Using a Search Firm

Table of Contents

Click on the button to jump to the correct section.

1. Contact HR and PACS

Before contacting a search firm, please connect with HR Recruitment and Outreach and Procurement and Contracting Services. In addition to ensuring requirements are followed, we can answer questions and provide advice.

2. Select Search Firm

Please follow this procedure for selecting a search firm:

1. Review the list of search firms under contract with U of A. If none meets your needs, you may use search firms under ASU contract, but the contract terms will differ from Arizona’s.
2. Interview your top choices (sample interview questions (PDF)).
3. Determine each firm's availability, scope of services, and cost model.
4. Request a scope of work from the search firm for your planned search.

Using Uncontracted Search Firms

Your search committee is not limited to the firms contracted by U of A and ASU. However, to select an uncontracted vendor, you must follow standard PACS bidding requirements:

*The quote can be as simple as an email with pricing or a page that lists costs.

**For orders over $100,000, PACS must post a formal solicitation for a designated amount of time and follow other steps and requirements as outlined in its Request for Bids (RFB)/Proposals (RFP) policy. A PACS buyer must negotiate the contract and include provisions such as expenses or travel to ensure that it meets university and state of Arizona requirements.

For more information on and assistance with using a noncontracted search firm, please email PACS at fnsv-purchasing@arizona.edu.

3. Obtain PACS Requisition Approval

Prior to beginning work with a search firm, you will need to submit a requisition in UAccess Financials. Your requisition should include a copy of the scope of work agreement. The scope of work agreement should provide the following information:

• Anticipated dates of service
• General description of services to be provided
• Project milestones, if any
• Total cost
• Reference RFP number

View Sample Scope of Work Document (Word)

PACS will review the scope of work agreement to ensure it conforms to the pricing and terms in the vendor's contract. Please note, only PACS is authorized to sign agreements that are binding on the university. Upon PACS approval of the requisition, you may start working with the search firm.

4. Obtain HR Requisition Approval

All recruitments, including those led by a search firm, must follow standard Arizona recruitment guidelines and policies. Your plan should follow these steps.

1. Develop a position profile with the search firm.

2. Create and submit a job posting requisition in Talent.
   Your Talent requisition should be based on a summary of the search firm profile. This helps ensure the university meets its posting obligations under the University Recruitment Policy and helps the search firm promote the position.

   Please note that the “General” tab of the Talent requisition contains several fields you need to fill out when using a search firm:

   • “Search Firm Contracted” field: Select “yes”
   • “Special Instructions to Applicant” field: Enter a hyperlink to the search firm’s applicant portal, nomination instructions, and contact information if the search firm wishes to collect applications in their software system. This will help clarify the steps for the applicants and direct them to the appropriate search firm applicant page or portal.
   • “Funding Notes” and/or “Human Resources Notes” fields: Note whether you would like the posting to open to the public and accept applicants through Talent, or open to the public and redirect applicants to the search firm's applicant portal.

   Please do not place your requisition in a “closed” status until instructed by HR Recruitment and Outreach.

If you need in-depth guidance on creating a requisition, please view our Talent Requisition Guide.

After receiving the requisition, HR Recruitment will schedule a call with the search firm to discuss data collection and recruitment procedures.

5. Recruit Candidates

The search firm is responsible for leading the candidate pool development process. The HR Recruitment team is also available to answer questions if the search firm or search committee requests support. The HR Recruitment team also hosts multiple search committee resources.
 

Select the Finalist

Once you have your finalist, follow these steps:

1. Notify Kevin Adams (kevinadams@arizona.edu) that the search process has been finalized. He will work with the search firm to gather the final recruitment data. (Please do not place your requisition in a “closed” status until instructed by HR Recruitment and Outreach.)
2. If the finalist has not submitted a U of A application, please contact Kevin for a Talent application link. This will allow the HR Recruitment team to have the finalist complete an official university application, collect consent to conduct our background checks, and inform the candidate of I-9 requirements.
3. Kevin can provide an official confirmation if the search firm requires a letter confirming the candidate's first-year compensation.
4. Generate an offer letter in Talent and extend it to the finalist.
5. Submit a new hire transaction in UAccess (view the New Hire: Employee Quick Reference Guide (PDF)). Attach the finalist's Talent application and offer letter to the transaction.

6. Closeout the Search Process