A.  Upon making the decision to use a search firm, hiring managers should ask for proposals from at least three (3) search firms and check at least two (2) references from each of the potential firms. This will provide needed feedback to ensure the integrity and track record of search competency and diversity of applicant pools.

B.  In all cases involving the use of search firms, the department should take steps to ensure the quality and value of the services rendered. In particular, it is the policy of the University that the use of any outside search firm prefers three (3) proposals to be submitted and considered before a decision can be made. This policy allows for reasonable competition among outside vendors.

C.  Once a selection has been made, the hiring manager will provide a justification memo explaining the selection of the firm, along with all proposals, to Procurement Services. Procurement Services must approve the selection of the search firm prior to issuing a purchase order and engaging the search firm.

a.  Automatic Purchase Order ($10,000 and less). For engagements of $10,000 and less, and after the search firm is approved by Procurement Services, the hiring authority will issue an Automatic Purchase Order (APO) in the Kuali Financial System (KFS).  The selection memo, all proposals and Procurement Services approval must be attached in the notes section of the APO. Departments shall not engage the search firm until an authorized APO is issued. Instructions for use of the APO are outlined in Section PM-3 of this Manual.

i.  When acquiring personal services (labor, time or effort), it is the ordering department’s responsibility to request and obtain a certificate of insurance from the vendor showing general liability, worker’s compensation, employer’s liability, and auto liability coverages (see the Procurement Services website for instructions and coverage amounts).

b.  Purchase Requisition (greater than $10,000). For engagements greater than $10,000, and after the search firm is approved by Procurement Services, the hiring authority will enter a purchase requisition (REQ) into KFS. The selection memo, all proposals and Procurement Services approval must be attached in the notes section of the REQ. Upon receipt of a REQ, Procurement Services will issue a purchase order. Departments shall not engage the search firm until an authorized PO is issued. Instructions for use of the REQ are outlined in Section PM-2 of this manual.

D.  Hiring units should consult with Procurement Services on any contract terms set forth in writing by the search firm. All written agreements requiring the University’s signature must be processed by Procurement Services, regardless of dollar amount.

E.  The hiring manager is expected to review the candidate pool to determine whether it is adequately diverse and, if not, she or he should consult with the search firm to consider extending the scope of recruitment efforts to obtain additional diversity. The University is the owner of all applications/resumes submitted to the executive search firm. Ultimately the hiring manager/search committee will be responsible for completing selection documentation on the candidate chosen for hire and supplying reasons for non-selection on all other candidates who were referred or sourced through any method of outreach.