Academic Searches Training Session

1. Academic Searches Training Session Thursday, July 24

2. Governing Documents, Policies, and Information Related to Hiring • Board of Regents Policy - Faculty Tenure http://www1.umn.edu/regents/policies/humanresources/FacultyTenure.pdf • Board of Regents Policy - Employee Group Definitions http://www1.umn.edu/regents/policies/humanresources/Employee_Group_Definitions.pdf • Academic Appointments with Teaching Functions http://www1.umn.edu/ohr/policies/hiring/acadteach/index.html • Recruitment and Selection of Faculty and Academic Professional and Administrative Employees http://www1.umn.edu/ohr/policies/hiring/recruit-facpa/index.html • Appointments of Academic Professional & Administrative Employees (OHR) http://www1.umn.edu/ohr/policies/hiring/academic/index.html • Equal Opportunity & Affirmative Action Information • EO/AA Website • http://www.eoaa.umn.edu/index.html • Summary of Search Process • http://www.eoaa.umn.edu/services/employment/searchprocess.html • UM Reports for Academic Goal Information • http://www.eoaa.umn.edu/resources/reports.html • Academic Recruitment and Hiring Information (CLA Webpage Information) • http://www2.cla.umn.edu/admin/faculty-research/search.html

3. Faculty and P&A Employee Groups at the U of M • Regular Faculty - Tenure-Track and Tenure • 9401 – Professor • 9402 – Associate Professor • 9403 – Assistant Professor • 9404 - Instructor • Term Faculty – Contract, Temporary, Visiting, Adjunct • 9401 – Professor • 9402 – Associate Professor • 9403 – Assistant Professor • 9404 – Instructor • Academic Professional & Administrative - Professional (Instructional) (97xx) • Lecturer and Teaching Specialist Series • Academic Professional & Administrative - Administrative (93xx) • Advisors, Coordinators, Directors, etc

4. Online Requisitions Remember to include the following when creating the online requisition: • Reason for Posting, Employee ID • Position number • http://www.umreports.umn.edu/umreports/ • EO/AA Academic Goal Information • http://www.umreports.umn.edu/umreports/ • Search Committee Information • Advertising and Recruitment Strategies • Designate a Recruiter – Anna Noren • Inside Higher Ed Category • Notes Section • Chair Approval • Funding Source • Internal Candidate? • Replacement for whom? • Blanket postings • June 30, 20xx End Date

5. Online Requisitions, Continued • How do applicants apply? What do they see? (Breeze demo) https://employment.umn.edu/applicants/jsp/shared/frameset/Frameset.jsp?time=1204048611731 • Applicants must be in the system with demographic information at the minimum • If an applicant does not enter their information, request they do so. • If no response from applicant, send Name/Gender/Ethnicity and Requisition Number to CLA HR who will submit to OHR for entry • It is imperative to change applicant statuses in the system. This is the system from which EO/AA reporting is run. • There is no EO/AA goal information for the 95xx classifications. • When you have received an adequate number of applicants for a position, request that it be Removed From The Web instead of leaving it Posted indefinitely. You can Repost it at a later date if necessary.

6. Advertising • Regular Faculty positions require a print advertisement. • Cluster Ads for faculty positions • The print advertisement must be based on approved requisitionqualifications. • Faculty & Research does not need to approve print ads but departments are welcome to send them for review/consultation.

7. Pools - Definitions • Definition • A pool is a subset of the complete collection of applications that the search committee wishes to consider further. • Interim Pool • When the search committee wants to have informal conversations, committee will be attending a conference, or search committee wants input from a larger group of faculty, etc. Not a required step, but required when any of the above are happening and/or the department practice includes an interim pool. • Final Pool • The applicants chosen by the search committee for formal campus interviews. Names of finalists are public information and can be shared. • Short or Mid Lists • A short list, or mid-list, is a smaller number of applicants identified by the search committee in their screening process that the committee intends to consider further. • Short-lists internal to the search committee may or may not require a pool approval, it all depends on what is happening with the applicants. • Departments may submit multiple short or mid lists for approval.

8. Pools, Continued • When and Why Required • CLA requires final pool documentation and final pool approval for all academic searches • CLA requires interim pool documentation and interim pool approval when the department practice is to employ an interim pool • Multiple pool approvals are possible, especially at the senior level • Required Documentation • Summary of Search Process • Rationale for Selection of those applicants referred for interim or final pool • Candidate Names • Reasons of Non-Selection for ALL applicants • MUST be based on qualifications as posted in the requisition • All may be sent via email to HR/Faculty

9. Pools, Continued • Confidentiality • Applicant names may only be shared once they are approved Finalists. • Applicant names may be shared within the department (as an extension of the search committee). • See “Recruitment and Selection of Faculty and Academic Professionals and Administrative Employees.” • Appendix D, “Getting the Most From the Search Committee Process” for further information: • http://policy.umn.edu/groups/hr/documents/appendix/recruitfacpa_appd.pdf • Tenure Hires – Senior Candidates • May entail a long recruitment period • Pools may look different, approvals still needed • Require additional documentation (listed on Faculty website) • Talk with CLA Faculty and Research often and early

10. Candidate Documentation Required for Faculty Pool Approvals INTERIM POOL • Letters of Application • CV’s FINAL POOL • Letters of Application • CV’s • Letters of Recommendation • An Example of Applicant Scholarly or Creative Work

11. Pool Approval Process • Determine applicants moving forward in the search • Prepare required pool documentation • Communicate with applicants who are not moving forward • Change statuses appropriately prior to submitting the pool • Submit pool documentation for approval • Pools will not be reviewed or approved unless statuses are changed and documentation is complete

12. Required Hire Documentation • Academic Hiring Authorization Form • Draft offer letter • Summary of Search Process • Rationale for Selection of those applicants referred for interim or final pool • Candidate Names • Reasons of Non-Selection for ALL applicants • MUST be based on qualifications as posted in the requisition • Back-Up finalists, if applicable • All may be sent via email to HR/Faculty

13. Status Changes in People Admin • Change applicant statuses as the search progresses • Communicate with applicants as status changes are made • Status changes to make at pool approval: • Does Not Meet Selection Criteria • Faculty – Does not meet Qualifications (Required/Preferred) • P&A – Does not meet Required Qualifications • Incomplete Application • Referred for Further Review

14. Other Highlights • Use of consistent language • P&A vs. Faculty in Requisitions and Offer Letters • Faculty Travel Expense Reimbursement Form • http://www2.cla.umn.edu/admin/forms-docs.html • Indicate Requisition Number in all communications • Use of Series Codes • http://www1.umn.edu/ohr/toolkit/hiring/userguide/appendixc.html • P&A and Faculty blanket postings are required for all departments beginning Academic Year 08/09

15. Questions? CLA HR clahr@umn.edu