Recruitment Interim Report Instructions

Recruitment Interim Report Instructions

You should complete a UCSD Recruitment Interim Report shortly after the closing date listed on the recruitment plan, as soon as the search committee has reached a consensus on the applicants it wishes to invite for interviews. Candidates should not be invited to campus for interviews before the dean has approved the Interim Report.

Save the completed Interim Report and the materials listed below as PDFs and attach them to an e-mail to .

·  Academic Recruitment Analysis Report generated from AP On-Line Recruit

·  All short-list candidates’ statements describing their current or potential contributions to diversity

·  Documentation of outreach efforts as proposed in the Recruitment Plan

OADEO will not accept or review the Interim Report until all required elements are included. Reports with missing or incomplete documentation will be returned to the department, and the dean’s office will be notified.

Below are detailed instructions for completing the Interim Report form and preparing the materials that must accompany it.

I.  INSTRUCTIONS FOR COMPLETING THE INTERIM REPORT

A.  Recruitment Information

1.  Fill in the name of the department conducting the recruitment.

2.  Fill in the Recruitment Plan number (e.g., 10-999).

3.  Fill in the Academic Position Title (e.g., Assistant Professor, Academic Administrator).

4.  (Optional) Fill in the Position Number. This number is for your department’s own use.

5.  Fill in the discipline or area of interest of the recruitment.

6.  Fill in the closing date (same as the date on your Recruitment Plan).

B.  Checklist and Instructions for Completing a Recruitment Interim Report

Use the checklist to ensure that you complete all steps for submission of the Interim Report.

C.  Short List of Candidates

1.  Fill in the first and last name of every candidate that the search committee definitely wants to interview or may wish to interview. (This list must match the Academic Recruitment Analysis Report short list).

2.  Fill in each candidate’s gender and ethnicity. (Gender and ethnicity codes are provided on the form and must match those on the Academic Recruitment Analysis Report).

D.  Agreed-Upon Evaluation Criteria

The search committee should determine the agreed-upon criteria to be used in evaluating all candidates.

1.  Check the boxes for the criteria agreed upon. A space is provided below the boxes for filling in any additional evaluation criteria the search committee will use.

E.  Contributions to Diversity Statement Ratings

All short-list candidates must submit statements regarding their current or potential contributions to diversity. Search committees must review and rate each statement.

1.  Fill in the candidate’s full name.

2.  Mark either the Yes or No box to indicate whether the committee intends to interview the candidate.

3.  Mark one of the boxes (0-5), to rate the candidate’s Contributions to Diversity statement. (A rating of 0 = no Contributions to Diversity statement. A rating of 5 = excellent Contributions to Diversity statement.)

4.  Record the search committee’s explanation for each rating. The explanation should be clear, concise and complete.

PLEASE NOTE: A low rating does not mean that a candidate cannot be invited for an interview. However, in searches where contributions to diversity are a primary criterion, all short-list candidates must have ratings of at least 4 or 5.

F.  Notes

Completing this section is optional. It is available for including additional information, such as notes about candidates, or attachments for OADEO.

G.  Department Data and Chair Approval

1.  Fill in your name as the preparer.

2.  Fill in your five-digit phone extension.

3.  Fill in your Mail Code number.

4.  Fill in your e-mail address.

5.  Fill in your department chair’s name below the signature line.

6.  Ask your department chair to review the Interim Report, and then sign and date it.

H.  Divisional Dean or Other Approval Authority

1.  Type in the name and title of your divisional dean or other approval authority. A list is provided below.

Arts and Humanities / Seth Lerer, Dean, Division of Arts and Humanities
Biological Services / William McGinnis, Interim Dean, Division of Biological Services
IRPS and Rady Schl of Mgmt / Kim Barrett, Dean of Graduate Studies
Libraries and University Extension / Carla Solomon, Director, Academic Diversity and Equal Opportunity
ORUs / Sandra A. Brown, Vice Chancellor for Research
Physical Sciences / Mark Thiemens, Dean, Division of Physical Sciences
School of Engineering
(Use until 01/01/2013) / Juan Lasheras, Acting Dean, Jacobs School of Engineering
School of Engineering / Frieder Seible, Dean, Jacobs School of Engineering
SIO / Ray Weiss, Associate Dean, Academic Affairs / SIO
Social Sciences / Jeffrey Elman, Dean, Division of Social Sciences
Undergraduate Education / Barbara Sawrey, Associate Vice Chancellor, Undergraduate Education

OADEO will then review and endorse/not endorse the Interim Report.

II.  OTHER ATTACHMENTS

A.  Academic Recruitment Analysis Report generated by AP On-Line Recruit Remember to identify short-list candidates before printing the report. If this report is provided to the search committee, remove the page that includes the short-list candidates’ names, gender and ethnicity.

IMPORTANT: If any applicants did not apply via AP On-Line Recruit, please mail those applicants an Academic Applicant Demographic Form immediately to collect gender and ethnicity information. All demographic forms should be saved as a PDF, which should be attached to the e-mail to ADEO. A breakdown of the information in table form as shown below should also be attached.

African-American/Black / Hispanic / Asian / Amer Ind/ Nat Alaskan / White / Unknown / Decline to State
Male
Female
Totals

B.  Candidates’ Contributions to Diversity Statements

Scan all of the short-list candidates’ statements regarding their current or potential contributions to diversity into a PDF file.

C.  Outreach Documentation

Scan all outreach documentation listed on your Recruitment Plan into a PDF file. This documentation includes all photocopies of job notices posted in journals and newspapers and on Web sites; e-mails to listservs, institutions, and colleagues; copies of all applicant recruitment letters; flyers used to gain applicants at conferences and conventions, etc.

Please allow up to two weeks for OADEO to complete the Interim Report review process.