Procedures for Adding or Refilling Any Unclassified Faculty Position
Overview of Process
- Approval to Add or Refill a Position and to Advertise for a Position—The department (or Unit) should prepare a Personnel Requisition Form which must be approved by the Dean, Provost/Vice President for Academic Affairs, Human Resources, and the Vice President for Finance & Administration.
- Development of Procedure for Recruitment—Upon approval to add or refill a position, the Department (or Unit) must meet with the Executive Assistant to the President/Chief Diversity Officer to develop a recruitment plan.
- Screening of Candidates and Selection of Interviewees—The Department (or Unit) and/or Search Committee shall review candidate application materials to determine those candidates to be interviewed.
- Affirmative Action Approval—Upon selection of principal candidates, the Department (or Unit) or Search Committee Chair shall meet with the Executive Assistant to the President/Chief Diversity Officer to verify the proper selection of principle candidates prior to invitation for interview.
- Request for Faculty Appointment—Upon successful completion of the recruitment process, the Department (or Unit) or Search Committee Chair shall complete the Request for Faculty Appointment form, obtain the approval of the Executive Assistant to the President/Chief Diversity Officer and then send the form to the Academic Dean for approval. The Academic Dean will consult with the Associate Vice President for Human Resources for verification of starting salary and verbal offer of employment. The Request for Faculty Appointment form will then be forwarded to the Provost/Vice President for Academic Affairs for approval.
- Background Check of Final Candidate—After the Provost/Vice President for Academic Affairs has approved the final candidate, the Academic Dean or designee shall contact the Director of Recruitment to arrange for the background check to be completed.
- Appointment Letter—Upon approval of the Request for Faculty Appointment, the President in consultation with the Associate Vice President for Human Resources shall prepare an Appointment Letter.
- Finalization of Search Process—The Department (or Unit) or Search Committee Chair shall finalize search materials and verify all candidate reimbursement forms, Affirmative Action forms, and other required documents are completed.
Approval for adding or refilling an unclassified faculty position is initiated by the Chairperson of a Department or Head of a Unit before the end of the Spring Semester. The Personnel Requisition Form can be used to initiate the request for a position. In addition to the Personnel Requisition, this request should include the following information:
- Justification - For instructional departments - the request should detail the departmental need with both curricular and workload justification. For administrative, library, athletic or counselor areas - analysis of workload justification is sufficient.
- Position Description - All requests should contain a proposed position description for advertising and/or posting. The Chairperson's request should be forwarded to the appropriate Academic Dean. The Academic Deans shall make their recommendation to the Provost/Vice President for Academic Affairs sometime during the summer months (June, July, and August). The Provost/Vice President for Academic Affairs shall make the final decision regarding position allocation. Approval/disapproval of position allocation will be communicated by the Provost/Vice President for Academic Affairs, in consultation with the Associate Vice President for Human Resources, to the Academic Dean, and Chairperson or Unit Head, with appropriate instructions no later than September 1st. Positions approved to be filled will be allocated for the following academic year, unless noted differently.
Note: Requests for refilling unexpected vacancies may be made as soon as they are known to the department or unit.
An Affirmative Action Recruitment and Hiring Plan must be developed jointly between the Chairperson or Unit Head and the Executive Assistant to the President/Chief Diversity Officer. Forms and format for the Affirmative Action Report, that must be submitted prior to formal interviews, will be reviewed in the Plan's development (see D. below). Upon approval to advertise, Human Resources, in consultation with the Chairperson or Unit Head will finalize with the Executive Assistant to the President/Chief Diversity Officer a job description/position announcement and composition of the Search Committee. The President reserves the right to have representatives on all University Search Committees and/or to approve the membership of all such committees. Only minimum acceptable qualifications should be used in the job description. Recruitment sources will include present adjunct faculty, women, and minorities (the Executive Assistant to the President/Chief Diversity Officer shall provide information on sources for candidates), and advertising in appropriate publications.
The screening of candidates should be carried out by a search committee according to a predetermined procedure of the department or unit. The Executive Assistant to the President/Chief Diversity Officer is available to help develop such procedures. Screening should be accomplished by the same search committee members to provide realistic comparison and to address each of the following consistently:
- Uniform Method - A uniform method to evaluate all candidates should be used, based only on appropriate job-related qualifications. Differential criteria of competence are not to be applied to male and female candidates or to majority and minority candidates.
- In-person Questioning- Only those questions which elicit information of an individual's qualifications for employment are to be asked.
Note: Strong consideration should be given by the search committee to having the Executive Assistant to the President/Chief Diversity Officer brief the committee at the onset of the search as to affirmative action and equal opportunity concerns.
- Following the department or unit search and evaluation, one or several candidates may be chosen to be interviewed by the Academic Dean and Provost/Vice President for Academic Affairs. Once these principal candidates have been identified, each should be informed by the search committee chair to send an official transcript from the institution of their highest degree to the department or unit.
- Prior to the submission of the name(s) of the principal candidates(s) to the Academic Dean and the Provost/Vice President for Academic Affairs, the head of the search committee must submit the Affirmative Action Report to the Executive Assistant to the President/Chief Diversity Officer. This report includes:
a. Applicant Data Chart - summary of the results of the search procedure.
b. Affirmation Action Data Sheet - distribution of candidates by minority status and gender.
c. All applications and resumes.
d. The basis and reason for final decisions on principal candidates, including the results of the examination of documents, academic credentials, and interviews.
- The Executive Assistant to the President/Chief Diversity Officer will review all information and notify the Provost/Vice President for Academic Affairs, Human Resources, and the head of the search committee that the report has been reviewed and accepted and that final interviews may be arranged. With this approval, the head of the search committee should assemble the following materials for each principal candidate and present them to the Dean or Director prior to the interview:
b. Official transcript (or unofficial transcript while official transcript is being requested).
- Following the Academic Dean's interview, the materials (resume and transcripts) will be provided to the Provost/Vice President for Academic Affairs for his/her review. At the completion of the interviews of the principal candidates and after affirmative action approval has been received in writing, the Chairperson or Unit Head will make a formal recommendation to the Academic Dean who, in turn consults with the Associate Vice President for Human Resources regarding rank and salary. Recommendations beyond minimum salary require written justification.
The Academic Dean, in consultation with the Associate Vice President for Human Resources may send a letter of intent to offer the candidate the position stating terms and requesting the candidate's willingness to accept the appointment. Upon confirmation of all documents and credentials, via a formal background check, the appointment will be formally approved by the President.
Form: Personnel Requisition Form