3065 - Equal Employment Opportunity in Recruitment and Hiring
Owner:
- Position: Employment Equity and Compliance Director
- Email: eo_aareview@uidaho.edu
Last updated: August 01, 2025
CONTENTS:
- A. Purpose
- B. Scope
- C. Definitions
- D. Policy
- E. Procedure
- F. Contact information
- G. Related policies
A. Purpose. This policy summarizes how to apply equal employment opportunity (“EEO”) requirements in University recruitment and hiring processes.
B. Scope. This policy applies to faculty, classified and exempt staff positions at the University of Idaho. Some types of temporary staff, student and faculty positions may be appointed without an open competitive recruitment and hiring process. In these cases, a good faith effort to follow and document a fair and equitable hiring process should be made.
B-1. Hire of non-U.S. residents. The hiring of non-U.S. residents is subject to specific federal statutes. Questions regarding necessary visas or immigration filing should be addressed by the Office of International Programs.
B-2. Temporary positions. With the exception of students applying for the work-study program, post-docs or teaching/research assistants, anyone seeking U of I employment should be directed to the Human Resources website: https://www.uidaho.edu/human-resources/careers to view all available openings. The academic units make teaching and research assistants and post-doc appointments.
C. Definitions.
C-1. Affirmative action. University’s proactive employment efforts to recruit and advance individuals with disabilities or protected veterans, as required by federal contractors.
C-2. Equal employment opportunity. The University’s obligation as a federal contractor to ensure a fair and equitable opportunity to apply for and be selected for jobs, and ensure employees are treated fairly during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability or status as a protected veteran. This obligation applies to all terms and conditions and privileges of employment including hiring, promotion, and termination.
C-3. Disability. The condition of a person who (a) has a physical or mental impairment that substantially limits one or more major life activities, (b) has a record of such an impairment, or (c) is regarded as having such an impairment. Federal law may further modify this definition.
C-4. Protected veteran. A veteran is a “protected veteran” under the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA), as amended, if they fall into one or more of the following categories: disabled veteran, recently separated veteran, active-duty wartime or campaign badge veteran, or Armed Forces service medal veteran. Federal law may further modify these definitions.
C-5. Hiring authority: The departmental administrator responsible for and directly involved in the recruitment and hiring process. They may appoint a search committee chair and committee members and delegate the responsibility to conduct the recruitment and hiring process. Hiring authorities have the responsibility to make a final hiring decision in accordance with federal and state law and University policies and procedures to ensure a fair and equitable recruitment and hiring process. A Hiring Authority may also be a Hiring Manager.
C-6. Hiring manager: The immediate supervisor or manager of a position. Hiring managers identify the staffing requirements within their teams, obtain recruitment approvals (if needed), write or update job descriptions and may participate in the recruitment and hiring process. A Hiring Manager may also be a Hiring Authority.
C-7. Equal Opportunity Representatives. Each college or administrative area has a designated Equal Opportunity Representative (EO Rep). The EO Rep is appointed by the senior administrator and receives regular training from the Office of Equal Opportunity and Compliance. The EO Rep provides knowledge and expertise to explain equal employment opportunity and affirmative action obligations to hiring authorities, hiring managers, and search committees within their assigned college or administrative area. EO Reps may assist hiring authorities, hiring managers and search committees with developing required recruitment and hiring documentation and may consult with the Office of Equal Opportunity and Compliance as issues arise during the recruitment and hiring process.
C-8. Search committee. A role defined by a hiring authority, with the primary responsibility to ensure a fair and equitable recruitment and hiring process. Search committees should consist of at least three people. It is not necessary that all committee members be from within the same unit, but it is important that the search committee be as diverse and inclusive as possible. The hiring authority will designate one search committee member as the search committee chair.
C-9. Search coordinator. An individual that handles the administrative and logistical aspects of a recruitment and hiring process.
C-10. Applicant or Candidate. An applicant is an individual who has applied for a specific position for employment with the University. An applicant becomes a candidate if they meet the required qualifications for the position, are considered by the University for the position, and does not voluntarily remove themselves from consideration for the position.
C-11. Open competitive recruitment and hiring process. An open competitive recruitment and hiring process is open to all applicants and is publicly advertised for a minimum of three days or longer, depending on the type of employee. Refer to the Office of Equal Opportunity and Compliance for more information.
