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NHS Faculty Search Workshop. September 5, 2013. 1. Initiating a Faculty Search Required Documents. Position Authorization Form (PAF) Recruitment Plan Vacancy Announcement Short Vacancy Announcement Charge to Search Committee  Screening Criteria Candidate Ranking Form.

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nhs faculty search workshop
NHS Faculty Search Workshop

September 5, 2013

1

initiating a faculty search required documents
Initiating a Faculty SearchRequired Documents
  • Position Authorization Form (PAF)
  • Recruitment Plan
  • Vacancy Announcement
  • Short Vacancy Announcement
  • Charge to Search Committee 
  • Screening Criteria
  • Candidate Ranking Form
for other exempt positions
For Other Exempt Positions

Also need:

  • Position Description Questionnaire (PDQ) and Organizational Chart
  • Exemption Request Form
  • Direct Appointment Form
initiating a faculty search peopleadmin
Initiating a Faculty SearchPeopleAdmin
  • Unit leaders submit all required documents to NHS Associate Dean for review
  • NHS approved documents loaded into People Admin by Debbie Pirera who notifies Search Chair and Search Admin of log-in & password
  • Documents move through University’s approval queue (HR, Budget Office, Provost)
  • 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
Initiating a SearchAds
  • 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
Initiating a SearchFiles

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
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
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
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 examples1
COI Examples
  • A search committee member who discriminates based on:

racecolor

national originancestry

marital statuspregnancy

medical conditiondisability

genderage

creedreligion

sexual orientationveteran status political affiliation

coi examples2
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
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
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
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
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
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
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 ask1
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 ask2
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
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 responsibilities1
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
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
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
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