L&S Faculty Recruitment Procedures

Steps

How

Obtain approval for starting recruitment

See relevant Associate Dean

Plan for creating a diverse applicant pool

Contact Sue Weslow or Linda Daley
(sweslow@, x5894; lindaley@, x6316)

Training

Contact Legal Affairs (x4278); may choose to receive training in screening phase

Form A

Sample

Ad Copy

Include title, requirements and preferences and responsibilities

Include link to L&S Jobs site, to meet Clery Act and AA/EEO requirements

Include postmark deadline (or if continuous, explain date that review starts)

Sample

Position Vacancy Announcement

Not required

Is longer version of ad copy so should be consistent with ad copy

Sample

Continuous Recruitment Justification

Only needed if don't have postmark deadline for application

HR Procedure

Sample

Recruitment Plan

Lists recruitment sources

Lists sources to build diverse pool

Notes target dates for advertising

Notes which national ad is hard copy (required)

Sample

Screening Form

Should list required and preferred qualifications listed in ad

May include other qualities or experience Committee wishes to note; put in Notes section

Sample

Committee Membership

Lists committee members and contact information, including support staff

Sample

Receive approval for recruitment

The College office will notify you

Follow recruitment plan

Document efforts to report when file Form B

If haven't already, consider training

Contact Legal Affairs (x4278)

Receive application and respond

Enter in Applicant Information
Tracking System (AIT)

Please note that AIT automatically responds to candidates (i.e., acknowledges application, and sends affirmative action and privacy information)

Post notice of meetings per State law

Send notice to University Relations and Communications at least 24 hours before the meeting.

Use the electronic notice form

Note-taking

We advise that one individual is designated to take interview notes for both screening meetings and phone interviews. These official notes will become part of the official file

Use approved screening form

The official note taker records the committee's opinions on the form. If this system is used, then committee members' individual forms are personal notes (if they are only viewed by the creator) and can be shredded when the search ends.

Screening interview questions

Write interview questions to use in initial phase interviews (i.e., phone interviews, non-finalist interviews)

Sample

Interview notes

The official note taker records the content of the interview. If this system is used, committee members' individual interview notes are personal (if they are only viewed by the creator) and may be shredded when the search ends.

Make finalist recommendations

Refer to Form B documents

Submit Form B to College office

Form B (Fill out only initial 2 sections)

Attach updated AIT log

Attach copies of vitae/resumes of proposed finalists

List detailed documentation of recruitment efforts (see Sample)

Attach justification of how proposed finalists were selected (see Sample)

Develop interview format

This will very depending on department and discipline. Bear in mind the necessity to structure the interview so each candidate has a similar experience. With regard to the interview, be prepared to produce interview notes that justify the selection decision.

Some examples are:

• Official notes taken in executive committee interview session
• Official notes recorded at the question and answer portion of a finalist presentation
• Collection of written feedback provided to committee chair
• Collection of finalist evaluation forms (Sample form)

Interview Questions Sample

Make finalist recommendation

See Form B documents

Submit Form B to College office

Form B (Fill out last section)

If continuous recruitment, attach updated AIT log

Attach Appointment Recommendation Form

Sample

Attach Affirmative Action Review Form

Sample

If the original candidate declines the offer, submit another Form B and attachments to the College Office.

Official records documenting the search must be retained for a period of seven years from the date the position was filled and then destroyed.