C-12. Forms. Forms related to equal opportunity in the recruitment and hiring process are available electronically from the Office of Equal Opportunity and Compliance.
D. Policy. The University is an equal opportunity employer. As a federal contractor, and in compliance with federal and state law and University policy, the University has the obligation to make good faith efforts to expand employment opportunities and remove identified barriers to the recruitment and advancement for all applicants and employees, including individuals with disabilities and protected veterans. The University is also obligated to ensure employment processes are non-discriminatory.
E. Procedure
E-1. Exemption from the open competitive recruitment and hiring process
- U of I temporary hiring process. Some types of temporary faculty, staff and student positions may be appointed without an open competitive recruitment and hiring process. Please refer to the University Temporary Hiring Process available on the Human Resources Website.
- Modified open competitive recruitment and hiring process. A modified recruitment and hiring process may be approved by the Office of Equal Opportunity and Compliance in certain situations. Examples of modified processes may include requests for a shortened recruitment period, or internal to the University searches. Refer to the Office of Equal Opportunity and Compliance website for eligibility criteria.
- Waiver of open competitive recruitment and hiring process. A waiver of open competitive recruitment and hiring process may be approved by the Office of Equal Opportunity in certain situations. Refer to the Office of Equal Opportunity and Compliance for specific types of waiver and eligibility criteria.
E-2. Use of retained or contingent search firms. The use of a search firm must be approved by the Office of Equal Opportunity and Compliance prior to the start of the recruitment and hiring process. Refer to the Office of Equal Opportunity and Compliance for more information.
E-3. Equal opportunity recruitment and hiring process. The Office of Equal Opportunity and Compliance oversees the recruitment and selection process for faculty, classified and exempt staff, with formal approval points at the Request to Interview and Request to Hire stages of the process. Human Resources will assist in the development of staff job descriptions, and collection of applications via the electronic applicant tracking system. The Office of the Provost will assist with the development of faculty job descriptions. To ensure compliance with applicable laws and reporting requirements, all open competitive processes must be entered into the electronic applicant tracking system. Recruitment and hiring materials include:
a. Job or Position description. All jobs require an up-to-date job or position description. The U of I job or position description templates are found within the position management module of the electronic applicant tracking system. A job or position description should include a position summary, major job functions, duties, and responsibilities essential or marginal to the position and the required and preferred qualifications for the position. The Office of the Provost is responsible for administering faculty classification and compensation. Human Resources is responsible for administering staff classification and compensation. The hiring manager, in consultation with either Human Resources or the Office of the Provost, will work to define essential marginal functions, required and preferred qualifications and establish the salary range prior to posting each time a new job or position is created or vacated.
b. Salary information. Salary range is determined when a position description is reviewed by Human Resources (staff) or by the Office of the Provost (faculty). Usually, the salary or salary range will be included in the posting.
c. Required and preferred qualifications. Required qualifications are also known as minimum or basic qualifications that an applicant must possess to be considered for a position. The required qualifications should be non-comparative, objective and relevant to the performance of the job. Preferred qualifications are desired qualifications beyond the required qualifications that demonstrate additional experience, education, or credentials. An applicant needs to meet all required qualifications but may not meet all preferred qualifications.
d. Text of job posting or job advertisement. Job postings appear on the Human Resources Careers Website (https://uidaho.peopleadmin.com/). Advertisements are brief descriptions that link back to a job posting from an email, website or other media. The job posting is available to each applicant and documents that U of I has communicated the qualifications on which applicants will be judged. Job postings and advertisements must include the statement “the University of Idaho is an equal employment opportunity employer, including veterans and individuals with disabilities.” If a background check, education verification or post offer medical screen is required for the position, it must be stated in the job posting.
e. Distribution of job advertisement. The University has adopted a centralized placement of job advertisements. The list of centralized advertising venues is maintained and updated annually by the Office of Equal Opportunity and Compliance. Departments are also encouraged to actively recruit and place additional paid or unpaid advertisements.
