Penn State UniversityPenn State UniversityAffirmative Action OfficeAffirmative Action Office

Search Committee BriefingSearch Committee Briefing

Kenneth Lehrman III, Ph.D., J.D., DirectorKenneth Lehrman III, Ph.D., J.D., Director

Suzanne Adair, Ph.D., Suzanne Adair, Ph.D.,

Professional Development SpecialistProfessional Development Specialist

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PurposePurpose

Understand Penn State’s commitment Understand Penn State’s commitment and obligations to aa/eeoand obligations to aa/eeo

Understand role of search committees Understand role of search committees in meeting this commitment and in meeting this commitment and obligationobligation

Discuss consistent and equitable Discuss consistent and equitable practices to ensure a diverse pool of practices to ensure a diverse pool of applicants in every searchapplicants in every search

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Legal Framework and Legal Framework and DefinitionsDefinitions

Title VII of the Civil Rights Act of Title VII of the Civil Rights Act of 19641964

The Americans with Disabilities Act The Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1990 and the Rehabilitation Act of 1973of 1973

Executive Order 11246 of 1965Executive Order 11246 of 1965

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Key ConceptsKey Concepts

Equal Employment OpportunityEqual Employment Opportunity: The : The legally protected right of all people to be legally protected right of all people to be evaluated on ability and potential to evaluated on ability and potential to perform a jobperform a job

Affirmative ActionAffirmative Action: Good faith efforts : Good faith efforts to eliminate barriers in recruiting, hiring, to eliminate barriers in recruiting, hiring, promoting and retaining minorities, promoting and retaining minorities, women, people with disabilities, and women, people with disabilities, and Vietnam-era veteransVietnam-era veterans

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Roles and ResponsibilitiesRoles and Responsibilities

Affirmative Action OfficeAffirmative Action Office

Dean/Department HeadDean/Department Head

Search Committee Chair Search Committee Chair

Search Committee MembersSearch Committee Members

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The The Affirmative Affirmative

Action OfficeAction Office Implements the Implements the

University’s legal duties University’s legal duties as an aa/eeo employeras an aa/eeo employer

Establishes a framework Establishes a framework that provides all that provides all candidates fair and candidates fair and consistent treatment consistent treatment throughout the hiring throughout the hiring processprocess

Offers advice on best Offers advice on best practices for promoting practices for promoting diversity in the search diversity in the search processprocess

Notifies the Affirmative Notifies the Affirmative Action Office when a search Action Office when a search is authorizedis authorized

Appoints committees that Appoints committees that reflect the diversity of the reflect the diversity of the departmentdepartment

Provides the search chargeProvides the search charge

Emphasizes the value of Emphasizes the value of diversitydiversity

Defines the extent of the Defines the extent of the committee’s authority and committee’s authority and dutiesduties

Dean/Dean/Department Department

HeadHead

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Search Search Committee Committee

ChairChair Ensures that all applicants Ensures that all applicants

are considered fairly are considered fairly throughout the processthroughout the process

Understands and Understands and communicates communicates departmental affirmative departmental affirmative action goalsaction goals

Establishes consistent Establishes consistent protocols and proceduresprotocols and procedures

Emphasizes the Emphasizes the importance of importance of confidentialityconfidentiality

Understand and keep in Understand and keep in mind the department’s mind the department’s affirmative action goalsaffirmative action goals

Identify and Identify and activelyactively recruit recruit highly qualified candidates highly qualified candidates from diverse populationsfrom diverse populations

Make personal contacts, Make personal contacts, and encourage candidates and encourage candidates to applyto apply

Refer all external inquiries Refer all external inquiries to the chair of the to the chair of the committeecommittee

Search Search Committee Committee MembersMembers

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The Search ProcessThe Search Process PlanningPlanning

AdvertisingAdvertising

RecruitingRecruiting

Initial ScreeningInitial Screening

Reviewing Diversity of “Short List”Reviewing Diversity of “Short List”

Preparing for Campus VisitsPreparing for Campus Visits

Interviewing FinalistsInterviewing Finalists

Considerations for Determining “Best Qualified”Considerations for Determining “Best Qualified”

Recommending the Top CandidateRecommending the Top Candidate

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Planning and AdvertisingPlanning and Advertising

Discuss position in light of future direction of the Discuss position in light of future direction of the departmentdepartment

Develop consensus on screening criteria, including Develop consensus on screening criteria, including intellectual and cultural diversityintellectual and cultural diversity

Use flexible terms like “should” rather than “must”Use flexible terms like “should” rather than “must”

Use rolling rather than fixed deadlinesUse rolling rather than fixed deadlines

Send copy of proposed announcement and Send copy of proposed announcement and recruitment strategy to AAO recruitment strategy to AAO priorprior to posting to posting

