SPOT Briefing (Search Procedures, Operations, & Tasks) Friday, September 12, 2014     California University of Pennsylvania Building Character. Building Careers.  

3 Parts to the Guide: Academic Affairs Guidelines Social Equity Guidelines PeopleAdmin Hiring Managers User’s Guide Faculty Search Information web page: http://www.calu.edu/academics/academic-affairs/faculty-search/index.htm

Search Process Basics Department Policies/Procedures Verify (or Establish if none exist) Regular full-time department faculty vote Search Committee Chair (Hiring Manager) Must be a tenured faculty member Dept Clerical cannot be Hiring Manager

Search Process Basics Role of the Department Chair Separate from search committee Cannot serve on search committee Must not participate in search committee deliberations Interviews candidates separately Makes a separate recommendation

The Search Committee Odd number Search Committee chair must be tenured Commitment to all phases of the search process Dept chair is not on the search committee Faculty Search Diversity (EEO) representative

PeopleAdmin Software that manages the search process Manual: Guide to faculty searches Part 3 Online training, page 7 of guide PeopleAdmin questions – contact Eric Guiser in HR

First task – creating the posting in PeopleAdmin 3 steps to creating the posting using MS WORD templates, create the job description and short ad copy http://www.calu.edu/academics/academic-affairs/faculty-search/index.htm 2. secure approval from Faculty Search Coordinator (FSC) and Social Equity. 3. input job description in PeopleAdmin Describe each step

Using the MS WORD Job Description template Enter text into expandable text boxes See appendix for sample language Describe requirements carefully Reference contact info (Not Reference Letters)

Using the MS WORD Job Description template, cont. Job Title: Enter Tenure Track Faculty, dept, program or discipline Position Type/Salary: Enter dept name Job Summary/Basic Function: “Ability to teach:” enter discipline specific content area, labs; internship supervision; accreditations; outcomes assessment; online; off-campus; travel; etc. (if applicable)

Using the MS WORD Job Description template, cont. Required skills, knowledge, & abilities: describe required/preferred; certifications, prior experiences, dispositions, etc. Minimum Education/Training: enter applicable terminal degree, doctorate required (unless approved by Dean/Provost)

Using the MS WORD Job Description template, cont. Save as “dept name” job description Email to Faculty Search Coordinator and Social Equity Officer for approval

Using the Ad Copy WORD template, cont. Replace highlighted text with appropriate language for your position Save as “dept name” ad copy Send to Faculty Search Coordinator and Social Equity Officer for approval

Creating the posting in PeopleAdmin Job description Ad copy Diversity recruitment plan Space utilization form

Creating the posting in PeopleAdmin, cont. Follow the directions in PeopleAdmin manual to create a posting from Template Contact HR if you don’t have an account. Select Tenure Track Faculty template Enter posting details Copy/paste details from Job Description MS WORD template Complete all required fields Check required documents Letter of application, CV, transcripts, reference info (other), teaching philosophy, certifications/licenses Save as you go

Creating the posting in PeopleAdmin, cont. Attach documents Job description Short Ad copy Diversity recruitment plan Space utilization request Use specific questions/qualifying points cautiously

Posting Approval Process Hiring Manager to Faculty Only: Dept Head (dept chair) Dept Chair to Dept Head/Dean (Dean) Dean to VP/Provost, to Controller, to Budget Officer, to VP Admin/Finance, to President, to HR, to Social Equity HR Posts Approved Opening

Role of Social Equity in the search process Administrative Diversity Recruitment Plan Advertises & Recruits for Diversity Reviews all Postings, Phases, Ratings, & Processes Collects all documentation (paper & electronic)

Role of Faculty Search Coordinator Places Chronicle of Higher Ed Ad Reviews all Postings, Phases, Ratings, & Processes Monitors Search Timeline Non-PeopleAdmin Assistance

Advertising the openings Social Equity → Diversity (group ads) Academic Affairs → Chronicle of Higher Ed Department → Discipline-specific Use Job Description or Ad Copy Free - Professional associations & contacts Not Free - Dean approval & SAP

Receiving Applications Applications Accepted Online Only (PeopleAdmin) Every Application Item Must Be Completed Files Uploaded Electronically Unofficial Transcripts at Application

Reviewing Applicants overview 3 phases to the review process Phase 1: Initial review/screening Phase 2: Phone interview Phase 3: On campus visit

Reviewing Applicants overview, cont. Use standard, customizable Matrix Forms Permission required for each phase Hiring Manager updates applicants’ status at each phase Emails automatically sent – NO Letters

Hiring manager responsibilities Pre-Phase 1 Adapt Phase 1 form, email to FSC and Social Equity for approval Change status of applicants to “under review by committee” Activate guest user account for search committee Notify committee that apps are ready for review; Committee uses Phase 1 form

Phase 1 example

Phase 1 Initial Review/screening After review, HM compiles all forms, emails to FSC and Social equity for approval to move to Phase 2

Phase 1 example (compiled)

Phase 2 Phone/SKYPE interviews Again, HM adapts form, emails to FSC and Social Equity for approval

Phase 2 Phone/SKYPE interviews cont. After approval, HM schedules SKYPE interviews RECORDING OF INTERVIEWS IS PROHIBITED!! After review, HM compiles all forms, emails to FSC and Social equity for approval to move to Phase 3 After approval, change applicants’ status

Phase 2 example (compiled)

Phase 3 on-campus interviews Again, HM adapts form, emails to FSC and Social Equity for approval

Phase 3 on-campus interviews After approval, HM schedules on-campus interviews (3 is ideal) Activities: Class presentation, search committee meeting, dept, dept chair, Dean, Provost RECORDING OF INTERVIEWS IS PROHIBITED!!

Additional Info Official Transcripts Background Check Release & Driver’s License Travel & Hotel Procedures International Travel Reference Checks

Recommending Applicants Dept Faculty Recommendation Faculty review applicants’ credentials Tenured/tenure track faculty vote Dept chair sends letter documenting results of vote to Dean, FSC, and Soc Eq HM changes applicants’ status in PA; forwards recommendation to Soc Eq in PA Soc Eq reviews finalists, forwards to Dept Chair in PA Dept Chair forwards to Dean, etc.

Recommending Applicants, cont. Academic Affairs conducts background check Dept chair and Dean send separate recommendations on letterhead to Provost Include recommendation of dept faculty Different for tenure track vs temp Explain how dept chair makes rec

The Offer Provost establishes finalist pool, confers with President Veterans preference Upon president approval, Dean presents offer, negotiates rank/salary to finalist When the finalist accepts, HM works with dept secretary to prepare Hiring Form and Change to Published Schedule form Different for tenure track vs temp Explain how dept chair makes rec

Post-Search procedures HM forwards all documentation (rating sheets, etc.) to Soc Eq No feedback to unsuccessful applicants President makes official offer HR changes applicants’ status (hired or rejected), closes posting Different for tenure track vs temp Explain how dept chair makes rec

Questions? Contact Dr. Stephen Whitehead, Faculty Search Coordinator, 4830