Faculty Search and Screen Procedures
(Approved by Faculty Senate May 1, 1995)
1. Identifying and Budgeting Positions
Requests for creating new positions will be made by units during the budget-making process as part of their planning documents. When an existing position becomes vacant, unit heads will notify the Chancellor and appropriate Vice Chancellor and submit a justification for refilling the position, modifying the position (e.g., changing a faculty line from one discipline to another), or dropping the position.
The Budget Advisory Committee and the Faculty Budgetary Affairs Committee will review the requested new positions and vacant existing positions. Each will develop a list recommending an order in which the position should be filled.
The Chancellor will consider the recommendations of the Budget Advisory Committee and the Faculty Budgetary Affairs Committee and will consult with the Cabinet and the Academic Council. The Chancellor will decide which new positions will be budgeted and which existing vacant positions will be filled, modified or dropped. The Chancellor may create personnel lines without specifying at this point the academic disciplines or support areas to receive the lines. The Chancellor will provide a written report to the Cabinet, the Academic council, and the Faculty Senate President summarizing the reasons for the budgeting decisions.
2. Setting Affirmative Action Goals
At the beginning of each fiscal year, the Chancellor will set affirmative action goals for the campus and communicate them to the Cabinet, the Academic Council, and the presidents of the Faculty Senate, Professional Staff Council, and Staff Council.
3. Authorization to Search
Within the first two months of a new fiscal year, the Chancellor will consult with the Cabinet, the Academic Council, unit heads, and others that the Chancellor determines appropriate. Following this consultation, the Chancellor will decide on the positions for which searches are authorized. The Chancellor may authorize a search to fill a vacated existing position at any time during the year.
4. Search and Screen Committees
Once a unit has been authorized to conduct a search, the unit head will organize a search and screen committee. For faculty positions, a majority of the search and screen committee will normally consist of faculty from the unit. Whenever possible the committee should include minority faculty from that unit. (Minority here is defined according to federal guidelines.) Unit heads will notify the appropriate Vice Chancellor of the members of each search and screen committee, each committee chair, and the committee charge. The committee charge will specify the position to be filled, the justification for the position, the general qualifications for the position, and the affirmative action goals of the campus. The Faculty Senate will appoint or elect an Affirmative Action Liaison of faculty rank who will work with the search and screen committee to ensure affirmative action guidelines are met. If the Affirmative Action Officer is of Faculty Rank then the Faculty Senate may choose to have this person serve as Faculty Liaison also.
5. Review of Affirmative Action Procedures
The Affirmative Action Officer will meet with the search and screen committee, the Affirmative Action Faculty Liaison, and appropriate unit heads to review affirmative action goals, distribute and discuss search and screen procedures, and describe and clarify limitations on the search process arising from state and federal laws. Search and screen committees and unit heads should provide the Affirmative Action Officer with any pertinent data collected and published by professional associations relevant to the position that will not normally come to the attention of the Affirmative Action Officer.
6. Position Descriptions and Recruitment Plans
The department will write a set of affirmative action goals for each year in which a search occurs. These should be consistent with the goals set forth by the Chancellor. Each search and screen committee will define the primary responsibilities of the position for which a search is being conducted. The committee will then describe the qualifications that a successful candidate will be expected to have in order to fulfill the responsibilities of the position. The committee may choose to define the secondary responsibilities of a position and the qualifications necessary to meet those responsibilities. These criteria will become the primary ones used in the initial screening of candidates. Each search and screen committee will develop a recruitment plan that specifies the places in which openings will be advertised and other activities that will be undertaken to develop a diverse pool of applicants. Recruitment plans will include advertising in publications targeted toward minority populations and, when appropriate, contacting institutions with significant numbers of minority graduate students.
Each committee will also develop appropriate advertisements to be used in the search. Advertisements must include the primary responsibilities of the position, the necessary qualifications of applicants, and the campus commitment to affirmative action. Advertisements may include a description of secondary responsibilities and qualifications.
Each committee will submit its draft recruitment plan and advertisements to the appropriate unit head (and in Arts and Sciences to the appropriate department chair). The unit heads will transmit the plans with their comments to the Affirmative Action Officer, the appropriate Vice Chancellor and the Chancellor.
