NHS Faculty NHS Faculty Search WorkshopSearch Workshop

October 21, 2009October 21, 2009

Initiating a Faculty SearchInitiating a Faculty Search

1.1. Position Authorization Form (PAF)Position Authorization Form (PAF)

2.2. Vacancy AnnouncementVacancy Announcement

3.3. Short Vacancy AnnouncementShort Vacancy Announcement

4.4. Charge to Search Committee Charge to Search Committee 

5.5. Screening CriteriaScreening Criteria

6.6. Candidate Ranking FormCandidate Ranking Form

Initiating a Non-Faculty SearchInitiating a Non-Faculty Search

Also need:Also need:

7.7. Position Description Questionnaire (PDQ) Position Description Questionnaire (PDQ)

and Organizational Chartand Organizational Chart

8.8. Exemption Request FormExemption Request Form

Initiating a SearchInitiating a SearchAdsAds

• Get them published ASAPGet them published ASAP

• Use outlets other than print mediaUse outlets other than print media

• ListservsListservs

• Electronic news boardsElectronic news boards

• Personal contacts via phone and emailPersonal contacts via phone and email

• Professional meetingsProfessional meetings

Initiating a SearchInitiating a SearchFilesFiles

Search FileSearch File – contains all documents related to – contains all documents related to the searchthe search

Applicant FilesApplicant Files – one for each candidate, should – one for each candidate, should contain contain • Applicant checklist formApplicant checklist form• Submitted candidate materialsSubmitted candidate materials• All written correspondence with candidates All written correspondence with candidates

including email messagesincluding email messages• All screening materials – committee screening All screening materials – committee screening

forms, response to interview questionsforms, response to interview questions

Ensuring a Diverse PoolEnsuring a Diverse Pool

• Current & former faculty recommendationsCurrent & former faculty recommendations

• Major players in the field – publishers, Major players in the field – publishers,

speakers speakers 

• Professional associations – journals, meetingsProfessional associations – journals, meetings

• Relevant professional community Relevant professional community

organizationsorganizations

• Strong university programs Strong university programs

Conflict of InterestConflict of Interest• A situation when one has competing professional or A situation when one has competing professional or

personal interests. Such competing interests can personal interests. Such competing interests can make it difficult to fulfill his or her duties impartially make it difficult to fulfill his or her duties impartially

• May not be unethical, illegal, or improperMay not be unethical, illegal, or improper

• Nepotism – showing favoritism toward relatives and Nepotism – showing favoritism toward relatives and friends, based upon that relationship, rather than on friends, based upon that relationship, rather than on an objective evaluation of ability, merit, or suitabilityan objective evaluation of ability, merit, or suitability

COI ExamplesCOI Examples

• A search committee member who is a candidateA search committee member who is a candidate

• A search committee member who provides a letter A search committee member who provides a letter of referenceof reference

• A search committee member who has a relative or A search committee member who has a relative or close associate as a candidateclose associate as a candidate

• A search committee member who has a financial A search committee member who has a financial interest/stake in a candidateinterest/stake in a candidate

COI ExamplesCOI Examples

• A search committee member who discriminates A search committee member who discriminates based on:based on:

racerace colorcolor

national originnational origin ancestryancestry

marital statusmarital status pregnancypregnancy

medical conditionmedical condition disabilitydisability

gendergender ageage

creedcreed religionreligion

sexual orientationsexual orientation veteran status political veteran status political affiliationaffiliation

COI ExamplesCOI Examples

• Candidates should not be advantaged or Candidates should not be advantaged or disadvantaged by association with a search disadvantaged by association with a search committee membercommittee member

• If you have a known COI you should not serve on the If you have a known COI you should not serve on the search committeesearch committee

• If a COI occurs during the search process you are If a COI occurs during the search process you are obligated to discuss the situation with the School obligated to discuss the situation with the School DirectorDirector

Hiring Authority/AAEO Hiring Authority/AAEO ResponsibilitiesResponsibilities

• Examine size, quality, and diversity of pool Examine size, quality, and diversity of pool immediately before initiating screening process immediately before initiating screening process using PeopleAdmin datausing PeopleAdmin data

