1

NHS Faculty NHS Faculty Search WorkshopSearch Workshop

September 5, 2013September 5, 2013

Initiating a Faculty SearchInitiating a Faculty SearchRequired DocumentsRequired Documents

1.1. Position Authorization Form (PAF)Position Authorization Form (PAF)

2.2. Recruitment PlanRecruitment Plan

3.3. Vacancy AnnouncementVacancy Announcement

4.4. Short Vacancy AnnouncementShort Vacancy Announcement

5.5. Charge to Search Committee Charge to Search Committee 

6.6. Screening CriteriaScreening Criteria

7.7. Candidate Ranking FormCandidate Ranking Form

For Other Exempt PositionsFor Other Exempt Positions

Also need:Also need:

7.7. Position Description Questionnaire Position Description Questionnaire

(PDQ) and Organizational Chart(PDQ) and Organizational Chart

8.8. Exemption Request FormExemption Request Form

9.9. Direct Appointment FormDirect Appointment Form

Initiating a Faculty SearchInitiating a Faculty SearchPeopleAdminPeopleAdmin

1.1. Unit leaders submit all required documents Unit leaders submit all required documents to NHS Associate Dean for reviewto NHS Associate Dean for review

2.2. NHS approved documents loaded into NHS approved documents loaded into People Admin by Debbie Pirera who notifies People Admin by Debbie Pirera who notifies Search Chair and Search Admin of log-in & Search Chair and Search Admin of log-in & passwordpassword

3.3. Documents move through University’s Documents move through University’s approval queue (HR, Budget Office, Provost)approval queue (HR, Budget Office, Provost)

4.4. Once Provost approves searchOnce Provost approves search Debbie Pirera sends notification Debbie Pirera sends notification Search chairs forward URL, log-in & password to Search chairs forward URL, log-in & password to

committeecommittee NHS posts Vacancy Announcements and places NHS posts Vacancy Announcements and places

adsads

Initiating a SearchInitiating a SearchAdsAds

• College advertises in the Chronicle of Higher Ed, College advertises in the Chronicle of Higher Ed, Diverse Issues and Hispanic OutlookDiverse Issues and Hispanic Outlook

• Units advertise in discipline-specific venuesUnits advertise in discipline-specific venues• Make it a priority to have ads published ASAPMake it a priority to have ads published ASAP• Use outlets other than print mediaUse outlets other than print media

ListservesListserves Electronic news boardsElectronic news boards Personal contacts via phone and emailPersonal contacts via phone and email Professional meetingsProfessional meetings

Follow recently disseminated candidate recruitment Follow recently disseminated candidate recruitment

expense procedures from Academic Affairsexpense procedures from Academic Affairs

Initiating a SearchInitiating a SearchFilesFiles

Search File Search File –all documents related to the search–all documents related to the search• Recruitment AdsRecruitment Ads• Selection criteria/Screening CriteriaSelection criteria/Screening Criteria• Interview questions (Phone, In-Person) Interview questions (Phone, In-Person) • Reference check questionsReference check questions• Minutes for search committee meetingsMinutes for search committee meetings

Applicant Files Applicant Files – one for each candidate– one for each candidate• Applicant checklist formApplicant checklist form• Candidate materials not submitted on-lineCandidate materials not submitted on-line• All written correspondence with candidates including All written correspondence with candidates including

email messagesemail messages• All screening materials – committee screening forms, All screening materials – committee screening forms,

response to interview questionsresponse to interview questions

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, Professional associations – journals,

meetingsmeetings

• 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 A situation when one has competing professional

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

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

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

COI ExamplesCOI Examples

• A search committee member who is a candidateA search committee member who is a candidate

• A search committee member who provides a A search committee member who provides a letter of referenceletter of reference

• A search committee member who has a relative A search committee member who has a relative or close associate as a candidateor close associate as a candidate

• A search committee member who has a A search committee member who has a financial interest/stake in a candidatefinancial interest/stake in a candidate

COI ExamplesCOI Examples

• A search committee member who discriminates A search committee member who discriminates based on:based on:

racerace colorcolor

national originnational origin ancestryancestry

marital statusmarital status pregnancypregnancy

medical conditionmedical condition disabilitydisability

gendergender ageage

creedcreed religionreligion

sexual orientationsexual orientation veteran status veteran status political affiliationpolitical affiliation

