Job Search Procedure for Managerial and Unclassified (AFT Faculty and AFT Professional Staff) Positions

Procedure Administrator: Chief Human Resources Officer Authority: N.J.S.A. 18A:64-8
Effective Date: October 24, 2019; November 12, 2020; October 7, 2021; October 6, 2022; August 31, 2023; July 18, 2025*
Index Cross-References: Procedure 6200: Managerial Employee Appointments; Policy VI-20: Managerial Employee Appointments
Procedure File Number: 6101
Approved By: Dr. Joe Bertolino, President

I. PURPOSE

Stockton University strives to conduct competitive broad-based internal and external recruitment efforts to attract qualified candidates consistent with the
University’s commitment to Equal Employment Opportunity. Recruitment activity shall be consistent with all Federal, State and local laws, all University policies
and procedures, and any applicable collective negotiations agreements. The New Jersey Law Against Discrimination (N.J.S.A 10:5-1 et. seq) and Stockton’s Policy
VI-28 - Policy Prohibiting Discrimination in the Workplace prohibit employment discrimination and apply to current and prospective employees.

The Office of Human Resources (OHR) has primary oversight of job searches for managerial and unclassified positions (AFT Faculty and AFT Professional Staff).
The OHR collaborates with the Office of Diversity and Inclusion (ODI) and the Search Advocacy Program to enhance the integrity and effectiveness of the search and selection process [and the search procedures for managerial and unclassified (AFT Faculty and AFT Professional Staff) positions.

Managerial employees will be notified at the time of appointment that they are an at-will employee and serve at the pleasure of the President and can be terminated at any time without cause.

This Procedure applies to those involved in the search process, including search firms. The utilization of search firms will follow a similar but modified process.

II. INTERIM APPOINTMENTS AND REASSIGNMENTS

The Board of Trustees delegated to the University President authority to make an interim appointment of managerial employees for a period of up to one year;
provided, however, the interim appointment may be extended by the University President for an additional period up to one year, if necessary to complete a successful search process. The University President’s interim appointment and any extension of such appointment are subject to formal appointment by the Board of Trustees. Appointments for consideration by the Board of Trustees shall include documentation of educational credentials, current résumé/vitae,
professional experience, the recommendation of the hiring manager, and if applicable, the search waiver approved by the Office of Diversity and Inclusion and the Office of Human Resources.

The President or the President’s designee may reassign any managerial employee to perform functions necessary for institutional effectiveness or efficient utilization of managerial staff.

III. JOB SEARCH PROCEDURE DEFINED

This Procedure outlines the steps to identify, review, evaluate, and hire qualified candidates who meet the standards outlined in job descriptions and who embrace the mission, vision, and values of the University.

Searches for Senior Leadership and AFT Faculty positions require Search Committees. Search Committees are optional for Professional AFT and other managerial searches. The overall responsibility of the Search Committee is to review and recommend qualified candidate(s) as finalists for consideration who
meet the needs of the University based on the job requirements.

IV. CREATING THE JOB POSTING

OHR, the Hiring Manager and the Divisional Executive shall determine job related criteria, duties, and responsibilities needed to support managerial and AFT
professional staff positions. AFT faculty position criteria, duties, and responsibilities are determined by the faculty search committee and shared with the Hiring Manager. “Minimum Required” qualifications should accommodate a broad-based search to attract high-quality candidates consistent with the necessary education, experience, skills, knowledge, and abilities to perform the position sought. All job descriptions must include a statement that Stockton University is an Equal Opportunity Employer.

The following factors should be considered:

• What is the job? What are the responsibilities and what role does the position play in the department?
• What knowledge, skills, qualities, experiences, and abilities are most desired for the position?

V. SEARCH PROCESS

1. Submit Forms for Approvals

The Hiring Department must submit the following forms for approval through the Applicant Tracking System (ATS):
• PACT, including draft job description
• Job Card

2. Assemble the Search Committee (if applicable) Membership, roles, and responsibilities of the Search Committee are outlined in Section VI.

3. Advertise for the Position
The OHR is responsible for reviewing the job description. To expedite the search process, vacancies can be searched which are either vacant, or for which an irrevocable resignation has been received. An offer will not be made until the position is vacant, and generally there shall be no overlap of employment, absent demonstrated operational necessity with written approval from the Office of the President. Only one employee can be assigned to a single position. AFT Faculty and Executive Leadership vacancies will be advertised in The Chronicle of Higher Education under a master contract. AFT Professional and non-executive vacancies will be advertised on LinkedIn under a master contract. The Hiring Department is responsible for the cost of additional advertisements that exceed what is provided through OHR. All Search Committee Members, including the Search Advocate, should participate in drafting the final job advertisement
prior to submission to OHR. OHR will provide final approval of the advertisement specific to minimum and preferred qualifications and will include expected salary ranges for each vacancy, respectively.

a. External Postings

Open positions are posted on the University's online Applicant Tracking System, external agencies, and organizations.

b. Internal Postings

The posting of positions internally supports the possible growth, promotion, and professional development opportunities for current employees. In certain circumstances, e.g., when there are one or more qualified internal candidates for an open position and the situation warrants, OHR may recommend the Hiring Manager solicit internal candidates only. Only qualified, eligible internal candidates who apply will be considered for internal open postings. The OHR will not post internal open positions to external job posting sites in this situation.