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Recruiting - Recruiting - AggressivelyAggressively NETWORKNETWORK: internally and externally: internally and externally

Make personal contacts at professional conferencesMake personal contacts at professional conferences

Maintain ongoing list of recipients of post-docs, Maintain ongoing list of recipients of post-docs, awards, fellowshipsawards, fellowships

Solicit nominees from departments at institutions Solicit nominees from departments at institutions that serve high proportions of traditionally that serve high proportions of traditionally underrepresented groupsunderrepresented groups

Evaluate diversity in pool by consulting “applicant Evaluate diversity in pool by consulting “applicant pools” on AAO home page at: pools” on AAO home page at: http://www.affirmativeaction.psu.eduhttp://www.affirmativeaction.psu.edu

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Initial ScreeningInitial Screening

Reaffirm consensus on selection criteriaReaffirm consensus on selection criteria

Be sensitive to biases in evaluation Be sensitive to biases in evaluation that can inadvertently screen out that can inadvertently screen out otherwise competitive candidates:otherwise competitive candidates:

non-traditional career pathsnon-traditional career paths research journal elitismresearch journal elitism graduate school elitismgraduate school elitism breaks in research recordbreaks in research record

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Review Diversity of “Short List”Review Diversity of “Short List”

If department is underrepresented for minorities If department is underrepresented for minorities and/or women, complete the and/or women, complete the Short List Approval Short List Approval FormForm and return to AAO prior to inviting and return to AAO prior to inviting candidates for interviewscandidates for interviews

Share short list (and affirmative action data) Share short list (and affirmative action data) with department head and deanwith department head and dean

When department is underrepresented, When department is underrepresented, affirmative action data may be used to break a affirmative action data may be used to break a tie between candidates that are ostensibly tie between candidates that are ostensibly equally well qualifiedequally well qualified

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Preparing for Campus VisitsPreparing for Campus Visits

When arranging interviews, explore the When arranging interviews, explore the candidate’s possible need for reasonable candidate’s possible need for reasonable accommodation for a disability. Ask (only): “Will accommodation for a disability. Ask (only): “Will you need any special accommodations for your you need any special accommodations for your interview?”interview?”

Whether or not the candidate requests an Whether or not the candidate requests an accommodation, ensure that interviews, accommodation, ensure that interviews, presentations, lodging and dining arrangements presentations, lodging and dining arrangements are mobility accessible are mobility accessible

Maintain a physical environment that Maintain a physical environment that demonstrates that Penn State values diversity and demonstrates that Penn State values diversity and inclusivenessinclusiveness

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Interviewing Finalists Interviewing Finalists

Be careful not to ask inappropriate questions Be careful not to ask inappropriate questions regarding marital status, age, religion, race, regarding marital status, age, religion, race, ethnicity, disability, ethnicity, disability, etc.etc.

Be prepared to respond to inquires regarding Be prepared to respond to inquires regarding delicate issues. For example:delicate issues. For example:

Do not ask questions regarding a disability, but be willing to Do not ask questions regarding a disability, but be willing to respond to accommodation inquiries by informing candidates respond to accommodation inquiries by informing candidates that Penn State is committed to compliance with the ADA that Penn State is committed to compliance with the ADA

Afford underrepresented candidates the Afford underrepresented candidates the opportunity to meet privately with others who opportunity to meet privately with others who can provide relevant information and personal can provide relevant information and personal experienceexperience

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Determining “Best Qualified”Determining “Best Qualified”

Federal regulations governing equal opportunity Federal regulations governing equal opportunity andand affirmative action stipulate that an employer should hire “the affirmative action stipulate that an employer should hire “the best qualified” candidatebest qualified” candidate

Legally, the best qualified candidate must:Legally, the best qualified candidate must:

Meet minimum qualificationsMeet minimum qualifications Fit the substantive parameters of the position announcement, Fit the substantive parameters of the position announcement,

including rank, area of teaching and research concentrationincluding rank, area of teaching and research concentration

Beyond minimum requirements, “best qualified” is an open Beyond minimum requirements, “best qualified” is an open textured concept affording professionals significant latitudetextured concept affording professionals significant latitude

Excellence in teaching, research and service are the Excellence in teaching, research and service are the University’s top priorities: “excellence” must be understood in University’s top priorities: “excellence” must be understood in the context of an array of core values that define Penn Statethe context of an array of core values that define Penn State

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The Administrative ProcessThe Administrative Process Notify the Affirmative Action Office – Notify the Affirmative Action Office – Form AForm A

AAO provides availability estimates – AAO provides availability estimates – Form BForm B

Chair provides recruitment plan and proposed advertisement – Chair provides recruitment plan and proposed advertisement – Form BForm B