COI ExamplesCOI Examples

• Candidates should not be advantaged or Candidates should not be advantaged or disadvantaged by association with a search disadvantaged by association with a search committee membercommittee member

• If you have a known COI you should not serve on If you have a known COI you should not serve on the search committeethe search committee

• If a COI occurs during the search process you are If a COI occurs during the search process you are obligated to discuss the situation with the unit obligated to discuss the situation with the unit leaderleader

Hiring Authority/AAEO Hiring Authority/AAEO Screening ResponsibilitiesScreening Responsibilities

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

• Compare the pool demographics with those Compare the pool demographics with those of your discipline for of your discipline for Gender and and EthnicityEthnicity

• Share result of this analysis with the Dean to Share result of this analysis with the Dean to determine if pool is sufficient to proceeddetermine if pool is sufficient to proceed

Reviewing ApplicationsReviewing Applications

• Use your screening criteriaUse your screening criteria

• Always conduct phone interviews and at least Always conduct phone interviews and at least two reference checks for short list candidatestwo reference checks for short list candidates

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

• Take notes of candidate responses – retain in Take notes of candidate responses – retain in candidate filecandidate file

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 incomplete prior to posted closing/initial incomplete prior to posted closing/initial review datereview date

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

Recommending Candidates Recommending Candidates for Interviewsfor Interviews

• Typically committee recommends 2-4 candidates Typically committee recommends 2-4 candidates for on-campus interviews to Unit Leaderfor on-campus interviews to Unit Leader

• Unit Leader forwards recommended candidates’ Unit Leader forwards recommended candidates’ files to Deanfiles to Dean• Hard copies of all required application materialsHard copies of all required application materials• Rationales for selection of candidatesRationales for selection of candidates• Explanation if under-represented applicants not in Explanation if under-represented applicants not in

interview poolinterview pool

• Once approval received from Dean, contact Once approval received from Dean, contact candidates to set-up interviewscandidates to set-up interviews

Interview ProtocolInterview Protocol• Candidate travel – arranged in consultation with the hiring Candidate travel – arranged in consultation with the hiring

authority to ensure cost control (see new recruitment authority to ensure cost control (see new recruitment expense procedures)expense procedures)

• Be sure to complete Travel Authorization and Official Be sure to complete Travel Authorization and Official Function forms prior to travel Function forms prior to travel

• Remind search committee members and candidate to Remind search committee members and candidate to retain all receipts for meals, parking, etc.retain all receipts for meals, parking, etc.

• Unit makes lodging reservationUnit makes lodging reservation

• Meet the candidate at the airport and transport to GreeleyMeet the candidate at the airport and transport to Greeley

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

• Always designate a host for transport to/from campus and Always designate a host for transport to/from campus and between on-campus meetingsbetween on-campus meetings

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 unit leaderunit leader

• Start up – this will be negotiated with the Start up – this will be negotiated with the unit leader in consultation with the Deanunit leader 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 to Director/Chair for why Provide evidence to Director/Chair for why underrepresented candidates (gender, underrepresented candidates (gender, minorities, etc.) were not interviewedminorities, etc.) were not interviewed

• 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

Making an OfferMaking an Offer• Director/Chair consults closely with Dean to Director/Chair consults closely with Dean to

establish offer parameters that will be establish offer parameters that will be discussed with the candidate and discussed with the candidate and recommended to the Provostrecommended to the Provost

• Unit Leader contacts candidate to discuss offerUnit Leader contacts candidate to discuss offer

• Candidate typically provided up to one week for Candidate typically provided up to one week for negotiation and/or responsenegotiation and/or response

• Elements of offer recommended by Dean to Elements of offer recommended by Dean to Provost who will make formal offerProvost who will make formal offer

Closing a SearchClosing a SearchAAEO Rep AAEO Rep - send to HR- send to HR• Candidate Exit Interview Questions – AAEO Candidate Exit Interview Questions – AAEO

reprep• AAEO Closing SheetAAEO Closing Sheet

Search Chair – Provide to Hiring Authority who Search Chair – Provide to Hiring Authority who will forward to Dean’s Officewill forward to Dean’s Office

• Search Chair Closing SheetSearch Chair Closing Sheet• All items on Search Chair Closing SheetAll items on Search Chair Closing Sheet• Position Finalists FormPosition Finalists Form• Hard copies of finalists filesHard copies of finalists files

Questions?Questions?