7. Recruitment Plan Review
The Affirmative Action Officer, the appropriate Vice Chancellor, and the Chancellor will review the recruitment plans and the advertisements to evaluate their potential for meeting campus needs and affirmation action goals. The Vice Chancellor for Administration and Finance will be consulted concerning the costs associated with the recruitment plans. Unit heads and search and screen committee chairs will be notified in writing whether the plans and advertisements have been approved or not.
Recruitment plans and advertisements that are not approved will be returned to the committee that developed them with a written explanation of the concerns of the reviewers. The committee may respond to these concerns by modifying the recruitment plan and advertisements and submitting the revised versions for review or by developing a report justifying the initial plan and advertisements and requesting another review.
8. Search Activities
Once approval has been given to the recruitment plan and advertisements, the search and screen committee will place the advertisement and begin other search activities, such as writing letters and making phone calls.
9. Affirmative Action Review of Applicant Pool
After the advertised deadline for a position, the Affirmative Action Officer will prepare a report analyzing the total pool of applications received, specifying the total number of applicants and the number of percentage of applicants from under represented groups. This report will be sent to the Chancellor, the appropriate Vice Chancellor, unit head, and the chair of the search and screen committee for the position. (If the position is in Arts and Sciences, the appropriate department chair will also review the report.) The Faculty Liaison will also send a report to those mentioned above about the extent to which Affirmative Action procedures have been followed.
10. Review of Applicants
On the basis of the reports of the Faculty Liaison, the Affirmative Action Officer, the Vice Chancellor will decide if an applicant pool represents the desired diversity. The Vice Chancellor will notify the unit head and the committee chair in writing whether a search may continue. If the decision is negative, then the Vice Chancellor will meet with the unit head and the search and screen committee to decide to develop a new recruitment plan, halt the search, or request a further review of the existing pool. (If the position is in Arts and Sciences, the appropriate department chair will be involved in all discussions.)
11. Selection of Qualified Applicants
Following the approval by the appropriate Vice Chancellor, the search and screen committee will review all applications and identify all applicants that possess the qualifications necessary to perform the primary responsibilities of the position. The list of qualified applicants will be submitted to the Affirmative Action Officer and the Faculty Liaison with rationale for exclusion of all or any candidate.
12. Affirmative Action Review of Qualified Applicants
The Faculty Liaison and the Affirmative Action Officer will prepare a written reports to the Chancellor the appropriate Vice Chancellor, the unit head, and the chair of the search and screen committee stating whether the list of qualified applicants is diverse and reflective of the pool of potential applicants. The Affirmative Action Officer and the Faculty Liaison will make this determination based on available evidence regarding the diversity of the national pool in the relevant field. (if the position is in Arts and Sciences, the appropriate department chair will also receive the report.) If the list is determined to under-represent diversity then the search and screen committee may reevaluate applicants who were not initially deemed qualified.
13. Vice Chancellor's Action
Based on the Affirmative Action Officer's report, the Vice Chancellor will notify the chair of the search and screen committee and the unit head in writing whether a search may continue. If the decision is negative, the Vice Chancellor will convene a meeting of the entire search and screen committee with the appropriate unit head, the Affirmative Action Officer and the Faculty Liaison. If the position is in Arts and Sciences, the appropriate department chair will receive a copy of the approval notice or be involved in discussions.)
If a meeting with the search and screen committee is called, the Vice Chancellor will discuss what activities have been undertaken to produce the current applicant pool. Based on these discussions, the Vice Chancellor will give authority to move ahead with the existing pool of applicants, re-open the search, or cancel the search. If the Vice Chancellor chooses the last option, the Chancellor may authorize a search to fill a position lower on the priority list developed earlier in the process, or the Chancellor may decide to defer the search for the original position until the following year.
14. Selection of Short List of Candidates
If the Vice Chancellor gives approval for a search to continue, the search and screen committee will review the qualified applicants and normally select three to five candidates to be interviewed.
15. Review of Short List of Candidates
The short list of candidates will be sent in writing to the Chancellor, the appropriate
Vice Chancellor, the head of the appropriate unit, and the Affirmative Action Officer,
who will review and comment. (If the position is in Arts and Sciences, the appropriate department chair will also receive the list of candidates.)
The Affirmative Action Officer will prepare a written report to the Chancellor, the appropriate Vice Chancellor, the unit head, and the chair of the search and screen committee stating to what extent the short list of candidates reflects the pool of qualified applicants and meets he campus affirmative action goals.
