Professional and Faculty Searches

The successful outcome of any search has its foundation in the preparation that occurs prior to posting the job vacancy announcement. There are several steps that must be taken prior to the onset of any search. Please review the outline below prior to preparing your Request to Fill.

The Position Description

The position description is an essential component of the search process. The hiring manager, department chair/division director, faculty and staff should collaborate while preparing the request to fill and determine not only current needs but try to anticipate future needs and how this position can and/or will fill those needs.

Position descriptions, when placed in advertisements, are used to attract candidates to the institution. It should provide potential candidates with a description of the role, responsibilities, and accountabilities. Ultimately this is what attracts candidates to the position.

The description should include language that reflects diversity and inclusion in position duties and qualifications. The Chief Diversity and Inclusion Officer is your best resource and can assist by providing appropriate language for the position.

How to Prepare a Position Description

• Review previous description, update, and modify as required, eliminate any outdated information.
• Collaborate with those who interact directly with the position, including members of other departments.
• Think about the attributes of the position, not the individual previously in the role.
• Discuss what excellence and distinction means for the proposed position.
  • Review departmental needs, inter-disciplinary needs, student needs.
• Identify in detail the duties and responsibilities for the purpose of the RTF.
• Sort responsibilities into functional areas, list specific tasks under functional area.
• Do not use gender specific language, i.e. “he/she”, use position title.
• How will this position contribute to the goals of the department/division?
• Who does this position report to?
• What is the title that will be used in the ad (working title)? What is the classification title?
  • Example: Finance Assistant/Staff Assistant
• Review appropriate position title, determine salary range in collaboration with dean/vice president/hiring authority.

Determine Minimum and Preferred Requirements

• What areas of knowledge and/or experience are required?
  • Avoid required qualifications that are too specific and narrow, instead, add to preferred qualifications. Only require specific discipline if absolutely essential to perform duties of position, instead, include “or related area” for flexibility.
    • Example – Bachelor’s Degree in Accounting – too narrow, instead require Bachelor’s Degree in Accounting, Finance, Business or related area or only Bachelor’s Degree.
  • For faculty searches, consider ABD candidates (if applicable) with defined expectation for completion.
    • Example – PhD in Art Education or related field, ABD will be considered with degree completion within 2 years.
  • Use “earned doctorate”, “terminal degree” instead of “PhD” to allow more flexibility.
• What skills, both technical and soft, are required?
• What candidate characteristics are required for this position?
• What competencies are required for this position?
• Include diversity, equity, and inclusion language.

Consider how minimum requirements will be assessed, keeping in mind all required qualifications must be evident in application documents submitted by candidates to be approved for consideration.

Description of Department/Division/Program (for Advertising Purposes)

• Describe your department/division/program in a manner that will attract candidates. Highlight accomplishments, programs, services, etc.
  • Include links to department and/or programs.
• Convey commitment to diversity, equity, and inclusion.
• Acknowledge commitment to student success.

Develop Recruitment Plan

• Review appropriate advertising resources pertinent to position.
  • Consider non-traditional advertising publications/journals/organizations to recruit diverse candidates.
• Identify programs in the field that promote diversity.
• What professional meetings, workshops, conferences are upcoming?
  • Can the posting be shared?
  • Can those attending share the job vacancy announcement?
• Establish application requirements.
  • Evidence of teaching effectiveness.
  • Statements – research, diversity, teaching philosophy.
  • Portfolios, licensure.
  • Unofficial Transcripts (then official transcripts at the time of appointment).
• References.
  • How will references be conducted? Phone? Written? Both?
  • When will references be checked?
  • References must be from professional relationships, consider requiring at least one reference be from a current or former manager/supervisor.

Appoint and Select Search Committee Members

Search committees play a vital role in shaping our college faculty and professional staff. When determining who should serve on the committee as department chair/director and/or hiring manager you should create a diverse committee ideally with members representing a cross section of the college community. Committee members are expected to dedicate considerable time to the process, please select members who have the ability to do so.

