NHS Faculty Search Workshop September 5, 2013 Initiating a Faculty Search Required Documents 1.
Download ReportTranscript NHS Faculty Search Workshop September 5, 2013 Initiating a Faculty Search Required Documents 1.
NHS Faculty Search Workshop September 5, 2013 1 Initiating a Faculty Search Required Documents 1. Position Authorization Form (PAF) 2. Recruitment Plan 3. Vacancy Announcement 4. Short Vacancy Announcement 5. Charge to Search Committee 6. Screening Criteria 7. Candidate Ranking Form For Other Exempt Positions Also need: 7. Position Description Questionnaire (PDQ) and Organizational Chart 8. Exemption Request Form 9. Direct Appointment Form Initiating a Faculty Search PeopleAdmin 1. Unit leaders submit all required documents to NHS Associate Dean for review 2. NHS approved documents loaded into People Admin by Debbie Pirera who notifies Search Chair and Search Admin of log-in & password 3. Documents move through University’s approval queue (HR, Budget Office, Provost) 4. Once Provost approves search Debbie Pirera sends notification Search chairs forward URL, log-in & password to committee NHS posts Vacancy Announcements and places ads Initiating a Search Ads • College advertises in the Chronicle of Higher Ed, Diverse Issues and Hispanic Outlook • Units advertise in discipline-specific venues • Make it a priority to have ads published ASAP • Use outlets other than print media Listserves Electronic news boards Personal contacts via phone and email Professional meetings Follow recently disseminated candidate recruitment expense procedures from Academic Affairs Initiating a Search Files Search File –all documents related to the search • • • • • Recruitment Ads Selection criteria/Screening Criteria Interview questions (Phone, In-Person) Reference check questions Minutes for search committee meetings Applicant Files – one for each candidate • • • • Applicant checklist form Candidate materials not submitted on-line All written correspondence with candidates including email messages All screening materials – committee screening forms, response to interview questions Ensuring a Diverse Pool • Current & former faculty recommendations • Major players in the field – publishers, speakers • Professional associations – journals, meetings • Relevant professional community organizations • Strong university programs Conflict of Interest • A situation when one has competing professional or personal interests. Such competing interests can make it difficult to fulfill his or her duties impartially • May not be unethical, illegal, or improper • Nepotism – showing favoritism toward relatives and friends, based upon that relationship, rather than on an objective evaluation of ability, merit, or suitability COI Examples • A search committee member who is a candidate • A search committee member who provides a letter of reference • A search committee member who has a relative or close associate as a candidate • A search committee member who has a financial interest/stake in a candidate COI Examples • A search committee member who discriminates based on: race color national origin ancestry marital status pregnancy medical condition disability gender age creed religion sexual orientation veteran status political affiliation COI Examples • Candidates should not be advantaged or disadvantaged by association with a search committee member • If you have a known COI you should not serve on the search committee • If a COI occurs during the search process you are obligated to discuss the situation with the unit leader Hiring Authority/AAEO Screening Responsibilities • Examine size, quality, and diversity of pool immediately before initiating screening process using PeopleAdmin data • Compare the pool demographics with those of your discipline for Gender and Ethnicity • Share result of this analysis with the Dean to determine if pool is sufficient to proceed Reviewing Applications • Use your screening criteria • Always conduct phone interviews and at least two reference checks for short list candidates • Always use a script of approved questions • Take notes of candidate responses – retain in candidate file Candidate Courtesy • Correspondence is the first impression candidates have of the university, so be polite and timely • Always acknowledge receipt of candidate materials with a quick email • Let candidates know if their application is incomplete prior to posted closing/initial review date • When the search is completed please send a thank you note announcing that the position has been filled Recommending Candidates for Interviews • Typically committee recommends 2-4 candidates for on-campus interviews to Unit Leader • Unit Leader forwards recommended candidates’ files to Dean • Hard copies of all required application materials • Rationales for selection of candidates • Explanation if under-represented applicants not in interview pool • Once approval received from Dean, contact candidates to set-up interviews Interview Protocol • Candidate travel – arranged in consultation with the hiring authority to ensure cost control (see new recruitment expense procedures) • Be sure to complete Travel Authorization and Official Function forms prior to travel • Remind search committee members and candidate to retain all receipts for meals, parking, etc. • Unit makes lodging reservation • Meet the candidate at the airport and transport to Greeley • You may use a shuttle service to return the candidate to the airport, but it is preferred to transport directly • Always designate a host for transport to/from campus and between on-campus meetings Don’t Ask • Race, ethnic, national origin – do ask candidates you wish to interview whether they are legally authorized to work in the U.S. • Social, political, union, and religious affiliation • Disability, how many sick days have you used, drug use, etc. • Age Don’t Ask • Gender, sexual orientation, or marital status – includes spouse, children, pregnancy, childcare needs, etc. • Military status, financial status • Arrest or criminal record – HR will conduct a background check • Legal off-duty activities – such as smoking, drinking, etc. Don’t Ask • Salary – don’t ask the candidate and refer candidate questions about salary to your unit leader • Start up – this will be negotiated with the unit leader in consultation with the Dean Search Chair/AAEO Responsibilities • Candidate files • Copy of published ads • List of candidates • Applicant question responses from each committee member • Minutes from all committee meetings Search Chair/AAEO Responsibilities • Provide evidence to Director/Chair for why underrepresented candidates (gender, minorities, etc.) were not interviewed • Provide evidence for why the candidate of choice is superior to all other applicants Making an Offer • Director/Chair consults closely with Dean to establish offer parameters that will be discussed with the candidate and recommended to the Provost • Unit Leader contacts candidate to discuss offer • Candidate typically provided up to one week for negotiation and/or response • Elements of offer recommended by Dean to Provost who will make formal offer Closing a Search AAEO Rep - send to HR • Candidate Exit Interview Questions – AAEO rep • AAEO Closing Sheet Search Chair – Provide to Hiring Authority who will forward to Dean’s Office • Search Chair Closing Sheet • All items on Search Chair Closing Sheet • Position Finalists Form • Hard copies of finalists files Questions?