Discernment Process for Interim Search Teams

Part of A Guide to Transitional Ministry

A hand-drawn calendar in blank ink for the month of May on graph paper, decorated with branches with buds.

When the interim team receives applicants, there is a short window to review and sort though information, check references, and do research.

At 5:00pm EDT on “release day” in May, each member of your search team will receive an automated notification email from the MinistrySearch system when your team has applicants to review on the MinistrySearch system. The names and ministerial records of your applicants will appear in the profile when you next log in. Congregations will receive up to 6 names, with preference being given to accredited interim ministers and those with experience and training in interim ministry.

If your congregation does not see any names, please reach out to the UUA Transitions Team.

The search team should acknowledge each application and send a link to the search packet of documents so your applicants can learn more about your opportunity while your team learns about them.

Preparing for the Interviewing Process

Search teams should fully and fairly consider all applicants, using an inclusive process that honors the unique needs, perspectives, identities, and skills of all search team members and applicants, in alignment with our Unitarian Universalist shared values.

In the week or so between the publishing of your congregational record and the receipt of ministerial records of those who are interested in your position, your search team can prepare interview questions, along with a rubric to assess the candidates equitably:

Three people standing around a modern desk, with two of them shaking hands

Interviewing Tips for Congregational Leaders

By Renee Ruchotzke

From LeaderLab

Hiring new staff is a task that most congregational leaders have little to no experience doing or have done so in a business environment. How might we conduct job interviews in a way that incorporates our shared values? What kind of diversity do we want on our search team?

Interview Tips

Important Practices for Interviews

  • Everyone on your search team should read each ministerial record in preparation for a discussion about whom your team wants to interview.
  • You may want to interview all your applicants if you have time to do so in the consideration window.
  • Every member of the search team should participate in each interview.
  • Ask the each applicant if there are dealbreakers in the draft agreement, or any additional expectations applicants would like to share. Doing so maximizes the chance of a smooth negotiation if an offer is extended.

Declining Applicants

To let an applicant minister know, at any point, that your team does not wish to move forward in considering them, you should dismiss them using the MinistrySearch system. Click on the “dismiss” option, then you will have the opportunity to write a personalized note (especially if you have interacted with them). Otherwise the system will send an automated message.

Checking References

Three people standing around a modern desk, with two of them shaking hands

Checking References: A Guide for Search Teams

From LeaderLab

Along with background checks, interviewing the references provided and due diligence research are essential to finding a good match for your open position.

Checking References

Rank Your Choices

Once you have read ministerial records, checked references, and interviewed applicants, your team should meet to assess and rank your applicants with the priorities for your interim ministry in mind.

Examples of the UUA Match Process:

  • If Rev. A and congregation X identify each other as mutual first choices, it is a match!
  • If Rev. B identifies congregation Y as their first choice, and congregations Y and Z both identify Rev. B as their first choice, Rev. B has a match with congregation Y. The UUA Transitions Team would then check for an alignment between congregation Z and their second choice.
  • Occasionally, when match logistics are more complex, and the UUA Transitions team will reach out to the involved ministers and congregations for further conversation.
  • The UUA Transitions Team will figure out the highest-ranking match for everyone and let everyone know what is likely to happen on offer day before offer day. Search teams should prepare to be responsive to messages from the UUA Transitions Team in the days between the ranking due date and offer day.
  • No offers or hints at offers may be made before offer day (date identified in the search calendar) at noon Eastern time. There is no formal letter of offer; just a call or email to say that the search team is offering the position to the minister. When the verbal offer is
    accepted, the minister and board may negotiate any final details of the contract.
  • Search teams may check with all their other applicants after noon Eastern time on offer day if they want to wish the ministers well.
  • As negotiations begin for finalizing the employment agreement, board members may reach out to the Office of Church Staff Finances (comp@uua.org) for assistance.