Requests for authorization of new positions made in late
spring in response to a memo from the Dean's Office or as part of the
update to the strategic plan.
Dean's Office assigns hire number, notifies departments
of authorizations in the spring or summer.
If a search is approved, Department (together with other
units if a joint appointment) submits Position Requisition through People
After approval by Dean, the requisition is submitted to the SVCAA for approval. The office of the SVCAA will forward
them to the Office of Institutional Equity and Compliance.
When approved, Institutional Equity and Compliance will send
a packet of recruitment materials.
Appointment of search committee.
a. Chair appoints for faculty searches, Dean for Chair searches
b. Once identified, search committee members are entered into People
c. Members must be certified by Institutional Equity and Compliance. Certification
requires attendance at an Institutional Equity and Compliance briefing or
update briefing every two years.
d. Must include a woman and/or minority person if possible. Committee
should show ethnic and gender diversity appropriate to the position.
e. Consideration should be given to including one or more representatives of the students, other related units or a person from
outside the university on the committee.
f. For joint appointments, all participating units must be represented
and agree on committee membership.
a. Final advertisement should be drawn up by search committee. It
should clearly state the rank, length of appointment, whether tenure
is a possibility, teaching and research expectations, and requisite
experience and credentials. The deadline for applications should be
at least 30 days after the advertisement is expected to reach prospective
b. Final advertisement should be forwarded to Equity Access &
Diversity which places the ad with a copy to the Dean’s Office.
c. Advertising should be placed widely enough and in such publications
that anyone in the field who is interested in the position is likely
to see it.
d. Advertising should be placed in publications which are intended
for minority and female members of the profession.
Building a good pool of applicants.
a. The search committee and others in the department should use
their personal contacts to make the position widely known and encourage
b. Notices of the job should be sent to any female or minority members
of the profession who can be identified from personal contacts or
listings of recent women and minority doctorates.
Selection of a short list.
a. The search committee screens the applicant pool and develops
a preliminary short list.
b. References are checked.
c. The search committee provides the Chair with an unranked short
d. Candidates for interview are selected using procedures described
in departmental by-laws or, if not described there, by departmental
The Department Chair sends the short list to the Office
of Institutional Equity and Compliance for certification. Equity Access
& Diversity may request reasons for non-selection of some candidates.
After Institutional Equity and Compliance approval, the
Chair brings the short list and files to the Associate Dean for faculty for approval. The Chair must also bring the files of any candidates
about whom Institutional Equity and Compliance inquired.
After the Associate Dean has signed the Interview
campus interviews are arranged.
a. Dean's Office prepares and transfers commitment for a portion of
b. Candidates who will not be offered tenure must be interviewed by
an Associate Dean during their campus visit.
c. Candidates who may be offered tenure must be interviewed by the
Dean, the College Promotion and Tenure Committee and someone designated by the
Senior Vice Chancellor for Academic Affairs. The College Promotion and Tenure Committee should be invited to the colloquium given by the candidate
and a sample of the candidate's work should be provided to the Dean's
Office. The sample might be the candidate's most important publication.
d. Candidates for joint appointments must meet faculty from both units.
The draft MOU should be discussed with the candidate.
IV. Making an Offer
The department selects the top candidate from among
those interviewed following departmental bylaws and practice.
If an offer with tenure is contemplated, a final
screening is made in accordance with Chancellor Perlman's memorandum
of January 22, 2001. (A WESTLAW search should also be performed if
the candidate is for a tenured position.)
The Chair and the Dean (represented by the Associate
Dean for Faculty) agree on conditions of an offer-particularly salary,
rank and startup.
The Chair drafts a letter of offer.
a. The letter must conform closely to the appropriate template.
b. An MOU outlining the division of duties must accompany letters
for joint positions. This MOU will be sent to the candidate for consideration
along with the letter.
c. The terms of the letter of offer may be shared with the candidate
provided it is clear that they are not final until they receive administrative
The letter of offer is brought to the Associate Dean
for Faculty for his/her review and review by Business and Operations
Coordinator. This review is to ensure that the letter is correct as
to form and adheres to the agreed upon conditions.
Dean signs letter and if it is for a tenure track
position forwards it to the Senior Vice Chancellor for Academic Affairs.
After all the necessary signatures are obtained,
the letter is returned to the department which sends it to the candidate.
If the appointment is to be joint between two or more units, the MOU
must be included with the letter.
V. Completing the Hire
Department provides a copy of the signed offer letter
to the Dean as soon as received back from the candidate, retaining the original for Department's files.
Final salary and startup expenses are entered into
the accounting system.
When the new faculty member arrives the tenure date
MOU is completed.