Successful internal candidates must meet the position’s required qualifications and may move into higher-grade positions. OHR may approve a lateral move if the transfer provides a career development opportunity by enhancing skills and learning about other functions of the University.

i. A candidate for an open position posted internally must be a current, non-student employee of the University. Priority consideration will be given to N.J. benefit eligible employees before temporary, or seasonal employees.

OHR will post internal open positions for a minimum of five business days. Eligible candidates must submit an application and other requested materials by the closing date.

4. Evaluate and Screen Applicants
For each search, the Search Committee must prepare and submit interview questions (for review by ODI) and the evaluation matrix (for review by OHR) which will be submitted to jobsearch@stockton.edu, where they will be reviewed by and approved by ODI and OHR, respectively. Initial screening of candidates against minimum qualifications will be performed by OHR using knock-out questions contained in the application. OHR will not verify information entered by and sworn to by the applicant as part of the application process. All minimally qualified candidates will be forwarded to the Hiring Manager/Search Committee for consideration.

5. Interview Candidates
The Search Committee must prepare the itinerary for candidates and conduct the interview(s). The Search Committee may ask follow-up questions to a candidate to clarify the candidate’s responses to the interview questions, or to follow up about application materials that were submitted. As part of the interview process, finalists may be requested to present on an established topic to the campus community. The Search Guideline for Candidate Presentations outlines the process and is available on the Human Resources Talent Acquisition webpage under “Hiring a Manager, Faculty, or AFT Professional” below “Additional Helpful Links.”

In instances when there is a consensus by the Search Committee of its recommendation after the first interview, the Search Committee is not required to conduct a second interview.

6. Reference Checking
It is an essential part of the selection process to check references. References provide valuable information about a candidate’s performance and assist in making a recommendation. The Applicant Tracking System generates an email to the references provided by each candidate when the candidate has been deemed a finalist in the process. After completing all interviews and prior to making an offer, an applicant’s references shall be checked by the Search Chair or their designee.

7. Select Candidates
The Search Committee recommends the candidate(s) and discusses recommendations with the Hiring Manager, Divisional Executive, and OHR. The Search Committee serves in an advisory capacity to the Hiring Manager. Final decisions related to the search process and the offer of employment to a candidate will be made by the Hiring Manager.

The Hiring Manager and/or Divisional Executive can interview the candidate(s) recommended by the Search Committee. Hiring Managers and/or Divisional
Executives who interview candidates should refer to the guidance on the OHR website.

8. Make an Offer
The Hiring Manager makes a verbal offer to the candidate. Subsequently, the hiring department will send an email confirming acceptance of the offer including salary and start date. OHR then sends the official offer letter through the ATS. All faculty offer letters are sent by the respective school within Academic Affairs through the ATS. All offers are contingent upon submission of all required documentation, including successful completion of the University background check, appropriation and receipt of funds by the State, approval by the Board of Trustees, and if applicable, approval of the appropriate visa for a foreign national under Procedure 6103.

9. Notify Unsuccessful Candidates
Once an offer has been extended and accepted, the OHR notifies unsuccessful candidates via the Applicant Tracking System that their application is no longer being considered.

10. Prepare Nomination File for Board Approval

The Administrative Support Person and/or the Hiring Manager prepares the nomination file for consideration by the Board of Trustees.

11. Unsuccessful Job Search
After the conclusion of the interview process, if no acceptable applicants are identified by the Search Chair for recommendation to the Hiring Manager, the
Search Chair shall work with the Hiring Manager, OHR, and the Search Advocate to determine the next steps from the following options:

• Reconsider the current applicant pool to interview other applicants;
• Re-post and/or re-advertise the opportunity to expand and refresh the applicant pool;
• Conclude the current search and launch a new search;
• Utilize a search firm.

VI. ROLES AND RESPONSIBILITIES INCLUDED IN THE JOB SEARCH PROCESS

For all job searches, the OHR will perform initial screening of candidates and disqualify any candidate who does not meet the minimum qualifications.

