Screening forms are work sheets search committee members use when evaluating application materials and when interviewing finalists for a position. They are tools to facilitate the work of the committee to ensure that uniform standards are applied when reviewing application materials and interviewing finalists. They also facilitate discussions when the search committee assesses applicants and prepares its final evaluation of finalists. Usage of the screening forms in a quantitative manner is highly discouraged, i.e., simply adding up the numbers on the rating scales and selecting the applicant/s with the highest (or lowest) total number discounts the value of committee discussions.
Screening forms are to be utilized during the search process for all steps of the evaluative process. Each step must have some type of screening form. General types of screening forms include:
- Application Screening: The criteria used in screening applications must be consistent with the qualifications specified on the Job Posting and in advertisements (see sample Initial Screening Form);
- Interview Screening: This form is used during on-site interviews of finalists for the position (see sample On-Site Interview form). The criteria used during on-site interviews must be consistent with requirements in the position description and qualifications specified on the Job Posting;
- Teaching Presentation: Finalists for teaching positions are required to teach one class appropriate to the discipline in a classroom setting and to make a presentation of their scholarly activities. An appropriate screening form should be developed to assess these activities (see samples for faculty/student evaluations).
All criteria on each screening form are to be job-related and consistent with requirements on the Job Posting and in the position description.
Most selection processes involve several screenings. Subsequent screenings become increasingly qualitative and increasingly difficult. It is important that search committee members guard against stereotypical prejudices that may unconsciously bias their evaluation of an applicant, especially applicants from traditionally underrepresented groups of people.
All completed evaluation forms are to be turned in to Human Resources with all other search materials at the end of the search process. The forms are useful in answering questions about the fairness of the search should questions from unsuccessful applicants arise at a later date. They are also required by the EEOC.
The results of the various screenings should be recorded on the Screening Summary Report form. This helps maintain all information in one location and is submitted at various stages throughout the search process to document the decision-making process throughout the search.