Faculty Search Committee Members’ and
Department Chair Guidelines
1. Program faculty, in consultation with the Department Chair and the Dean, prepare a position description and advertisement, including minimum and preferred qualifications.
2. The Dean, in consultation with the Department Chair and department faculty, appoints a search committee that includes diversity in the membership. The committee has a majority of faculty members, including at least one person from outside the department. In addition, the committee will solicit and consider input from students and practicing professionals throughout the interview process.
3. At the request of Department Chair, Department Assistant submits PeopleAdmin action to refill the position (working with GSE Chief Finance Officer in regards to details and required attachments). After approval is granted via the PeopleAdmin process, the position is then open and may be advertised. (The posting is created in the applicant tracking section of PeopleAdmin.)
4. Advertisement: The Chronicle of Higher Education is the main source of advertising. If the GSE has multiple positions open, it is suggested that departments combine them in one advertisement. Limit the information in the “ad” and provide a link to the full position for more in-depth information. Hiring of a non-USA citizen requires a full print advertisement.
The search committee will:
5. Department Assistant (search coordinator) is to schedule the first search committee meeting and attend. During the meeting, the Department Assistant will develop a process to work with the search committee chair (and members of the committee) to review, evaluate, and disposition candidates in PeopleAdmin at appropriate intervals. (HR partner is available to conduct search committee training for those committees new to PeopleAdmin.)
6. Invite the Dean to first search committee meeting in order to discuss protocol.
7. At the first meeting, determine how committee members will assess whether each applicant meets the minimum and preferred qualifications (e.g., develop a rubric, scoring sheet).
8. Conduct telephone interviews prior to recommending candidates to come to campus. At least two people should be involved in all telephone interviews. Have a list of questions to ask all candidates, plus questions specific to individual candidates. Time should also be provided for the candidate to ask questions. End the interview with the question: “On a scale of 0 to 10, with 10 being high, how interested are you in this position?”
9. Check references provided by the candidates BEFORE recommending that candidates come to campus. Ask the candidate(s) for permission to contact referees beforehand. Additional references, not on the candidate’s list, may be contacted after written permission (or e-mail) is received from the candidate.
10. Contain the cost of campus visits by using state airfare rates or scheduling in advance, selecting moderately priced restaurants for meals, limit the number of people who attend at university expense to four (the candidate and three university representatives), and stay within published rates. Additional individuals who wish to attend should personally fund their own meal expense. Candidates should be housed at University Place if possible. Meals should not be an occasion for formal interviews, but rather opportunities to get to know candidates and to help them become better informed about the opportunities at PSU and in the Portland area.
11. The search committee chair should send a written memorandum via the Department Chair to the Dean recommending two or three candidates to bring to campus for interviews. Requests to invite candidates to campus must be approved by the Dean and should include: (a) a plan for hosting the visits; (b) a plan for obtaining faculty, student, and partner school faculty input regarding the candidates (include your feedback forms); and (c) a plan for mentoring the recommended candidate.
12. On-campus interviews should be scheduled with at least the following individuals/groups: (a) Dean, (b) Department Chair, (c) the School (presentation) including students, and (d) relevant discipline groups and practitioners.
13. The search committee chair should send a memorandum to the Dean, via the Department Chair/unit director, recommending at least two candidates as acceptable hires and listing their strengths and weaknesses. The Dean will inform the search committee chair or Department Chair/unit director of the final selection.
14. Department Assistant/Search Coordinator submits PeopleAdmin Hiring Proposal action to request hire of selected candidate.
15. After approval is received, formal offer is made.
The Dean will make an informal offer to the top candidate. If the candidate declines, then the offer will be made to the second choice.
Hosting Information:
Per-diem: Maximum 2 days (hosted meals for candidate will be deducted from the per diem); reimbursement will be at the current conference exception/high city travel per diem rates:
http://www.pdx.edu/sites/www.pdx.edu.financial-services/files/PSUSummaryTravelReimbRatesReferences201301.pdf
Rates are per person and include gratuity of up to 15%.
Hosted Meals: No alcohol will be reimbursed. These are informal sessions for candidate, search committee members and invited community members. Reimbursements will be provided for candidate and a maximum of three guests–-reimbursement will be made at current per person rates as outlined in the PSU Hosting Guidelines–rates include gratuity of up to 15%. Completed Reimbursement Request form (using account code 28612) with original and itemized receipt is required – indicating date of event, location of event, what is being paid, what is purpose of event, names of individuals who attended, etc.
All hosts need to be aware of current reimbursement rates prior to event.
PSU Hosting Guidelines:
http://www.pdx.edu/sites/www.pdx.edu.financial-services/files/PSU_Hosting_Guidelines.pdf
Instructions:
http://www.pdx.edu/sites/www.pdx.edu.financial-services/files/media_assets/BAO_Personal_Reimbursement_Guidelines.pdf
Form (pdf):
http://www.pdx.edu/sites/www.pdx.edu.financial-services/files/media_assets/BAO_facstf_reimb_req.pdf
Revised 11/10/14