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Process for Filling Faculty Positions
- Obtain and complete an Authorization to Hire (ATH) form and attach a
copy of the position description and ad copy, indicating where the ad will
be placed. Do not place the ad until the ATH and the Ad have been approved.
Forward the ATH to the Office of the Dean for approval. Upon the Dean’s approval,
the form will be forwarded to the Office of the Provost, to the Office of
Institutional Diversity and, finally, to the Budget Office where the Position
Control Number (PCN) is assigned.
- A list of potential committee members
should be forwarded to the Office of Institutional Diversity. There must
be both female and minority representation on this committee. You may recruit
from outside of the department in order to fulfill this requirement. The
chair of the committee should contact the Office of Institutional Diversity
to set up the necessary search training for the members of the committee.
If any member has not received this training within the past year, they will
be required to complete the training. This committee is not required (although
it is still recommended) for Postdoctoral positions.
- Upon approval by
the Senior Director for Affirmative Action, a copy of the approved ATH will
be sent to the department along with Voluntary Affirmative Action Forms (VAAF)
and a blank applicant roster. The VAAF cards are to be sent along with the
letter of acknowledgment to each of the applicants in the pool. Names should
be added to the roster and cards sent as the applications are received in
order to avoid any unnecessary delays in getting approval of the interview
pool.
- When the search deadline has been reached, the applicant roster
listing everyone who has applied for the position must be forwarded to the
Office of Institutional Diversity, Mail Stop 903 or faxed to extension 8402.
We will then begin to identify the race and sex of each of the candidates
based on the information in the VAAF cards received from the applicants.
At this point, the search committee should begin to evaluate the curriculum
vitae to determine the best candidates to interview for the position. When
the committee has determined which applicants they would like to interview,
you may call the Office of Institutional Diversity with the names of these
candidates. The Senior Director for Affirmative Action will review the both
the overall pool and the interview pool for diversity. If there is diversity
in the overall pool but none present in the interview pool, the committee
may be instructed to conduct a second review of the c.v.s to see if a member
of the neglected group (i.e. female, minority) is suitable to be invited
for an interview. If the committee still feels that none are acceptable,
a memo is required to be sent to Institutional Diversity justifying the exclusion
of these candidates by comparing their qualifications to those of the candidates
who have been selected. Once this is approved, you will be notified by the
Office of Institutional Diversity that you may proceed with the interviews.
- When
the interviews are completed and a selection has been made, a Hiring Report
must be submitted to the Office of Institutional Diversity. This report is
done in a memo format and addressed to Ricky Walker, Senior Director for
Affirmative Action. The Hiring Report should include: the PCN, the names
of the committee members, a list of the publications in which the position
was advertised, the names of the individuals interviewed, the name of the
selected candidate, the anticipated starting date and anticipated starting
salary. Attach to this report a copy of the selected candidate’s c.v. and
forward to Institutional Diversity. This report may be faxed, in order to
save time, to extension 8402. When the report has been approved, you will
be notified that you may extend an offer to the selected candidate and the
approved report will be forwarded to the Business Manager of your college
so they are aware of the approval and to the Office of the Provost so they
can include the new faculty member in the next orientation
session. Next, the Academic Personnel Action form must be completed in order
to add the new faculty member to the payroll. The Business Manager for your
college will assist you in the completion of this form.
Circa August, 2006
