Talent Acquisition
Hiring Process Steps: Faculty
The full life cycle of a candidate from job opening to hire can be a daunting process. To help you navigate this cycle, please select the chronological process below that aligns with where you are. If you are just beginning, please select Step 1!
Before the Search Begins
Before the search begins, determine the need that exists within your department/unit and review compensation, classification to ensure they are accurate and up-to-date prior to posting the position.
Position Description
After your initial review of the needed position, your next step will be to ensure that there is a valid position description in place to post a job ad. If the position is new or if the position description does not exist in PageUp, you must submit a new one. If the position description already exists in PageUp, please proceed to resubmit the position description for recruitment for Classification & Compensation team's review. For more information, please see Position Description job aids on the PageUp Resources.
When reviewing a job description, consider the following:
- Does this position already exist?
- What is the position's purpose and overall contribution to Mason?
- What are the essential and marginal functions of the position?
- What is the appropriate salary range for this position?
- If this position already exists, what is/was the pay range for the previous employee(s) holding this position?
- If this position doesn’t exist, please determine your department’s budget for the position and expected pay range.
Also, consider identifying or describing the physical elements required for the position, equipment use and working conditions.
- Does the position require supervisory skills? If so, how many will report to this position?
- What education and/or experience are needed to successfully accomplish the essential functions of the job?
- How might military experience equate?
- What licenses or certifications, if any, are required?
For any questions regarding a position description, please contact HR’s Classification and Compensation (Class & Comp) team at jobdescs@gmu.edu or visit the Classification and Compensation website for guidance.
Tip: We encourage position descriptions to be reviewed annually to ensure they are accurate and true to Mason’s mission. For example, veteran candidates, who understand how their skills and experience can translate to the civilian workforce, are more likely to apply to our opportunities. As a position evolves over time, the position description will often evolve with it. Up-to-date position descriptions ensure that Mason attracts the most qualified candidates based on current data, both internal to Mason and the external market. In this spirit, please work with the Class & Comp team regarding position creation, modification, and annual review of your department’s position descriptions.
Job Compensation
The next step prior to advertising your vacancy is to evaluate and finalize your compensation.
The approved maximum salary will be provided by Class & Comp within the position description. This data is only viewable by relevant HR liaisons and not the general public. For additional guidance on how to utilize pay data, please reach out to HR’s Class & Comp at workplan@gmu.edu.
Job Card
After the position description is fully approved, a job card needs to be created and approved for the position in PageUp to initiate recruitment. For more information about initiating recruitment through PageUp, please visit PageUp Resources.
Requirements
The first step in a successful recruitment strategy is creating a compelling job ad. A well-written job ad accurately markets the job opening and draws interest in the position.
Your job ad must include:
- A position description
- Minimum qualifications in order to be considered
- A full consideration, apply by date or closing date for at least initial consideration.
Faculty positions that are posted externally (positions open to the general public) must remain open for a minimum of two weeks or the equivalent of 10 business days. Internal faculty searches (open to current Mason employees only) may be posted for a minimum of 5 business days. Note: Internal faculty searches must be approved by the Office of Diversity, Equity, and Inclusion.
For positions that may require additional considerations (e.g., work authorization, visa sponsorships, PERM labor certifications, etc.), please consult the Office of International Programs and Services (OIPS) for further job posting guidance.
Compensation
Faculty positions may elect to include compensation ranges. However, it is strongly encouraged to list “commensurate with education and experience” for most job ads.
Note: If compensation is disclosed, please add “commensurate with experience” after the range.
Example: “$75-100,000/yr, commensurate with experience”
This protects proprietary salary data, allows a broader pool of candidates, and ensures that compensation can be negotiated based on the candidate’s requirements as well as pay equity at Mason. In addition, this affords the opportunity to discuss the whole compensation package.
While the base pay requirements may not be within the initial minimum salary range of a candidate, Mason has so much to offer beyond just base salary. With above-average benefits including winter break, health benefits, tuition reimbursement plans, an ideal commuting location, and an amazing culture, we truly believe that compensation is more then what a base salary has to offer at other competing organizations.
In addition, pay data can be provided by candidates during the application process by electing to answer a prescreening question providing their salary expectations. Incorporating voluntary job-relevant questions can provide valuable data about a candidate upfront that can help you evaluate candidates more quickly. However, please note that it is prohibited to ask for a candidate’s current and/or past salary information.
Example:
- What are your salary expectations for this position? (Open-ended question)
- If the salary is lower than your expectations, do you still wish to be contacted regarding this position?
For assistance on creating a compelling job ad, please contact the Talent Acquisition (TA) team at jobs@gmu.edu. The TA team can assist in developing a strategic ad campaign with language that is relevant to your needs and a coordinated advertising campaign. They can help you develop a target campaign specific to your hiring grade, labor category, and niche market.
