Faculty Search and Hiring Training Section I - Mechanics Office of the Provost Department of Human Resources

Recruiting faculty is one of the most critical activities performed at a university. By recruiting outstanding and diverse new faculty, we will become a better university to serve our students, create and disseminate knowledge, contribute to the culture of the State of Mississippi and provide valuable service to the citizens of Mississippi, the United States and the international community. USM Philosophy on Faculty Recruiting 2

Outline Overview of individual roles in the process Search Process Explained Approved positions Posting of Positions Accessing postings Closing the search Hiring paperwork Resources Q&A 2015 Faculty Search Committee Training: Section I - Posting 3

Search and Hiring Team Deans Department Chairs Administrative Assistants Committee Chairs Committee Members HR Office of the Provost 2015 Faculty Search Committee Training: Section I - Posting 4

Deans, Chairs, and Administrative Assistants College Deans – Obtain approval from Provost to post positions – Maintain updated hiring spreadsheets Department Chairs – Appoint Search Committee – Post positions – Follow hiring procedures from Hiring Toolkit (which are taken from the Faculty Handbook) Administrative Assistants – Make it all happen! 2015 Faculty Search Committee Training: Section I - Posting 5

Committee Chair Scheduling committee meetings, communicating with candidates, scheduling interviews, and coordinating the activities of the committee Ensure all committee members independently assess the Minimum and Desirable qualifications of all the applicants in order to determine who makes the first cut Send a thank you letter to applicants who do not make the first cut Work with department chair to update applicant statuses 2015 Faculty Search Committee Training: Section I - Posting 6

Committee Members Attend all committee meetings Carefully review ALL applications Assist with credential verification and reference checks Fully participate in and assist with the interview process Adhere to USM hiring policies and procedures Sign and abide by the confidentiality agreement 2015 Faculty Search Committee Training: Section I - Posting 7

PEOPLEADMIN JOB POSTING (and Closings!) Dr. Wanda Naylor, Human Resources Updated October, 2015

Welcome / Faculty Postings Viewing Applications in PeopleAdmin ____24/7 knowledge of where your postings are in the approval process ____24/7 Access to view applicant documents 2015 Faculty Search Committee Training: Section I - Posting 9

Access the Posting Site 2015 Faculty Search Committee Training: Section I - Posting 10 Type this URL directly into search engine NOT (applicant website) Access URL through HR website USM Departmental website > Search and Hiring Process > PeopleAdmin Access

Job Posting Lifecycle 2015 Faculty Search Committee Training: Section I - Posting 11

Creating an Account If you don’t already have a PeopleAdmin administrator rights account – This is for anyone who would create a posting or make changes to a posting (department chairs, deans, administrative assistants, etc.) – This is not for search committee members or the search chair, unless they already meet the prior description 12

Create an Account 2015 Faculty Search Committee Training: Section I - Posting 13 NOT (applicant website)

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Create a Posting 2015 Faculty Search Committee Training: Section I - Posting 16 Note: If you see postings here that have already been filled; they need to be closed. Step 2: Create a Posting

Create a New Posting 2015 Faculty Search Committee Training: Section I - Posting 17

new posting continued – Departmental Access to Postings 2015 Faculty Search Committee Training: Section I - Posting 18 This should not be used to add a search committee chair or member – doing so allows them access to all postings in that department. They must use Guest User Access.

new posting continued – Job Information 2015 Faculty Search Committee Training: Section I - Posting 19 Refer to Faculty Hiring Toolkit for sample language and required language.

new posting continued 2015 Faculty Search Committee Training: Section I - Posting 20 Note: Optional Documents IF NECESSARY - Only use this space for “Other Documents” in addition to Required documents. Example, you need more than one “Other Document” in an application.

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new posting continued 2015 Faculty Search Committee Training: Section I - Posting 22 You can request unofficial transcripts, at this point, to begin the review of academic credentials. Official transcripts will be needed from candidates that come for campus interview.

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Step 3: Review Documents Viewing applicants and documents 2015 Faculty Search Committee Training: Section I - Posting 27

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Step 4: Applicant Selection 2015 Faculty Search Committee Training: Section I - Posting 29

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QUESTIONS 2015 Faculty Search Committee Training: Section I - Posting 32

Finalist Review and Approval 2015 Faculty Search Committee Training: Section I - Posting 33

Review Process and Campus Finalist Approval Review of all applications Conclusion of telephone interviews and reference checks Identification of finalists and alternates BEFORE INVITING ANYONE TO CAMPUS… See Section 5 of Hiring Toolkit 2015 Faculty Search Committee Training: Section I - Posting 34

Updating status in PeopleAdmin Prior to inviting a finalist to campus, the department must indicate finalists, alternates, and those not selected for interviews in PeopleAdmin The department must also select the reason(s) for non- selection Note: Even though a candidate is marked as non-selected in PeopleAdmin, only AFTER the position is filled and the position is closed in PeopleAdmin is a notification automatically sent to the applicant However, prior to closing the position in PeopleAdmin, chairs should send a personalized or letter to applicants who are not selected and the committee wishes to release from the pool 2015 Faculty Search Committee Training: Section I - Posting 35

Finalist Review and Approval After finalists and alternates have been identified – Search chair, department chair, or dean sends (please include PeopleAdmin Posting #) to AA/EEO director indicating list is ready for review – After the review, AA/EEO director will send recommendation to search chair, department chair and appropriate dean – Only AFTER dean indicates approval of finalists in PeopleAdmin may finalists be invited to campus by search chair 2015 Faculty Search Committee Training: Section I - Posting 36