16. Chancellor's Decision
The Chancellor will review the report of the Affirmative Action Officer and other documents relating to the search. Following this review and consultation with others, the Chancellor will grant or deny approval to interview and communicate this decision in writing to the chair of the search and screen committee and the appropriate Vice Chancellor and unit head. (if the position is in Arts and Sciences, the appropriate department chair will also receive a copy of the decision.) The Chancellor may deny a search and screen committee permission to interview because candidates on the short list do not reflect the list of qualified and do not meet the campus affirmative action goals. In this situation, the Affirmative Action Officer will provide the search and screen committee with a list of individuals from under represented groups among the qualified applicants previously identified by the search and screen committee. The committee will review these applicants once more to identify any candidate who might be added to the short list. The committee will provide a written narrative to explain why any individual from an under represented group was not chosen for the short list. The committee will submit a second short list for consideration as in #14 above.
17. Campus Interviews
Once the Chancellor approves the short list of candidates, the search and screen committee will schedule campus interviews for the individuals on the list. Candidates invited to campus for interviews will have occasion to meet with the search committee, members of the hiring unit, the unit head, the appropriate Vice Chancellor and the Chancellor (whenever possible), and other individuals as appropriate.
18. Committee Recommendations
Following campus interviews of all candidates from the short list, the search and screen committee will meet to develop its recommendations. The recommendation report of the committee will indicate the strengths and weaknesses of each candidate and list the candidates in priority order (rank order of preference and rationale for same). Candidates who appear to the committee to be unacceptable for the position would be noted with an explanation of the grounds for reaching this decision. The Faculty Liaison and the Affirmative Action Officer may be invited to this meeting by the search and screen committee. The committee's report will be sent to the head of the hiring unit, the appropriate Vice Chancellor, the Faculty Liaison, and the Affirmative Action Officer. (if the position is in Arts and Sciences, the committee's report should go first to the chair of the hiring department before going on to the Dean of Arts and Sciences).
19. Unit Head's Recommendation
The unit head will prepare a written report giving reasons for supporting the committee report or opposing the recommendations of the committee. The report of the unit head will be sent to the appropriate Vice Chancellor and to the Affirmative Action Officer.
20. Affirmative Action Officer's Recommendation
The Affirmative Action Officer will respond to the recommendation of the search and screen committee in writing. This response should indicate how the recommendation reflects and affects the affirmative action goals of the hiring unit and the campus. The response of the Affirmative Action Officer will be transmitted to the appropriate vice Chancellor and the Chancellor.
21. Vice Chancellor's Recommendation
The Vice Chancellor will prepare a written response to the recommendation reports of the committee and the unit head. The Vice Chancellor's response, the committee's report, and the recommendation of the unit head will be sent to the Chancellor.
22. Chancellor's Response
The Chancellor will consider the report of the committee and the responses of the unit head, Vice Chancellor, and Affirmative Action Officer. (In Arts and Sciences, the chair of the hiring department may make a separate recommendation.) Based on these documents and consultations with individuals of the Chancellor's choice, the Chancellor will approve or deny the making of an offer of employment to a named candidate. (if the position is in Arts and Sciences, the chair of the appropriate department will also receive a copy of the Chancellor's decision.)
In denying approval, the Chancellor will explain in writing the reasons for the decision to the search and screen committee, unit head, appropriate Vice Chancellor, and Affirmative Action Officer. The search and screen committee may meet with the Chancellor to discuss the search results and the disposition of the vacant position. The Chancellor may suggest a reconsideration of all applicants for the position, decide to defer filling the position until the next year, approve a re-advertising of the position, or move the personnel line to another unit or discipline and allow that unit or discipline to search.
23. Offer of Employment
Once the Chancellor approves a named candidate, an offer of employment will be made by the appropriate Vice Chancellor, or the unit head.
If an individual to whom an offer of employment has been made rejects the offer, then the Chancellor will be informed by the person who made the offer and a request may be made to make an offer to another candidate according to the recommendations and affirmative action review made earlier. The chair of the search and screen committee, the unit head, the appropriate Vice Chancellor, and the Affirmative Action Officer will also be notified. (If the position is in Arts and Sciences, the chair of the appropriate department will also be informed.)