• For faculty searches consider faculty from other departments that may be interdisciplinary.
• For professional searches consider the departments on campus that the position serves and/or works with and include staff representation from those areas.
• Members should be committed to diversity and equity.
• Appoint Search Chair to lead and coordinate search.
• Department chairs and directors should not serve as search chair unless critically necessary.
• Consider including students as search committee members. Students provide a unique and valuable perspective and can be strategic members of the committee. Students are provided with full access to candidate applications in Interview Exchange.

Prior to the Search

1. The VP/Hiring Manager discusses the search committee’s diversity goals, strategies, and rubric with the Affirmative Action Officer (AAO).
2. The VP/Hiring Manager discusses the search committee’s recruitment strategies for the search with the Talent Acquisition Manager (TAM).
3. The VP/Hiring Manager completes the Request To Fill (RTF) along with the long ad and submits them with an org chart in Interview Exchange.
   1. Long ad template is a Word document: please complete the template and save it as a PDF file to submit in Interview Exchange.

Recruitment/Search Begins

1. Position is posted and advertised.
2. The VP/Hiring Manager and Search Committee Chair (SCC) work with the TAM to actively recruit applicants.
3. Search committee members review all applicant materials, including diversity statements.
   1. Committee uses rubric to evaluate diversity statements.
   2. Committee drafts DEI question for first-round interview and shares with VP/Hiring Manager and AAO for review.

Requesting First Round Interviews

1. SCC places candidates for review for first-round interviews in folder #1: "Short list" in Interview Exchange. All other applicants must remain in the "Inbox" folder.
2. SCC sends an email to the VP/Hiring Manager requesting review of applicants in folder #1: "Short list" (email must include Interview Exchange job number and position title).
3. VP reviews all applicants’ materials including diversity statements and reviews EEO data.
4. Once candidates on the short list are reviewed by the VP, the VP emails the AAO and TAM to review the short list candidates’ materials.
5. The AAO and TAM review the short list candidates.
   1. AAO or TAM email the VP results of their review and provide consultation as needed.
6. The VP emails the Hiring Manager/SCC approval to move the candidates in folder #1: "Short list" to either folder #2: "Short Listed-Not Approved" or folder #3: "First Round Interview List".
7. Search committee conducts first round interviews (phone or Zoom).

Requesting On Campus Interviews

1. Search committee selects finalists for on campus interviews and moves the candidates to folder #4: "Finalist Interview List REQUESTED".
   1. Committee drafts interview questions related to institutional/area DEI priorities/needs.
2. SCC sends an email to the VP/Hiring Manager requesting review of finalists in folder #4: "Finalist Interview List REQUESTED" and approval of DEI interview questions (email must include Interview Exchange job number and position title).
   1. SCC and VP/Hiring Manager consult with TAM and AAO on DEI interview questions as needed.
3. The VP reviews the pool and EEO data to ensure search processes were fair and equitable for all applicants.
4. The VP emails the AAO and TAM the results of the review process, including final DEI interview questions. AAO and TAM provide consultation as needed.
5. The VP emails the Hiring Manager/SCC approval to move all approved candidates to folder #5: "Finalist Interview List Approved".
6. Candidates who are NOT approved must remain in folder #4: "Finalist Interview List REQUESTED".

Completing the Search

1. Finalists are interviewed on campus.
2. SCC submits a draft of the final search report to the VP/Hiring Manager.
3. VP/Hiring Manager reviews the search report and makes a hiring decision.
   1. If approved, VP/Hiring Manager makes an offer.
   2. If not approved, VP and Hiring Manager decide next steps.
4. SCC notifies TAM of decision.*
   1. If a candidate is hired, SCC closes the search.
      1. Closing search step #1: SCC moves candidate hired to folder #6: "Hired".
      2. Closing search step #2: SCC sends regrets to ALL applicants.
      3. Closing search step #3: SCC emails HR the final search report.
   2. If the search is not successful, SCC may fail the search.
      1. Failing search step #1: SCC sends regrets to ALL applicants.
      2. Failing search step #2: SCC submits final search report to HR indicating "search failed".
   3. If the search is not successful, SCC may keep the search open for further review of current candidate pool.
5. VP/Hiring Manager completes appointment form in Interview Exchange for successful candidate.