• Share result of this analysis with the Dean to Share result of this analysis with the Dean to determine if pool is sufficient to proceeddetermine if pool is sufficient to proceed

Reviewing ApplicationsReviewing Applications

• Use your screening criteriaUse your screening criteria

• Always conduct phone interviews of short list Always conduct phone interviews of short list candidatescandidates

• Always use a script of approved questionsAlways use a script of approved questions

• Take notes of candidate responses – retain in Take notes of candidate responses – retain in candidate filecandidate file

Candidate CourtesyCandidate Courtesy

• Correspondence is the first impression Correspondence is the first impression candidates have of the university, so be polite candidates have of the university, so be polite and timelyand timely

• Always acknowledge receipt of candidate Always acknowledge receipt of candidate materials with a quick emailmaterials with a quick email

• Let candidates know if their application is Let candidates know if their application is incompleteincomplete

• When the search is completed please send a When the search is completed please send a thank you note announcing that the position has thank you note announcing that the position has been filledbeen filled

Interview ProtocolInterview Protocol• Candidate travel - in consultation with the hiring Candidate travel - in consultation with the hiring

authority to ensure cost controlauthority to ensure cost control

• Unit makes lodging reservationUnit makes lodging reservation

• Meet the candidate at the airport and transport to Meet the candidate at the airport and transport to GreeleyGreeley

• You may use a shuttle service to return the You may use a shuttle service to return the candidate to the airport, but it is preferred to candidate to the airport, but it is preferred to transport directlytransport directly

• Always designate a host for transport to/from Always designate a host for transport to/from campuscampus

Don’t AskDon’t Ask

• Race, ethnic, national origin – do ask Race, ethnic, national origin – do ask candidates you wish to interview whether they candidates you wish to interview whether they are legally authorized to work in the U.S.are legally authorized to work in the U.S.

• Social, political, union, and religious affiliationSocial, political, union, and religious affiliation

• Disability, how many sick days have you used, Disability, how many sick days have you used, drug use, etc.drug use, etc.

• AgeAge

Don’t AskDon’t Ask• Gender, sexual orientation, or marital status – Gender, sexual orientation, or marital status –

includes spouse, children, pregnancy, includes spouse, children, pregnancy, childcare needs, etc.childcare needs, etc.

• Military status, financial statusMilitary status, financial status

• Arrest or criminal record – HR will conduct a Arrest or criminal record – HR will conduct a background checkbackground check

• Legal off-duty activities – such as smoking, Legal off-duty activities – such as smoking, drinking, etc.drinking, etc.

Don’t AskDon’t Ask

• Salary – don’t ask the candidate and refer Salary – don’t ask the candidate and refer candidate questions about salary to your candidate questions about salary to your school directorschool director

• Start up – this will be negotiated with the Start up – this will be negotiated with the school director in consultation with the Deanschool director in consultation with the Dean

Search Chair/AAEO Search Chair/AAEO ResponsibilitiesResponsibilities

• Candidate filesCandidate files

• Copy of published adsCopy of published ads

• List of candidatesList of candidates

• Applicant question responses from each Applicant question responses from each committee membercommittee member

• Minutes from all committee meetingsMinutes from all committee meetings

Search Chair/AAEO Search Chair/AAEO ResponsibilitiesResponsibilities

• Provide evidence for why underrepresented Provide evidence for why underrepresented candidates (gender, minorities, etc.) were not candidates (gender, minorities, etc.) were not interviewedinterviewed

• Provide evidence for why the candidate of Provide evidence for why the candidate of choice is superior to all other applicantschoice is superior to all other applicants

Closing a SearchClosing a SearchAAEO Rep AAEO Rep - send to HR- send to HR• Candidate Exit Interview Questions – AAEO repCandidate Exit Interview Questions – AAEO rep• AAEO Closing SheetAAEO Closing Sheet

Search Chair/Hiring AuthoritySearch Chair/Hiring Authority – send to Dean’s – send to Dean’s

OfficeOffice• Search Chair Closing SheetSearch Chair Closing Sheet• Position Finalists FormPosition Finalists Form• Hard copies of finalists filesHard copies of finalists files• All items on Closing SheetAll items on Closing Sheet

Questions?Questions?