For searches that do not involve a Search Committee, it is the Hiring Manager’s responsibility to review the qualified applicants, identify and select the most
qualified applicants to interview and ultimately for hire based on the job description working in partnership with the OHR. Such searches may use an Administrative Support Person to assist with logistics. These searches are intended to be streamlined and typically involve only one round of interviews.

When a Search Committee is used, the members of the Search Committee are determined by the Hiring Manager and approved by the Divisional Executive. The
Hiring Manager is encouraged to solicit potential names from the appropriate Senate(s) as feasible. Search committee members, even if a representative of a
constituency group, should have knowledge of or interaction with the position being searched. It is the overall responsibility of the Search Committee to identify
and recommend to the Hiring Manager finalists for consideration for hire based on the job description and preliminary interviews.

1. Administrative Support Person
Selected by the Search Chair and the Hiring Manager and provides administrative support to both. Administrative support may coordinate interviews, schedules, maintain and collect materials, and work with OHR to move candidates through the process using the ATS.

2. Divisional Executive
Provides guidance to the Hiring Manager, supports the Search Advocate, approves the Position Action request form (PACT), and approves the new hire recommendation.

3. Hiring Manager (e.g., Budget Unit Manager “BUM”, Dean, Director, or Divisional Executive)

Provides the Search Committee with detailed information regarding the position requirements and organizational needs such as the budget, timeline, and other key factors relevant to the search.

4. Office of Human Resources (OHR)

Provides primary oversight of the search process consistent with applicable laws, regulations, and University policies and procedures.

The OHR will work in collaboration with the Hiring Manager and the Divisional Executive to establish wording of minimum and preferred qualifications. The Divisional Executive shall have final authority over the minimum qualifications.

The OHR uses the ATS to manage the search process, and ensures that all applicable Federal and State laws/regulations and University policies and procedures are followed. The OHR also provides the employment start date and creates the appointment document for Faculty, AFT Professional Staff, and Managerial positions.

5. Office of Diversity and Inclusion (ODI)
The ODI oversees the Search Advocate Program as part of the Search Committee process.

6. Search Advocate
Serves as a non-voting subject matter expert to the Search Committee with responsibility and authority over process integrity. The Search Advocate is an observer and must be unbiased and have no conflicts of interest involving the search to which they are assigned.

Search Advocates are trained by the OHR and ODI to ensure process integrity at all stages of the hiring process. The Hiring Manager and/or the Search Chair must contact ODI to secure a Search Advocate when the Search Committee process is initiated. The ODI assigns one Search Advocate per Search Committee. Advocates should be rotated and not serve on multiple searches within one year if possible.

7. Search Chair
Selected by the Hiring Manager and Divisional Executive. Provides leadership to the Search Committee and sets the tone and pace of the search. The Search Chair conducts a search in accordance with the University policies and procedures and serves as a liaison between the Hiring Manager, Search Committee, Administrative Support Person, ODI, OHR, search firms and applicants. The Search Chair must be a full-time Stockton employee and must be familiar with the applicable position. The Search Chair, or Administrative Support Person, as appropriate, shall:

a) Organize the meeting(s) between the Committee and OHR to review relevant federal or state law and University policies and procedures.

b) Update the ATS with all documents created or required by the Search Committee beyond those required as part of the application process.

c) Contact applicants identified for interview.

d) Schedule and facilitate Committee meetings.

e) Schedule candidate interviews with the Committee.

f) Instruct all Search Committee members to complete all required forms and to complete the Interview Evaluation Matrix.

g) Submit to the Hiring Manager a written summary of the qualified applicants as collected from the Committee, including dissenting opinions, if any, and take other reasonable steps to ensure the charge of the Committee is met. OHR will provide the Hiring Manager with the completed Interview Evaluation Matrices from each committee member. Ideally, the list of applicants will contain a minimum of two and a maximum of five individuals.

h) Collect and submit search documentation to OHR. While this may be assigned to the Administrative Support Person, responsibility for submission remains with the Search Chair.

8. Search Committee Members
Review applications and job descriptions, and identify, evaluate, and recommend the successful candidate for employment. Search Committee members shall:

a) Maintain the confidentiality of the Search Committee deliberations and processes (e.g., do not disclose evaluations and rankings of candidates, notify the Search Chair of any breach of confidentiality, protect the privacy of applicants). Nothing herein prevents members of the Search Committee from providing information to persons having specific roles or responsibilities in the specific search process, as defined in this Procedure (i.e., Search Committee members, Search Chair, Hiring Manager, OHR, or ODI).

b) Thoroughly evaluate the applications and supporting documentation of all minimally qualified applicants and identify the best qualified applicants for
interview.

c) Fully participate in all scheduled candidate interviews (except in case of illness, or other related emergency), prepare an evaluation matrix, including interview evaluations for each candidate.

d) Avoid conflicts of interest as referenced in Section IX Conflict of Interest below.

e) Recommend to the Hiring Manager preferably at least two but no more than five qualified applicants, unranked and with a detailed description of the candidates’ strengths and weaknesses for consideration as finalists. The submission of less than two qualified applicants requires approval by OHR. If OHR, after consultation with the impacted Divisional Executive does not agree, the search shall be extended, or, deemed concluded, and may be re-launched.

f) Should take all reasonable and appropriate steps to complete the assigned charge of the Search Committee.