Strategic Budgeting and Timelines
What is your department’s realistic budget to source for a candidate? Do you have a flexible timeline to attract and retain a qualified candidate? If you're on a tight timeline, you may require more up front advertising to attract candidates quickly. If you have flexibility and can afford a longer search, you can leverage a more balanced and calculated approach to see what you attract. For many job openings at Mason, free advertising can be leveraged with minimal advertising expenses if a strategic and proactive plan is put in place.
Advertising Options
Job ads can be posted in various advertising mediums from print, online, and social. While some positions may only need free advertising sites and posting on affiliated sites of Mason such as HERC and Higher Ed Jobs, others may require a much more well thought-out marketing plan to draw the appropriate level of interest. In certain competitive markets such as Information Technology, STEM fields, and healthcare, it is strongly suggested that paid targeted advertising be used.
Note: All Mason job ads are automatically scraped to following job boards: Adzuna, Chronicles of Higher Ed, Circa (and affiliated sites including Virginia Job Network), DiversityJobs.com, Flexjobs, HERC, Higher Ed Jobs, Indeed, Inside Higher Ed, LinkedIn, Monster, MyJobHelper, Oodle. Recruit.net, Trovit, The Washington Post, Zippia, and ZipRecruiter.
Recruiting Support
If you are unsure of what a strategic ad campaign that will generate the best chances of success will look like, consult with the TA team to determine your marketing goals and what a realistic campaign will consist of based on your unique needs. From there, you can determine budgeted cost and approximate time-to-fill.
Diversity Advertising
George Mason University prides itself on its diversity and the value this adds to our school. We provide several resources for ensuring that the hiring process includes a diverse pool of underrepresented candidates, whether to address identified search goals, or as a proactive component of a successful search process. For more information, contact Dwala Toombs, TA Outreach & Compliance Programs Manager, at dtoombs@gmu.edu.
Advertisements and job announcements make a difference in who applies for our positions. The language and appearance of our ads should be considered as carefully as the position description itself. For training on crafting the perfect advertisement, please contact the Talent Acquisition team at jobs@gmu.edu.
Before the Search
Establishing a Search Committee
A search committee must be established for the recruiting and hiring of all faculty positions, including Instructional, Research, and Administrative/Professional Faculty.
Search committees must be comprised of at least three (3) members (Search Chair and at least two additional participants).
Note: For inquiries related to possible AP Faculty search committee waivers, please reach out to Talent Acquisition team at jobs@gmu.edu.
The primary role of the search committee is to determine which candidates will advance in the search process and be interviewed based on the required and preferred qualifications in the position description. The search committee is responsible for ensuring that all applicants are considered equitably throughout the review process. Departments are encouraged to establish diverse committees by seeking participants who accurately reflect the Mason environment and who can bring different perspectives to the group.
Search Training
Before the search, ensure that all individuals participating in the search process meet the following training requirement:
Effective April 4, 2022, all individuals involved in a search (i.e. the hiring manager/authority, search coordinator, search committee members, etc.) must have attended search training jointly provided by Human Resources and Diversity, Equity, and Inclusion (DEI) within the last 12 months. Individuals who do not meet this requirement must complete training prior to reviewing applicants.
To register for training and for more information, please review the Search Training overview tab. You may also contact the Search Training admin team at sctrain@gmu.edu.
Hiring Authority’s Involvement in the Search Process
Effective April 4, 2022, Hiring Authorities/Managers may have direct involvement in the search process to provide subject matter expertise when necessary. However, we encourage hiring authority to have direct involvement when subject matter expertise is requested or deemed necessary. In addition, they should have completed the current search training and also have completed the search confidentiality form before accessing the applicant pool. For any questions regarding hiring authority/manager direct involvement, please reach out to TA team jobs@gmu.edu
During the Search
Reviewing Applicants
Each qualified application must be reviewed alongside the supplemental materials for that particular search. If an applicant does not meet the posting criteria or fails to attach the required materials, the committee reserves the right not to consider the applicant. This standard must be applied to all applicants consistently. Establishing a system for reviewing applicants will improve your chances of including the most relevant candidates in your interview pool.
A selection matrix should be used for every competitive search. Please review this sample selection matrix to help your committee develop a matrix that is right for your search.
Once candidates have been screened, preference shall be given to state layoff employees and veterans, per DHRM policies 1.30 and 2.10. An additional preference point shall be given to any veteran applicant who has a service-related disability. State Layoff and Veteran statuses are disclosed within the candidate’s application in PageUp.
Note: Alternative Hiring Process (AHP) does not apply to Faculty positions.
Talent Acquisition recommends that searches adhere to the Certified Applicant Pool process, which supports Mason in meeting federal equal employment opportunity (EEO) requirements. For more information, review the Certified Applicant Pool Guide.
