Faculty Search Committee Manual

Section 1: Search Process

Procedures

• Notify the Equal Opportunity Services office of the vacancy.
• Assign a search committee to select the best qualified candidate. Complete the Search Committee Identification Form (Appendix L). The Equal Opportunity Services Officer will meet with all search chairs/committee members to assist in developing search strategies.
• Complete a job description. See the Faculty Position Specification Worksheet (Appendix A). Make sure that required and preferred qualifications are job-related and accurately described.
• Send the completed advertisement and Faculty Advertisement Approval Form (Appendix B) to the EOS office prior to advertising. The application period should be of sufficient duration to allow broad national dissemination and follow-up. EOS will assign a search code number after the advertisement is approved for publication.
• Disseminate notice of the position nationally and assemble a pool of qualified applicants. See Enlarging the Pool of Candidates (Appendix C).
• Send an Applicant Data Flow Letter to all applicants (Appendix D). The search committee chair is responsible for verifying that the Applicant Data Flow Letters are mailed out.
• Maintain records of recruitment communications: letters, advertisements, newsletter announcements, telephone conversations, screening decisions, and interviews.
• Screen and select the individual best meeting the requirements of the position by using an Initial Screening Form and Qualification Matrix (Appendix E) and Rating Form (Appendix F).
• Complete the Affirmative Action Report (Appendix G) and return it to the EOS Office.
• Complete the Applicant Summary Form (Appendix H). The reasons for selection or non-selection of applicants should be made a part of the files.
• Complete the Certification of Credentials and Qualifications for a Tenure Line Faculty Appointment Form (Appendix S) for tenure line appointment only.
• Send the following to the proper administrators for approval:
  • Letter of Offer (Appendix J) for the successful candidate
  • Prior Approval Request (Appendix I)
  • Affirmative Action Report (Appendix G)
  • Applicant Summary Form (Appendix H)
  • List of name and addresses of the Pool of Applicants after the selected candidate has signed the acceptance letter
  • Certification of Credentials Form for tenure line appointments only (Appendix S)
• Notify the unsuccessful candidates. See samples of Reject Letters (Appendix K).
• An optional Search Check List (Appendix P) can be used to help track the documents and letters prepared during the search process before sending the recommended offer packet to the dean, provost, and then to the EOS Office.
• § 60-1.3 Definitions
  Internet Applicant. (1) Internet Applicant means any individual as to whom the following four criteria are satisfied:
  1. The individual submits an expression of interest in employment through the Internet or related electronic data technologies;
  2. The contractor considers the individual for employment in a particular position;
  3. The individual's expression of interest indicates the individual possesses the basic qualifications for the position; and
  4. The individual at no point in the contractor's selection process prior to receiving an offer of employment from the contractor, removes himself or herself from further consideration or otherwise indicates that he or she is no longer interested in the position.
  Source: Department of Labor Federal Register Part VIII, 41 CFR Part 60-1 Eff. Feb. 2006

Use of the Applicant Pool

A candidate cannot be selected from a search applicant pool that is older than 12 months. Applicant files should be destroyed 2 years (24 months) after the hire date of the selected candidate.

• Minimum advertisement for a faculty search is two weeks (includes weekends).