. Plan & Develop Search | 3. Receive & Screen Materials | 4. Interview Applicants
5. Select Candidate | 6. Submit Hiring Document | Search Process & Forms

Step One: Initiate the Search Process (Hiring Administrator)

A. Complete a "Request to Fill (Administrative Position)" or "Request to Fill (Faculty Position)" form

To initiate the search process, the Request to Fill an Academic or Administrative Position form hereafter referred to as “Request to Fill” must be completed and approved by Human Resources, the Budget Office, and the appropriate Vice President through the Interview Exchange System. There are three types of searches: external, internal and waived. All searches for faculty and administrative vacancies should be conducted using an external search process. Requests for exception to an external search process must be made on the Request to Fill and submitted, along with written justification and relevant documentation, for approval. Internal searches are not exempt from the University’s recruitment and hiring procedures outlined in this manual.

In the event there is a need to advertise a vacancy before the Request to Fill form has been completed, an Advertising Contingency Approval Form may be submitted. Contact Human Resources at (309) 298-1971.

For new administrative positions, (even if using an existing title) the position must be reviewed by Human Resources to determine whether exempt from civil service.

B. Develop Position Description

Develop/update the position description for all vacancies (attach to the electronic Request to Fill form and submit for approval). Position descriptions should include the following information:

  • Department Name and Western Illinois University
  • Purpose: Overall objective and the primary function(s) of the position.
  • Reporting Relationship: Indicate the title of the position to which the vacant position reports.
  • Responsibilities: Include a clear articulation of the essential and marginal functions of the position in order to comply with the Americans with Disabilities Act (ADA). Essential functions that define the role of faculty positions are understood to be teaching/ performance of primary duties, research and service. Position descriptions must not list the manner in which these functions are to be performed.(For example: essential functions of a faculty position include providing instruction and evaluating student performance, not typing handouts and reading essay exams.) Include special requirements such as travel to WIU-QC or other extension sites, evening and weekend hours, use of technology or lab equipment and other characteristics of the job that define its function. Position descriptions may also mention a variety of other possible limiting conditions that could require accommodation, such as the nature of teaching duties (i.e. class size) and service or research projects with specific requirements.
  • Qualifications: Include the minimum required education and experience necessary to perform the essential functions of the position that match minimum departmental tenure standards according to UPI agreements. A secondary list of preferred qualifications should be sufficiently detailed to permit the individual evaluation and screening of applicants, yet general enough to ensure an adequate applicant pool that includes diverse representation. Requests for teaching evaluations may be listed as one of the application requirements. Criterion that excludes on the basis of a specified number of years of experience should be avoided, except in cases of external certification requirements.

C. Develop and Upload Position Announcement

The position announcement must be developed and approved by Human Resources prior to advertising the vacancy. The announcement must include a clear statement of the non-discriminatory, job-related criteria to be used in identifying qualified candidates. The template for announcements can be found on the Interview Exchange System.

Position announcements should include the following information:

  • Title of position
  • Effective date of appointment
  • A statement of duties and responsibilities, including a description of the expected teaching areas, research, service or administrative activities to be performed. Include travel, schedule or other factors that may apply.
  • Rank and tenure-track or temporary status, and salary (optional)
  • Qualifications (required and preferred) for applicants, stating degree requirement or preference, and teaching, research, professional or administrative experience necessary to qualify.
  • Requirements for application (materials to be submitted)
  • Name and address of contact person
  • Screening start date  
  • Statement of security sensitive positions (if applicable)
  • AA/EO statement*

*All position announcements should include the following statement:

Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including, but not limited to, minorities, women and individuals with disabilities. WIU has a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity, gender expression, religion, age, marital status, national origin, disability, genetic information and veteran status.

D. Appoint Search and Screening Committee

Elect or appoint search and screening committee members in accordance with established procedures. The committee should, to the maximum extent possible, consist of diverse membership. Once the committee is formed, and a Chair is selected, submit the names of all members to the Office of Human Resources.