Key Points for Tenure-Track Searches

Process

  • Completion of Permission to Search Form by academic unit
  • Send to HR office for appropriate signatures
  • HR office notifies academic unit of approval
  • HR office completes Form A for all tenure-track search and sends to Affirmative Action office. In order to complete Form A, HR office will need Chair of Search Committee and Staff Support contact

Charge-

  • Academic Unit establishes Search Committee in consultation with Dean.
  • Review position announcement.
  • Reach common understanding of selection criteria, procedures for screening, and interviewing candidates
  • Identify ways to attract diverse candidates.
  • Advertise in professional publications.
  • Determine process for reference checking.
  • Recruit and search aggressively – colleagues, conferences, list serves, etc.
  • Discuss and recognize real issues confronting search committee, i.e., small number of minorities in certain fields.

Confidentiality –

  • Limit e-mail communications and be mindful of what you send in e-mails.
  • Refer inquires to chairperson.
  • Do not discuss search committee activities with colleagues who are not on the search committee.
  • Keep interview notes, application forms and other hiring records for three years. Recommend formal notes and application materials be turned over to the administrative assistant after the search to retain for the three-year period.
  • No personal or inappropriate notes should be involved in search committee records.

Screening Application Materials-

  • Review for minimum and preferred qualifications.
  • Determine top “Best Qualified” candidates
  • Factors determining “best qualified candidates:

Must be minimally qualified (satisfies requirements stated in ad).

Can perform essential functions of the job.

How will the candidate contribute to the overall mission of the unit and college.

  • Refer to affirmative action data provided on web for diversity among candidates.

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  • Consider re-opening or intensifying the search if the pool does not reflect the availability of qualified under-represented candidates.

Interviewing Final Candidates-

  • Ensure consistent treatment of all candidates.
  • Develop a group of relevant “core questions” and use consistently among candidates.
  • Review topics that should not be discussed with candidate (i.e., age, arrest record, conviction record, disability, gender, health, marital or family status, military record, nation origin/citizenship, organizational affiliations, race or color/ethnicity, religion, sexual orientation).
  • Provide opportunities for candidates to meet with others who share similar backgrounds.

Reference Checking-

  • Develop a list of core questions relevant to the job.
  • It is appropriate to check references beyond what the candidate provides. However, as a courtesy, it is recommended that the candidate is informed.
  • Document all responses received.

Recommending the Candidates-

  • Recommend the best qualified candidates to the Dean.
  • Usually unit head/dean will use the search committee recommendations along with others involved in the interview process to make a final selection and will make the offer.
  • The Dean needs to approve salary offers for faculty hires.
  • Notify unsuccessful final candidates only after offer has been accepted, but prior to public announcements of appointment.
  • Background checks will be performed for final candidate only (if hired from outside the University) as outlined in the letter of offer.

Role of Staff Support-

  • Complete Affirmative Action Forms B
  • Place advertisements
  • Acknowledge receipt of each application and vitae with instructions to complete Affirmative Action Data Information
  • Schedule interviews with necessary accommodations
  • May take notes at meetings
  • Record keeping at end of search

Refer to Guidelines for Recruiting a Diverse Workforce at