ACADEMIC PERSONNEL STAFFING
(Drafted with the assumption of departmental structure. Where no departments exist, appropriate modifications in implementation should be made so as to retain the spirit of participation and the substance of process not dependent on departmental structure.)
1.Position Authorization
For an additional position or replacement:
1)Recommendation progresses from the Department Chair to the Dean to the Office of the Vice President for Academic Affairs. The Dean should present to the Office of the Vice President for Academic Affairs a written analysis indicating: a) how leaving a position vacant would reduce the quality of the academic program, or b) how filling a new position would improve the academic program. The purpose of the analysis is to provide justification for hiring a replacement or additional person.
2)The Vice President for Academic Affairs will consider this material, general staffing plans, competitive use of resources, and means of furthering the total University program. If the hiring is compatible with the personnel guidelines established for the year, the Vice President for Academic Affairs can approve. Such approvals will be in writing after coordination with the President and must be completed before a recruitment plan is initiated.
3)Authorizations are valid for one year only. Unfilled authorized positions require renewal of authorization in the subsequent year.
2.Recruitment Plan
Responsibility for carrying out the plan for recruitment of faculty members lies with the dean and usually is implemented by the department chair. In case a department chair position is to be filled, the dean will carry out the recruitment plan in accordance with Appendix 14.
1)Position announcement and advertisement text are drawn up and approved by the Dean and the Vice President for Academic Affairs before distribution.
a)Text of position announcement and advertisement and a detailed description of the steps to be taken to expand the number of minority and women applicants will be approved by the Dean and the Vice President for Academic Affairs before the recruitment plan is initiated. Steps to expand the number of minority and women candidates will clearly constitute an addition to the basic procedures.
b)Position announcement with a covering letter is circulated so as to accomplish extensive notification of the availability of the position. Usually the dean or department chair and Placement Services of at least 40 other institutions should be notified. Five copies of position announcement should be provided for use on bulletin boards or for recipients to send to prospective candidates. List of addresses of recipients should be retained in recruitment file.
c)Position is advertised in a generally accepted placement publication or other recruiting vehicle in the discipline and in the Affirmative Action Register. Clippings or copies of advertisements as they appeared retained in file.
2)Every application or inquiry is acknowledged within 24 hours of receipt and any necessary materials (University faculty appointment application form, transcripts) requested of the applicant. Equal Opportunity mail-back forms are sent to each applicant with acknowledgment letter. Transcripts for screening and selection purposes may be copies provided by applicant.
3)Applications are in separate folders with checklist showing dates of receipt of applications, acknowledgment of the application, and receipt of appointment application form and transcripts.
3.Screening Plan
1)Immediately following closing date for applications, departmental evaluations are completed to produce a rating for each candidate, evaluating the candidates by the criteria established in the position announcement.
2)For top candidates, telephone calls are made to at least two listed references and to others not shown as references, particularly to supervisors. Telephone calls to present supervisor must be included. All telephone conversations are summarized in writing showing when and to whom a call was made, the position and telephone number of the person called, the substance of the conversation, and the person making the call. Summaries are retained with file. An objective of these calls is to attempt to assess suitability of the candidate for a position at OhioNorthernUniversity.
4.Selection Plan
1)Folders of the top candidates selected by the department (ten, if there are that many acceptable candidates) are brought to the dean's office and are accessible to the Vice President/Associate Vice President for Academic Affairs. Folders should contain a complete credential file. In particular, a transcript must be included for all degrees or substantial academic work claimed by the applicant. A chronology of education and employment experience should be developed and any gap in record of education and employment satisfactorily accounted for.
2)The department will select the top candidate through a process agreed to by the faculty of the department. The dean of the college will discuss the department selections with the department chair, and they will jointly agree to the top three candidates to be brought to campus. No candidate is to be invited to campus until a complete credential file is assembled (appointment application, transcripts, reference letters, department evaluation report, notes of telephone calls). (See suggested check sheet.)
3)In any case in which the continuing faculty in a department have a smaller percentage of women and minority members than the percentage of women and minority members completing Ph.D.s, or terminal professional degrees, in the field or academic area covered by the department, the following will apply:
a)If a minority or woman candidate is identified whose credentials do not correspond precisely with the position description but do indicate potential for service appropriate to the general mission and objectives of the department or college, an analysis will be completed and reported on possible program adjustments, internal adjustments of duties or current personnel, or other actions which would enable serious consideration of the candidate.
b)If no woman or minority candidate is among the top three candidates, but a woman or minority member is among the top ten candidates, the top-ranking woman or minority candidate will be invited to campus in addition to the top three candidates.
c)If no woman or minority candidate is among the top ten candidates in a field where women or minority members are receiving 10% of the Ph.D.s in the field, the search will be reopened and continued until a satisfactory woman or minority candidate is found. Exception to this procedure will be approved in writing by the Office of the Vice President for Academic Affairs.