For additional details on Mason’s hiring policy related to Faculty, please refer to University Policy 2224.
Interview Documentation
During interviews, search participants and the hiring authority (if attending interviews) must take interview notes used in the evaluation of the selected candidates. It is strongly encouraged that an interview evaluation matrix is used that lists questions and documents evaluation criteria to ensure all candidates are equitably interviewed and evaluated. A sample interview evaluation is available for download here.
Search participants and hiring authorities involved in the search must submit all completed search materials, including the interview evaluation, selection matrix, confidentiality forms, reference checks, and any other documentation that may have been a part of the search to the department designee (search coordinator, HR liaison, etc.).
Interview Questions
It is required that committee members ask the same initial questions of all candidates, without exception. Follow up questions are permissible. Interview questions must be written prior to the commencement of the interview process.
Furthermore, the interviewing method must remain consistent for every applicant and each candidate must be afforded the same opportunity to interview. This involves consistency in the attendance of interviewers and offering similar scheduling flexibility. The search teams should also explore alternative interviewing methods such as telephone or video conferencing.
For sample interview questions, please see Hiring Resources. For any further questions about interviewing, please contact the Talent Acquisition team at jobs@gmu.edu.
Selection of Candidates
If a competitive search was conducted, interviews are required. It's recommended that hiring teams conduct more than one round of interviews as it enables them to assess candidates from multiple perspectives, gain deeper insights, and make more informed decisions to select the best candidate.
Please note that interviewing a veteran or wounded warrior is no different than interviewing any other candidate. Questions relevant to experience or training received while in the military, or questions to determine eligibility for veteran's preference required by law, are acceptable. For more information, please contact Dwala Toombs, TA Outreach & Compliance Programs Manager, at dtoombs@gmu.edu.
Finalist interviews can be conducted in-person or via web conferencing alternatives for interviewing, such as Zoom, Microsoft Teams, and other approved online platforms. For updated guidance and requirements on interviewing via web conferencing platforms, please visit the ITS page: How to Conduct Web Conference Interviews.
Note: The initiators should update application statuses throughout the search. For more information, please see recruitment action job aids on the PageUp Resources page
Reference Check
Once a finalist has been selected, the Hiring Authority must conduct reference checks prior to moving forward with recommendations for an offer. Three reference checks, including one from the most recent supervisor, are required. This step can be completed within PageUp. The relevant job aid is available under recruitment action on the PageUp Resources page. If done manually, please utilize the Applicant Reference Check form on the Hiring Resources page.
Offer Card / Hiring Proposal
All hiring proposals and offers for faculty positions are now processed through the Request Tracking System. Once a finalist is selected, the initiator should move the finalist to the 'Offer to be handled in RTS' status in PageUp and proceed to RTS to create the hiring proposal. For further details, please refer to the 'Establishing a new position or recruiting for a vacant position' section on https://provost.gmu.edu/faculty/faculty-appointments or contact office of provost at provppm@gmu.edu
Note: The new hire and the incumbent cannot occupy the same position number for more than two weeks. If more than two weeks of a position overlap is expected, then the department should request a new position number using the incumbent’s PD and hire the new employee into the new position number. Once the incumbent has separated, the department may abolish the old position number.
Recruitment Documents
All recruitment documents, including the interview notes, selection matrix(ces), confidentiality forms, search completion forms, reference checks, and any other documentation that may have been a part of the search (presentation rubrics, portfolios, etc.) must be uploaded in PageUp for appropriate filing of historical records of the search process. For instructions on how to upload the documents, please refer to the PageUp Resources page. Acceptable file formats include doc, .docx, .docm, .jpeg, .jpg, .pdf, .png, .txt, .rtf, .xls, .xlsm, and .xlsx.
Note: Submission of recruitment documents is required. If the documents are not submitted, the status of the posting will not be updated to Filled or Cancelled.
Background Checks
Mason requires background checks on all employees. Background checks include criminal, motor vehicle, and/or financial history and any additional background related to potential job duties.
Background checks are initiated once the employee begins completing their personal information in MasonOnBoard. Employment is contingent upon the successful completion of all required background checks, which must be completed before the employee's start date. Please visit the Background Investigation policy page or email bkground@gmu.edu for additional information.
Finalizing the Hiring Process
New employees must complete required paperwork online, including but not limited to: W-4/VA-4, Form I-9, benefit forms, selective service, etc. The Immigration Reform and Control Act requires new employees to complete the I-9 no later than the close of business on their third (3rd) day of work. The employee OR a designated representative must complete section 2 of the Form I-9, either in-person by visiting Human Resources or remotely. International employees should reach out to the International Tax Office at inttax@gmu.edu to schedule an appointment to complete section 2 of their I-9.
Please contact hr@gmu.edu with any questions.