NHS Faculty NHS Faculty Search WorkshopSearch Workshop

September 22, 2008September 22, 2008

Initiating a SearchInitiating a Search

• Position Authorization Form (PAF)Position Authorization Form (PAF)

• Hiring Packet Checklist Hiring Packet Checklist 

• Charge to Search Committee Charge to Search Committee 

• Search Committee Membership ListSearch Committee Membership List

• Recruitment PlanRecruitment Plan

• Screening CriteriaScreening Criteria

• Vacancy AnnouncementVacancy Announcement

• Short Vacancy AnnouncementShort Vacancy Announcement

Initiating a SearchInitiating a SearchFilesFiles

Search FileSearch File – contains all documents related to – contains all documents related to the searchthe search

Applicant FilesApplicant Files – one for each candidate, should – one for each candidate, should contain contain • Applicant checklist formApplicant checklist form• Submitted candidate materialsSubmitted candidate materials• All written correspondence with candidates All written correspondence with candidates

including email messagesincluding email messages• All screening materials – committee screening All screening materials – committee screening

forms, response to interview questionsforms, response to interview questions

Initiating a SearchInitiating a SearchAdsAds

• Get them published ASAPGet them published ASAP

• Use outlets other than print mediaUse outlets other than print media

• ListservsListservs

• Electronic news boardsElectronic news boards

• Personal contacts via phone and emailPersonal contacts via phone and email

• Professional meetingsProfessional meetings

Ensuring a Diverse PoolEnsuring a Diverse Pool

• Current & former faculty recommendationsCurrent & former faculty recommendations

• Major players in the field – publishers, Major players in the field – publishers,

speakers speakers 

• Professional associations – journals, meetingsProfessional associations – journals, meetings

• Relevant professional community Relevant professional community

organizationsorganizations

• Strong university programs Strong university programs

Conflict of InterestConflict of Interest• A situation when one has competing professional or A situation when one has competing professional or

personal interests. Such competing interests can personal interests. Such competing interests can make it difficult to fulfill his or her duties impartially make it difficult to fulfill his or her duties impartially

• May not be unethical, illegal, or improperMay not be unethical, illegal, or improper

• Nepotism – showing favoritism toward relatives and Nepotism – showing favoritism toward relatives and friends, based upon that relationship, rather than on friends, based upon that relationship, rather than on an objective evaluation of ability, merit, or suitabilityan objective evaluation of ability, merit, or suitability

COI ExamplesCOI Examples• Current or former graduate studentsCurrent or former graduate students

• Current or former term/part-time instructorsCurrent or former term/part-time instructors

• Others of close associationOthers of close association

• These candidates should not be advantaged or These candidates should not be advantaged or disadvantageddisadvantaged

• If you have a COI you should not serve on the search If you have a COI you should not serve on the search committeecommittee

Search Chair/AAEO Search Chair/AAEO ResponsibilitiesResponsibilities

• Examine size, quality, and diversity of pool Examine size, quality, and diversity of pool immediately before initiating screening process immediately before initiating screening process using PeopleAdmin datausing PeopleAdmin data

• Share result of this analysis with the Hiring Share result of this analysis with the Hiring Authority and Dean to determine if pool is Authority and Dean to determine if pool is sufficient to proceedsufficient to proceed

Reviewing ApplicationsReviewing Applications

• Use your screening criteriaUse your screening criteria

• Always conduct phone interviews of short list Always conduct phone interviews of short list candidatescandidates

• Always use a script of approved questionsAlways use a script of approved questions

• Take notes of candidate responsesTake notes of candidate responses

Candidate CourtesyCandidate Courtesy

• Correspondence is the first impression Correspondence is the first impression candidates have of the university, so be polite candidates have of the university, so be polite and timelyand timely

• Always acknowledge receipt of candidate Always acknowledge receipt of candidate materials with a quick emailmaterials with a quick email

• Let candidates know if their application is Let candidates know if their application is incompleteincomplete

• When the search is completed please send a When the search is completed please send a thank you note announcing that the position has thank you note announcing that the position has been filledbeen filled

Interview ProtocolInterview Protocol• Candidate travel - in consultation with the hiring Candidate travel - in consultation with the hiring

authority to ensure cost controlauthority to ensure cost control

• You make lodging reservationYou make lodging reservation

• Meet the candidate at the airport and transport to Meet the candidate at the airport and transport to GreeleyGreeley

• You may use a shuttle service to return the You may use a shuttle service to return the candidate to the airport, but it is preferred to candidate to the airport, but it is preferred to transport directlytransport directly

• Always designate a host for transport to/from Always designate a host for transport to/from campuscampus

Don’t AskDon’t Ask

• Race, ethnic, national origin - do ask Race, ethnic, national origin - do ask candidates you wish to interview whether they candidates you wish to interview whether they are legally authorized to work in the U.S.are legally authorized to work in the U.S.

• Social, political, union, and religious affiliationSocial, political, union, and religious affiliation

• Disability, how many sick days have you used, Disability, how many sick days have you used, drug use, etc.drug use, etc.

• AgeAge

Don’t AskDon’t Ask• Gender, sexual orientation, or marital status – Gender, sexual orientation, or marital status –

includes spouse, children, pregnancy, includes spouse, children, pregnancy, childcare needs, etc.childcare needs, etc.

• Military Status, Financial StatusMilitary Status, Financial Status

• Arrest or Criminal Record – HR will conduct a Arrest or Criminal Record – HR will conduct a background checkbackground check

• Legal Off-duty Activities - such as smoking, Legal Off-duty Activities - such as smoking, drinking, etc.drinking, etc.

Don’t AskDon’t Ask

• Salary – don’t ask the candidate and refer Salary – don’t ask the candidate and refer candidate questions about salary to your candidate questions about salary to your school directorschool director

• Start up – this will be negotiated with the Start up – this will be negotiated with the school director in consultation with the Deanschool director in consultation with the Dean

Search Chair/AAEO Search Chair/AAEO ResponsibilitiesResponsibilities

• Candidate filesCandidate files

• Copy of published adsCopy of published ads

• List of candidatesList of candidates

• Applicant question responses from each Applicant question responses from each committee membercommittee member

• Minutes from all committee meetingsMinutes from all committee meetings

Search Chair/AAEO Search Chair/AAEO ResponsibilitiesResponsibilities

• Provide evidence for why underrepresented Provide evidence for why underrepresented candidates (gender, minorities, etc.) were not candidates (gender, minorities, etc.) were not interviewedinterviewed

• Provide evidence for why the candidate of Provide evidence for why the candidate of choice is superior to all other applicantschoice is superior to all other applicants

Closing a SearchClosing a Search

• Candidate Exit Interview Questions – AAEO repCandidate Exit Interview Questions – AAEO rep

• Contract Offer/Position Finalists Form – Hiring Contract Offer/Position Finalists Form – Hiring AuthorityAuthority

• Search Chair AAEO Check Off List – Search Search Chair AAEO Check Off List – Search ChairChair

Questions?Questions?