Guidelines for Recruiting Tenure-Track Faculty Academic Personnel

10/2015www.calpoly.edu2 OVERVIEW 1.Why did we develop a tenure track faculty recruitment policy? 2.Input from Campus 3.Policies and practices taken into consideration 4.Pre-Recruitment process 5.Recruitment Plan 6.Recruitment Process 7.Joint Appointments and Multidisciplinary Searches 8.Screening and Selection 9.Reference and Background Checks 10.Finalist Interviews and making an offer 11.Concluding the Search and archival of documentation

10/2015www.calpoly.edu3 WHY DEVELOP A GUIDELINE FOR TENURE-TRACK RECRUITMENTS We did not have a written tenure-track faculty recruitment policy Desire to develop consistent campus wide recruitment practices Base faculty recruitment procedures on best practices Ensure that search committees follow recruitment policies Aim to improve the diversity in our qualified candidate pools Provide search committees with training opportunities to assist with: Equal Opportunity Recruiting policies and requirements Eliminating barriers and biases that may impact qualified and diverse candidates Providing training on the recruitment process and policies

10/2015www.calpoly.edu4 TENURE-TRACK RECRUITMENT POLICY INPUT Tenure-Track Recruitment Policy Working Committee (Annie Holmes, Martha Cody, Beth Gallagher, & Al Liddicoat) Academic Personnel Provost & Deans Council Department Heads/Chairs & Search Committee Chair Representatives Faculty Representatives College & Department Staff Representatives President & Vice Presidents CSU Fresno & CSU Guidelines for Faculty Recruitment

10/2015www.calpoly.edu5 PROCESS COMPLIANT WITH RECRUITMENT POLICIES State and Federal Law CSU Policies Collective Bargaining Agreement Campus Recruitment Policies and Practices Campus Diversity Policies and Practices

10/2015www.calpoly.edu6 PRE-RECRUITMENT PROCESS Brief Recruitment Process Overview (Handout) Sample Timeline for recruitment (Handout) Guidance on how to develop vacancy announcements - Position Description - Qualifications for position - Required application materials - Diversity Statement - Advertising Requirements Recruitment Plan Candidate evaluation form

10/2015www.calpoly.edu7 RECRUITMENT PLAN Strategy to develop a broad, deep and diverse pool of qualified candidates. Recruitment Plan must include: All planned advertising venues (advertisements placed by AP include: HigherEdJobs, Diverse Issues in Higher Ed, Cal Poly Report and CSU Careers) Departments must identify disciplinary, education and diversity outlets to advertise and cover costs Additional outreach through listservs, exposure at conferences and professional societies, professional networks, other online advertising opportunities, targeted PhD programs, etc. Description of how the search committee will represent or support diversity Required screening interview question on candidate’s ability to teach a diverse group of students Recruitment Plan must be reviewed and approved by OUD&I prior to opening any recruitment

10/2015www.calpoly.edu8 RECRUITMENT PROCESS All advertisements must be placed Department faculty elect search and/or screening committee. Must be tenured and probationary faculty (CBA) Probationary committee members require approval of Dean Faculty may be from another department if appropriate Requires Trained EEF Committee elects chair Search Committee Chair, Dept Chair, and EEF should attend training offered by OUD&I All search committee members will participate in appropriate trainings

10/2015www.calpoly.edu9 JOINT APPOINTMENTS AND MULTIDISCIPLINARY SEARCHES Joint appointment searches Position with appointment in more than one department and program One department will be designated as primary home department for purpose of eventual tenure status May have faculty participation from more than one department in recruitment process. Process should follow procedures of home department. Multidisciplinary searches Home department is not known at the start of search Screening committee will have representation from all departments/colleges where appointment may reside

10/2015www.calpoly.edu10 SCREENING AND SELECTION All members of the search (or screening) committee must review all complete applications with CV and cover letter Screening/Search committee determines list of qualified candidates using candidate evaluation criteria/rubric Screening interviews conducted by committee with EEF (usually by phone or Skype) Department head/chair is separate level of review, but may fully participate in candidate screening and interviews Screening committee identifies finalists for campus interviews