Receipt of application materialsReceipt of application materials

Sending the Sending the AA data cardAA data card

Reviewing the composition of the Reviewing the composition of the short listshort list

Documenting the search – Documenting the search – Form CForm C

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Administrative Process Flow ChartAdministrative Process Flow Chart

Dean/Department Head LevelTenure-Track Faculty Search Information

(Form A)

Advertising Tenure-Track Faculty

Search Information(Form B)

Search Committee Chair/Members

Planning the Search

Documenting the SearchTenure-Track Faculty

Search Information(Form C)

Screening/Reviewing(Short List Approval Form)

Receiving Application MaterialsAcknowledging Receipt

(Affirmative Action Data CardsWith search number)

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Documenting the SearchDocumenting the Search

Keep a record of the various iterations of the Keep a record of the various iterations of the position advertisement and the rationale behind position advertisement and the rationale behind the final versionthe final version

Maintain files for Maintain files for allall individuals who indicated an individuals who indicated an interest (even candidates with incomplete files interest (even candidates with incomplete files are legally considered “applicants”)are legally considered “applicants”)

Document the criteria used to screen applicants Document the criteria used to screen applicants beyond minimum qualificationsbeyond minimum qualifications

Document any additional criteria used to select Document any additional criteria used to select the short list and the list of finaliststhe short list and the list of finalists

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Documenting the SearchDocumenting the Search

Maintain the list of core questions utilized during Maintain the list of core questions utilized during the interviewthe interview

Provide a brief explanation for elimination of Provide a brief explanation for elimination of individual candidates selected for the short list individual candidates selected for the short list but not offered interviewsbut not offered interviews

Offer specific reasons for selection of the Offer specific reasons for selection of the successful candidate and others interviewed but successful candidate and others interviewed but not selectednot selected

Maintain records for at least three yearsMaintain records for at least three years

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After the Search: Retention After the Search: Retention StrategiesStrategies

Provide assistance to secure a smooth Provide assistance to secure a smooth transition in the new positiontransition in the new position

Campus TourCampus Tour

Community ResourcesCommunity Resources

Promote collegiality by developing Promote collegiality by developing activities which facilitate interactionactivities which facilitate interaction

Between group collaboration/networkingBetween group collaboration/networking

““Within” group collaboration/networkingWithin” group collaboration/networking

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After the Search: Retention After the Search: Retention StrategiesStrategies

Plan for change in the department’s Plan for change in the department’s culture and practices:culture and practices:

Recognize different styles of working and Recognize different styles of working and interactinginteracting

Address collegial issues when they arise:Address collegial issues when they arise: Clear strategies/guidelines for dealing with Clear strategies/guidelines for dealing with

conflict conflict

Address the “color” or “gender” blind notionAddress the “color” or “gender” blind notion

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After the Search: Retention After the Search: Retention StrategiesStrategies

Recognize issues that are unique to Recognize issues that are unique to minority faculty members:minority faculty members:

Representing the “group”Representing the “group” ““Shelving” themselvesShelving” themselves Balancing internal/external community Balancing internal/external community

serviceservice Guarding against excessive community serviceGuarding against excessive community service

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Mentoring: A Key StrategyMentoring: A Key Strategy

A Reciprocal Process: Impacts A Reciprocal Process: Impacts Recruitment Recruitment andand Retention Retention

Reduces the isolation and alienation of Reduces the isolation and alienation of being “the first” or “one of a few” within being “the first” or “one of a few” within a departmenta department

Sends a strong message of departmental Sends a strong message of departmental commitment to promoting diversity and commitment to promoting diversity and inclusioninclusion

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Mutual Respect & TrustMutual Respect & Trust

Commitment to overall goalsCommitment to overall goals

Willingness to learn about self and others:Willingness to learn about self and others:

StrengthsStrengths

ChallengesChallenges

Willingness to share power and privilegeWillingness to share power and privilege

Effective MentoringEffective Mentoring

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Do not assume that mentoring is Do not assume that mentoring is more beneficial when mentor and more beneficial when mentor and protégé are of the same gender, protégé are of the same gender, race/ethnicity, discipline, or share race/ethnicity, discipline, or share similar professional interests:similar professional interests:

AAcknowledge the differences/similaritiescknowledge the differences/similarities

BBecome comfortable asking questionsecome comfortable asking questions

CCreate safe spaces for learning to occurreate safe spaces for learning to occur

Effective MentoringEffective Mentoring

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A Final WordA Final Word

The process of recruiting and The process of recruiting and retaining a diverse faculty retaining a diverse faculty

population requires that we be population requires that we be open to and prepared for the open to and prepared for the

challenges that come with challenges that come with accomplishing our goals!accomplishing our goals!

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Questions??Questions??