Transcript SPOT Briefing (Search Procedures, Operations, & Tasks

SPOT Briefing
(Search Procedures, Operations, & Tasks)
Friday, September 12, 2014
California University of Pennsylvania
Building Character. Building Careers.
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3 Parts to the Guide:
1. Academic Affairs
Guidelines
2. Social Equity Guidelines
3. PeopleAdmin Hiring
Managers User’s Guide
Faculty Search Information
web page:
http://www.calu.edu/academics/acad
emic-affairs/facultysearch/index.htm
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Search Process Basics
 Department Policies/Procedures
 Verify (or Establish if none exist)
 Regular full-time department faculty vote
 Search Committee Chair (Hiring Manager)
 Must be a tenured faculty member
 Dept Clerical cannot be Hiring Manager
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Search Process Basics
 Role of the Department Chair
 Separate from search committee
 Cannot serve on search committee
 Must not participate in search committee
deliberations
 Interviews candidates separately
 Makes a separate recommendation
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The Search Committee
 Odd number
 Search Committee chair must be tenured
 Commitment to all phases of the search
process
 Dept chair is not on the search committee
 Faculty Search Diversity (EEO) representative
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PeopleAdmin
 Software that manages the search process
 Manual: Guide to faculty searches Part 3
 Online training, page 7 of guide
 PeopleAdmin questions – contact Eric
Guiser in HR
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First task – creating the posting in
PeopleAdmin
 3 steps to creating the posting
1. using MS WORD templates, create the job
description and short ad copy
http://www.calu.edu/academics/academic
-affairs/faculty-search/index.htm
2. secure approval from Faculty Search
Coordinator (FSC) and Social Equity.
3. input job description in PeopleAdmin
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Using the MS WORD
Job Description template
 Enter text into expandable text boxes
 See appendix for sample language
 Describe requirements carefully
 Reference contact info (Not Reference
Letters)
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Using the MS WORD
Job Description template, cont.
 Job Title: Enter Tenure Track Faculty,
dept, program or discipline
 Position Type/Salary: Enter dept name
 Job Summary/Basic Function: “Ability to
teach:” enter discipline specific content
area, labs; internship supervision;
accreditations; outcomes assessment;
online; off-campus; travel; etc. (if
applicable)
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Using the MS WORD
Job Description template, cont.
 Required skills, knowledge, & abilities:
describe required/preferred;
certifications, prior experiences,
dispositions, etc.
 Minimum Education/Training: enter
applicable terminal degree,
doctorate required (unless approved
by Dean/Provost)
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Using the MS WORD Job
Description template, cont.
 Save as “dept name” job description
 Email to Faculty Search Coordinator
and Social Equity Officer for approval
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Using the Ad Copy WORD
template, cont.
 Replace highlighted text with
appropriate language for your
position
 Save as “dept name” ad copy
 Send to Faculty Search Coordinator
and Social Equity Officer for approval
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Creating the posting in
PeopleAdmin
 Job description
 Ad copy
 Diversity recruitment plan
 Space utilization form
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Creating the posting in
PeopleAdmin, cont.
 Follow the directions in PeopleAdmin
manual to create a posting from Template
 Contact HR if you don’t have an account.
 Select Tenure Track Faculty template
 Enter posting details
•
•
•
Copy/paste details from Job Description MS WORD
template
Complete all required fields
Check required documents

Letter of application, CV, transcripts, reference info
(other), teaching philosophy, certifications/licenses
 Save as you go
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Creating the posting in
PeopleAdmin, cont.
 Attach documents