10/2015www.calpoly.edu11 LISTED AND ONLINE REFERENCE CHECKS Search Chair and EEF submits list of screening interviews conducted and identifies potential finalists for on-list reference checking to Department Chair, Dean, and OUD&I Search Chair notifies candidate that references will be checked and sends Supplemental Employment Application Questionnaire form for completion and return (suggest 3- day response) Two or more members of the search committee and/or Department Chair must conduct telephone reference checks for on-list references before finalists are approved Reference checking subcommittee will summarize job appropriate information and share it with the search committee, Department Head/Chair and Dean * CSU Policy now allows information obtained from online searching to be considered as long as it is verifiable and appropriate to qualifications of position. It is best to verify online information via professional reference checks.

10/2015www.calpoly.edu12 PREPARING FOR ON-CAMPUS INTERVIEWS Dean approves finalist interviews OUD&I reviews process and clears search to move forward Search chair and department schedule finalist interviews Finalist interviews must include Department tenure-track, lecturers, students, support staff, and may include advisory board members as appropriate An interview with the dean and/or associate dean If a joint appointment or multidisciplinary search, must involve all departments and colleges that are participating in search

10/2015www.calpoly.edu13 BEFORE MAKING A RECOMMENDATION FOR HIRE Obtain all required application materials, including letters of reference, official transcripts, etc. from finalists. Obtain signed supplemental CSU forms authorizing criminal records check/background check. Initiate background check process with AP which requires applicant to submit approval for third party to conduct assigned background process such as criminal background check. When recruiting for one position, all on campus interviews must be completed before making a recommendation to the Dean, and before any candidate can be offered the position.

10/2015www.calpoly.edu14 MAKING RECOMMENDATION FOR HIRE Search Committee Solicits input from constituents who participated in search process Search Committee Makes recommendation based on candidate’s qualifications for the position as described in the job requisition Department Head/Chair May endorse search committee recommendation and provide additional information in their recommendation to the Dean Dean (or Designee) Must conduct final checks of selected finalist with previous employers/supervisors and other appropriate references before or after on-campus visit If candidate has faculty experience, reference checks should include former and/or current department head(s)/chair(s) and dean(s) Dean (or Designee) Initiate required Criminal background checks Extends offer and written letter of appointment contingent upon successfully passing background check

10/2015www.calpoly.edu15 REQUIRED BACKGROUND CHECKS “The CSU will conduct thorough background checks for all newly hired employees. This includes all temporary, probationary, intermittent, and at-will employees.” “All background checks must be completed before an appointment is finalized and the candidate... begins work in the new position.” {Instructional faculty may begin working with a contingent assignment prior to receiving the results, but this should be a rare situation.} Background checks require:  Employment verification (verify relevant prior employment within last 10 years)  Education/degree verification  Professional Reference checks  Criminal records check

10/2015www.calpoly.edu16 CONCLUDING THE SEARCH AND DOCUMENT ARCHIVAL After candidate accepts position, the search chair notifies all remaining unsuccessful candidates Search Committee chair submits any background check related information to Records Custodian in Academic Personnel. Background check documents will be maintained confidentially in Academic Personnel office for two years. Search documents must be maintained confidentially in department office for two years; applicant materials are retained in CalPolyJobs for the full three year retention period EEF completes and submits EEF report to the Office of Equal Opportunity (formerly Employment Equity Office)

10/2015www.calpoly.edu17 NEXT STEPS was pilot year to begin to adopt the procedures as appropriate and feasible and provide feedback AP instituted recruitment training for search committees, college councils and other units running faculty recruitments. In late Summer 2014 AP solicited feedback from departments and colleges to improve search procedures (Recruitment Plan, OUD&I involvement in process, reference checks, consistency of processes etc.) August 2015 CSU release mandatory background check policy October 2015 revised Recruitment document was released that incorporates feedback received during the first two years and the new CSU policies.