9. In the absence of a Search Committee, the Hiring Manager will assume responsibility for the full search process with active oversight and coordination by OHR to ensure compliance with University hiring procedures. OHR will perform initial screening of candidates and disqualify any candidate deemed not to meet minimum qualifications. In expedited cases, the following components of a traditional search process are permissible but not required, however, Hiring Managers are encouraged to incorporate them when appropriate and feasible:

a) One round of onsite interviews is recommended.

b) The inclusion of a Search Advocate is permissible but not required.

c) A charge meeting is permissible but not required.

d) Use of an interview evaluation matrix is permissible but not required.

e) Hosting an open forum is permissible but not required. Detailed information relating to the search process and Search Committee roles and responsibilities is available on the Human Resources Talent Acquisition webpage.

VII. COLLECTION AND RETENTION OF SEARCH DOCUMENTATION

At the conclusion of the search, all documents and materials supplied to, produced, received, reviewed, considered, or discussed by the Search Committee shall be collected and returned to the Search Chair. The Search Chair must provide all documents, materials, and the records of the deliberations and actions of the
Search Committee to OHR to be maintained in accordance with the University records retention policy and procedure.

VIII. CONFIDENTIALITY STATEMENT

The members of the Search Committee are privy to confidential and privileged personnel information. Search Committee members must maintain the confidentiality of the search throughout and after the search process. All documents and information received, reviewed, or discussed in the search process are confidential and may not be discussed or disclosed, in any form, directly or indirectly, to anyone who is not a member of the Search Committee. At the conclusion of a search, Search Committee members must return all search- related information in their possession to the Search Chair who must return the materials to OHR.

Confidential information includes, but is not limited to, applicant names, applicant materials, screening of applicants, interview questions, the matrix evaluation and rankings (both individual and group), and any other information related to the search and selection process.

A breach of confidentiality may result in termination of the search and disciplinary action against any breaching Search Committee Member in accordance with
University policies and procedures and collective bargaining agreements, as applicable.

IX. CONFLICT OF INTEREST

Stockton University strives to maintain the highest standards of integrity, and it is vital that the public be confident of our commitment to this standard in the search process. Accordingly, any actual or perceived appearance of a conflict must be avoided by Search Committee members. Search Committee members must
immediately notify the Search Chair and the University’s Ethics Liaison Officer of any applicant(s) whom they may know and must affirm whether they can fairly
evaluate the applicant. The Ethics Liaison Officer will decide if there is a prohibited conflict (actual or perceived) and that decision is final and non- appealable.

The Job Search Confidentiality/Conflict of Interest Statement is available on OHR Talent Acquisition webpage.

X. USE OF SEARCH FIRMS

Stockton University may partner with search firms to conduct national searches for key administrative vacancies. The use of a search firm must be pre-approved by the President (or designee), and the use of a search firm to conduct a Presidential search must be approved by the Board of Trustees. The search firm collaborates with multiple stakeholders which may include the Executive Vice President and Chief of Staff, Divisional Executive, Hiring Manager, Search Chair, Search Committee, Search Advocate, the OHR, and if necessary, the ODI. Search firms are expected to conduct searches compliant with the New Jersey Law Against Discrimination and Stockton’s Policy Prohibiting Discrimination in the Workplace. All search firms are strongly encouraged to follow this Procedure to the extent applicable and appropriate. At the request of the Hiring Manager, the search firm may perform preliminary vetting of candidates prior to submitting the candidates to the Search Committee for consideration. The Hiring Department is typically responsible for the cost of the search firm.

XI. JOB SEARCH WAIVER REQUEST FORM

Job Search Waivers are exceptions to the general rule of advertising and searching to fill an open, available position. Under limited circumstances, exemptions
from this Procedure may apply. The Hiring Manager must submit a search waiver request in compliance with all the steps outlined on the OHR website under
“Talent Acquisition” “Hiring a Manager, Faculty, or AFT Professional” – “Search Waivers.”

Review History:

Procedure Administrator 11/05/2024

Divisional Executive 01/03/2025

General Counsel 02/11/2025

Senior Leadership 07/17/2025

President 07/18/2025

*A non-substantive edit was made to this procedure to reinstate previously approved language on August 12, 2025.