f. Recruitment periods. The University has adopted standard periods of recruitment based on employee type to ensure reasonable time to recruit a qualified pool of applicants. Changes to the recruitment period must be reviewed and approved by the Office of Equal Opportunity and Compliance. Requests for exception to standard recruitment periods are managed within the applicant tracking system.
g. Application form and process. The U of I application form and process are housed within the electronic applicant tracking system.
h. Applicant self-identification form. The Applicant Self-Identification and Required Applicant Disclosure Forms are embedded in the electronic applicant tracking system. As a federal contractor, the University is subject to certain governmental record keeping and reporting requirements. To comply with these requirements, the University invites applicants to voluntarily self-identify their sex, race, ethnicity, veteran, and disability status. Completing the form is voluntary. Data received is confidential and when reported, data will not identify any specific individual.
i. Recruitment and outreach benchmarks. Federal recruitment and outreach benchmarks exist for protected veterans and individuals with disabilities. As a federal contractor, U of I is required to make documented good faith efforts towards these benchmarks.
E-4. Selection procedure.
- Screening for required qualifications. Initial applicant screening by the search committee is based on the required qualifications and submitted application materials. An applicant must meet all the required qualifications to be considered for an interview or hire.
- Intermediate screening – preferred qualifications. Intermediate screening for preferred qualifications by the search committee is used to make distinctions among the minimally qualified applicants in the applicant pool and identify the most qualified applicants to consider for interview.
- Review of preliminary and intermediate screening and request to interview. The Office of Equal Opportunity and Compliance must review the search committee’s preliminary and intermediate screening documentation prior to approval of the Request to Interview. Documentation is submitted for review via the electronic applicant tracking system.
- Review of interview process and request to hire. The Office of Equal Opportunity and Compliance must review the search committee’s screening and supporting documentation prior to approval of the Request to Hire. Documentation is submitted for review via the electronic applicant tracking system.
- Electronic documentation of hiring process. Completion of the screening and interview process will constitute a record of the applicants considered and reasons for elimination from consideration. Supporting documentation uploaded to the electronic applicant tracking system should provide enough detail so that they will stand alone as an explanation for the results in the hiring process. The supporting documentation must be uploaded and submitted via the electronic applicant tracking system to the Office of Equal Opportunity and Compliance prior to approval of the Request to Hire.
- Reference checks. The hiring authority or their designee is responsible for checking and documenting references for the selected applicant prior to making a job offer. Information gathered during reference checks should be noted and included in the departmental search files.
- Background checks. The hiring authority or their designee is responsible for contacting the potential employee regarding conducting criminal history background checks, education verification and post-offer medical screens, when appropriate. See APM 50.16 and 50.19. For more information, please visit the Human Resources website.
- Retention of supplemental recruitment and hiring records. Recruitment and hiring records, including job advertisements, selection forms, minutes of meetings in which applicant qualifications are discussed, letters of reference, and interview notes, are to be retained by the hiring department for two years from the effective date of hire or close of the search when no hire is made.
F. Contact information. Office of Equal Opportunity and Compliance, eoc-review@uidaho.edu
G. Related policies
- APM 50.01 Hiring Procedures for UI Exempt Employees
- APM 50.02 Hiring Procedures for UI Classified Staff
- FSH 3200: Policy of Non-Discrimination
- FSH 3060: Equal Opportunity
- FSH 3210: Anti-Discrimination Policy
- FSH 3215: Non-Discrimination on the Basis of Sexual Orientation and Gender Identity/Expression
Version History
Amended August 2025. Interim policy per FSH 1460 G. Updates throughout to comply with Executive Order 14173, SB 1198 and University equal opportunity in recruitment and hiring process commitments.
Amended July 2020. Made references concordant with Board Policies, and updated office names.
Amended July 2009. Editorial changes to sections A-1, B-1, B-6, B-7, C-1, and C-2.
Amended January 2008. Substantial revises made to sections A, B-1, B-2, B-3, B-6, B-7, B-8, C-1, C-2, and C-3. Added section A-1, C-1. a, and C-1. f. 1 and 2. Made minor editorial changes to B-3.
Amended January 2006. Revised C-1. e and B-8, and made editorial changes.
Amended January 2001. Revised B-3. b, d, e.
Amended July 1997. Revised C-1. c and d, and C-2. d.
Adopted 1979.