*SCC may consult TAM throughout process.

All decisions should be communicated in writing.

Prior to the Search

1. The Dean discusses the search committee’s diversity goals, strategies, and rubric with the Affirmative Action Officer (AAO).
2. The Dean discusses the search committee’s recruitment strategies for the search with the Talent Acquisition Manager (TAM).
3. The Dean completes the Request To Fill (RTF) along with the long ad and submits them with an org chart in Interview Exchange.
   1. Long ad template is a Word document: please complete the template and save it as a PDF file to submit in Interview Exchange.

Recruitment/Search Begins

1. Position is posted and advertised.
2. The Dean and Search Committee Chair (SCC) work with the TAM to actively recruit applicants.
3. Search committee members review all applicant materials, including diversity statements.
   1. Committee uses rubric to evaluate diversity statements.
   2. Committee drafts DEI question for first-round interview and shares with Dean and AAO for review.

Requesting First Round Interviews

1. SCC places candidates for review for first-round interviews in folder #1: "Short list" in Interview Exchange. All other applicants must remain in the "Inbox" folder.
2. SCC sends an email to the Dean requesting review of applicants in folder #1: "Short list" (email must include Interview Exchange job number and position title).
3. Dean reviews all applicants’ materials including diversity statements and EEO data.
4. Once candidates on the short list are reviewed by the Dean, the Dean emails the AAO and TAM to review the short list candidates’ materials.
5. The AAO and TAM review the short list candidates.
   1. AAO or TAM email the Dean results of their review and provide consultation as needed.
6. The Dean emails the SCC approval to move the candidates in folder #1: "Short list" to either folder #2: "Short Listed-Not Approved" or folder #3: "First Round Interview List".
7. Search committee conducts first round interviews (phone or Zoom).

Requesting On Campus Interviews

1. Search committee selects finalists for on campus interviews and moves the candidates to folder #4: "Finalist Interview List REQUESTED".
   1. Committee drafts interview questions related to institutional/area DEI priorities/needs.
2. SCC asks the Dean to review the requested finalists for on campus interviews and approve DEI interview questions (email must include Interview Exchange job number and position title).
   1. SCC and Dean consult with TAM and AAO on DEI interview questions as needed.
3. Dean reviews the pool and EEO data to ensure search processes were fair and equitable for all applicants.
4. The Dean emails the AAO and TAM the results of the review process, including final DEI interview questions. AAO and TAM provide consultation as needed.
5. The Dean emails the SCC approval to move all approved candidates to folder #5: "Finalist Interview List Approved".
6. Candidates who are NOT approved must remain in folder #4: "Finalist Interview List REQUESTED".

Completing the Search

1. Finalists are interviewed on campus.
2. SCC submits a draft of the final search report to the Dean.
3. Dean reviews the search report and makes a hiring decision.
   1. If approved, Dean makes an offer.
   2. If not approved, Dean and Provost decide next steps.
4. SCC notifies TAM of decision.*
   1. If a candidate is hired, SCC closes the search.
      1. Closing search step #1: SCC moves candidate hired to folder #6: "Hired".
      2. Closing search step #2: SCC sends regrets to ALL applicants.
      3. Closing search step #3: SCC emails HR the final search report.
   2. If the search is not successful, SCC may fail the search.
      1. Failing search step #1: SCC sends regrets to ALL applicants.
      2. Failing search step #2: SCC submits final search report to HR indicating "search failed".
   3. If the search is not successful, SCC may keep the search open for further review of current candidate pool.
5. Dean completes appointment form in Interview Exchange for successful candidate.

*SCC may consult TAM throughout process.

All decisions should be communicated in writing.