4)Candidates will be invited for a 24-30 hour visit on campus. The schedule for visit and arrangements for it are made by the host who will be the department chair or designate.
5)Schedule, resume or appointment application, position description and evaluation report forms are sent by the host to all persons who have planned meetings with the candidate. Campus visit should include each of the following:
_____a)Meetings with President and Vice President/Associate Vice President for
Academic Affairs (30-45 minutes each)
_____b)Interview with dean and members of college staff
_____c)Interview with members of department
_____d)Meeting with faculty from related departments
_____e)Interview with majors in department, preferably without faculty or staff
present
_____f)Presentation to a group of students and faculty, unless custom or
circumstances render inappropriate
6)The Office of the Vice President for Academic Affairs provides candidates with information about the University to include summary of expectations of faculty, summarized annual report, and fringe benefit material. The Office of the Vice President for Academic Affairs will make available a faculty handbook.
7)Interviews will be of 30-60 minute duration, preferably with a small group of interviewers. Interviews are not planned during meals unless scheduling makes this necessary.
8)A requisition for reimbursement of travel costs may be prepared and completed before the candidate's departure from campus or subsequently if total travel expenses are uncertain. Standard documentation should be provided.
9)Individual evaluation sheets are completed by faculty members, students, and other on-campus persons and returned to the department chair's or other appropriate academic office and placed in the candidate's file, preferably within 24 hours of visit. Only written evaluations will be considered in decision to make or not to make an offer. Access to folder with evaluation sheets is restricted to the department members, dean, Vice President/Associate Vice President for Academic Affairs, and President.
10) After the candidates are interviewed, the department will evaluate the candidates' acceptability and arrive at an order of preference, where feasible, through a process agreed to by the faculty of the department. The dean will discuss with the department chair the department's evaluations, the candidate's credentials, and written evaluations from off-campus and on-campus persons. After an overall assessment of the candidate's suitability and promise as an ONU faculty member, the dean will formulate a recommendation to the Office of the Vice President for Academic Affairs on acceptability of candidates and an order of preference where feasible.
11) If constructive credit toward either promotion or tenure is considered, the dean or director shall consult with the department chair. If no department chair exists, the dean or director shall consult with the chair of the promotion, retention and tenure committee.
12) Final decision on making an offer is made by the Vice President/Associate Vice President for Academic Affairs in consultation with the Dean and President.
5.Hiring Procedure
1)A person designated by the Office of the Vice President for Academic Affairs contacts the approved candidate by phone, with outline of the offer approved by the Office of the Vice President for Academic Affairs read from notes which will be dated and placed in folder.
2)If accepted verbally, a contract shall be drawn up and sent indicating:
_____a)salary and academic rank
_____b)constructive credit, if any, toward tenure or promotion
_____c)whether contract is continuing, one-year only, or other
_____d)any special arrangements (e.g., nonrequirement of terminal degree
for tenure, extended service contract, moving expenses, etc.)
All official transcripts will be in hand when a contract is offered.
3)Contract is to be returned to the Office of the Vice President for Academic Affairs within two weeks or sooner following receipt of contract by candidate. Dean and department chair are notified promptly upon receipt of signed contract.
4) If constructive credit toward either promotion or tenure has been granted, the dean shall promptly notify the department chair where applicable. The department chair shall inform the departmental faculty of such constructive credit. In the absence of a department chair, the college dean/director shall promptly inform the faculty of their college/library of such constructive credit.
6.Records
After a signed contract has been received, folders for all candidates and other records of the search will be retained on site or forwarded to an appropriate site where they will be stored for seven years in keeping with current personnel records and equal employment opportunity procedures. Departments/colleges will need to ensure that folders for candidates not selected will be destroyed after a specified period of time, currently seven years.
The folder assembled during the recruiting process for the individual employed will become incorporated into the individual's personnel file at OhioNorthernUniversity.
Two files which include position descriptions, sample copies of correspondence and other helpful material will be prepared to aid in future recruiting. Copies of the materials will be held in one file kept in the department or college office and copies will be furnished to the Office of the Vice President for Academic Affairs for file.
The above procedures are to be followed for all appropriate staffing matters and for recruiting. These procedures will be periodically reviewed. (11/88) (9/91) (9/97) (09/02)