Job description
Short Ad copy
Diversity recruitment plan
Space utilization request
 Use specific questions/qualifying points
cautiously
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Posting Approval Process
 Hiring Manager to Faculty Only: Dept Head
(dept chair)
 Dept Chair to Dept Head/Dean (Dean)
 Dean to VP/Provost, to Controller, to Budget
Officer, to VP Admin/Finance, to President, to
HR, to Social Equity
 HR Posts Approved Opening
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Role of Social Equity in the search
process
 Administrative Diversity Recruitment Plan
 Advertises & Recruits for Diversity
 Reviews all Postings, Phases, Ratings, &
Processes
 Collects all documentation (paper &
electronic)
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Role of Faculty Search
Coordinator
 Places Chronicle of Higher Ed Ad
 Reviews all Postings, Phases, Ratings, &
Processes
 Monitors Search Timeline
 Non-PeopleAdmin Assistance
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Advertising the openings
 Social Equity → Diversity (group ads)
 Academic Affairs → Chronicle of Higher Ed
 Department → Discipline-specific
• Use Job Description or Ad Copy
• Free - Professional associations &
contacts
• Not Free - Dean approval & SAP
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Receiving Applications
 Applications Accepted Online Only
(PeopleAdmin)
 Every Application Item Must Be Completed
 Files Uploaded Electronically
 Unofficial Transcripts at Application
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Reviewing Applicants overview
 3 phases to the review process
 Phase 1: Initial review/screening
 Phase 2: Phone interview
 Phase 3: On campus visit
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Reviewing Applicants overview,
cont.
 Use standard, customizable Matrix Forms
 Permission required for each phase
 Hiring Manager updates applicants’ status
at each phase
 Emails automatically sent – NO Letters
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Hiring manager responsibilities
Pre-Phase 1
 Adapt Phase 1 form, email to FSC and
Social Equity for approval
 Change status of applicants to “under
review by committee”
 Activate guest user account for search
committee
 Notify committee that apps are ready for
review; Committee uses Phase 1 form
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Phase 1 example
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Phase 1 Initial Review/screening
 After review, HM compiles all forms,
emails to FSC and Social equity for
approval to move to Phase 2
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Phase 1 example (compiled)
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Phase 2
Phone/SKYPE interviews
 Again, HM adapts form, emails to FSC and
Social Equity for approval
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Phase 2
Phone/SKYPE interviews
cont.
 After approval, HM schedules SKYPE interviews
 RECORDING OF INTERVIEWS IS PROHIBITED!!
 After review, HM compiles all forms, emails to
FSC and Social equity for approval to move to
Phase 3
 After approval, change applicants’ status
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Phase 2 example (compiled)
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Phase 3 on-campus interviews
 Again, HM adapts form, emails to FSC
and Social Equity for approval
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Phase 3 on-campus interviews
 After approval, HM schedules oncampus interviews (3 is ideal)
 Activities: Class presentation, search
committee meeting, dept, dept chair,
Dean, Provost
 RECORDING OF INTERVIEWS IS PROHIBITED!!
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Additional Info
 Official Transcripts
 Background Check Release & Driver’s License
 Travel & Hotel Procedures
 International Travel
 Reference Checks
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Recommending Applicants
 Dept Faculty Recommendation
 Faculty review applicants’ credentials
 Tenured/tenure track faculty vote
 Dept chair sends letter documenting results of vote
to Dean, FSC, and Soc Eq
 HM changes applicants’ status in PA; forwards
recommendation to Soc Eq in PA
 Soc Eq reviews finalists, forwards to Dept Chair in PA
 Dept Chair forwards to Dean, etc.
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Recommending Applicants, cont.
 Academic Affairs conducts
background check
 Dept chair and Dean send
separate recommendations on
letterhead to Provost
 Include recommendation of dept
faculty
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The Offer
 Provost establishes finalist pool, confers with
President
 Veterans preference
 Upon president approval, Dean presents offer,
negotiates rank/salary to finalist
 When the finalist accepts, HM works with dept
secretary to prepare Hiring Form and Change
to Published Schedule form
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Post-Search procedures
 HM forwards all documentation (rating sheets, etc.) to
Soc Eq
 No feedback to unsuccessful applicants
 President makes official offer
 HR changes applicants’ status (hired or rejected), closes
posting
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Questions?
Contact Dr. John Kallis, Faculty
Search Coordinator, x4169
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