Close the Search in People Admin: Once a candidate has accepted the offer, the department chair must change the status in People Admin of all applicants to: Not Interviewed/Not Hired, Interviewed/Not Hired or Interviewed/Hired The search committee chair must write or e- mail all candidates who have applied that the search has been concludedwrite 2015 Faculty Search Committee Training: Section I - Posting 37

Verification of Academic Qualifications Verification of academic credentials of all candidates to be interviewed by telephone should be completed prior to the candidate's telephone interview, whenever possible – Unofficial transcripts may be used at this step If official transcripts have not already been received, note that they should be requested prior to inviting a candidate to campus 2015 Faculty Search Committee Training: Section I - Posting 38

International Candidates This should be done PRIOR to inviting the candidate to campus as a finalist If a candidate will need visa services to work in the United States, the search committee chair should consult with the Administrator of the Office of International Student and Scholarship Services to determine a candidate’s ability to work in the United States or if eligible to acquire the appropriate visa to work at USM 2015 Faculty Search Committee Training: Section I - Posting 39

Additional Reference Checks after the Interview Committees may wish to conduct off-list reference checks (additional references not listed on the application) at this point Even though the university reserves the right to communicate with any person who may have information, when necessary, the committee chair should consult with the department chair, and then obtain general permission from the candidate Recommend that two committee members be present when off-list references are contacted 2015 Faculty Search Committee Training: Section I - Posting 40

Evaluation and Selection of the Candidate (from Faculty Handbook, Chapter 3.9) The search committee should prepare a list of candidates in the format requested and stated in the charge to the committee – This list is presented to the department chair who will then convene a meeting of the department or academic program faculty to consider the committee’s recommendation – The departmental faculty may elect to accept the search committee recommendation or develop an alternate recommendation The department chair then submits a written hiring recommendation from the departmental faculty to the college dean, accompanied by the department chair's separate written recommendation either concurring or disagreeing with the recommendation of the departmental faculty 2015 Faculty Search Committee Training: Section I - Posting 41

HIRING PAPERWORK 42

Hiring Paperwork Once a successful search has concluded, the next step is getting the person hired The more accurate and complete the paperwork is, the quicker the candidate may be offered the position PTH – Permission to Hire (Before the offer) PAF – Personnel Action Form (After accepted) 2015 Faculty Search Committee Training: Section I - Posting 43

Process Flow of Hiring Paperwork 44 Department finds the perfect candidate COLLEGE sends PTH: Permission to Hire Packet to Provost for Review Provost Review PAF: Dean's Office Office of the Provost Budget HR

HBGC 3. If librarian position is involved, does applicant have ALA/MLS? Yes POS CIP Code 0001 Job Posting # PERMISSION TO HIRE FACULTY Name of Candidate Seymour Southern Assistant Professor Current Budgeted Rank/Title of Position Assistant Professor Proposed Rank/Title of Position Summary of Education and Experience 1. Highest Degree(s), Major, Institution(s) Ph.D., Otorhinolaryngology Science, U. of Texas (Attach COPY of transcript and vita) Date Verified: 10/15/2015 By whom? Bob Smith 2. College/University Teaching Experience 25 years at Johns Hopkins University Date Verified: 10/15/15 By whom? Bob Smith NoInstitution: 4. Date Verified: By Whom? Other Qualifications Won Nobel Prize for hardest discipline to pronounce Date Verified: 10/15/2015 By Whom? John Jones Start up Funds Request: YesNo Total Amount Requested: $_ 5 _,000 VPR 50 % Dean 25_%25_% Department 25 % Distribution Period: One Year Two Years x Signature Vice President for Research (required if startup funds are requested from VPR) Moving Expenses: $ 6,000 (if applicable) paid by Department 2 number of years towards tenure requested (if applicable) Special Conditions/Justifications/Explanations / / Chair / DirectorDateProvostDate / DeanDate / President Date (required if years towards are requested) Department/School Staff: Phone Box # Dean’s Staff: Phone Box # Distribution: Copy: ProvostCopy: DeanCopy: Department Revised 10/27/15 Additional funding $5,000 CUPA per Provost. $20,000 from Position #5500 and $30,000 from Position #9999 ✔ School of Otorhinolaryngology/College of Science and Technology 9999Golden Eagle Department/School/CollegePosition NumberVice/Replacement (or New) August 26, 2016 Beginning Date (and ending date if non-tenure track) $50,000 Current Budget Salary $55,000 Requested Salary

HBGC POS CIP Code Job Posting # PERMISSION TO HIRE FACULTY Name of Candidate Department/School/CollegePosition Number Vice/Replacement (or New) Beginning Date (and ending date if non-tenure track) Current Budget SalaryRequested Salary Current Budgeted Rank/Title of PositionProposed Rank/Title of Position Summary of Education and Experience 1. Highest Degree(s), Major, Institution(s) (Attach COPY of transcript and vita) Date Verified: By whom? College/University Teaching Experience If librarian position is involved, does applicant have ALA/MLS? Yes NoInstitution: Date Verified: By whom? 4. Date Verified: By Whom? Other Qualifications Date Verified: By Whom? Start up Funds Request: YesNoNoTotal Amount Requested: $__ VPR %Dean _% Department % Distribution Period: One Year Two Years Signature Vice President for Research (required if startup funds are requested from VPR) Moving Expenses: $ (if applicable) paid by number of years towards tenure requested (if applicable) Special Conditions/Justifications/Explanations / Chair / DirectorDate / ProvostDate / DeanDate / President Date (required if years towards are requested) Department/School Staff: Phone Box # Dean’s Staff: Phone Box # Distribution: Copy: ProvostCopy: DeanCopy: Department Revised 10/27/15

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Hiring Packet Section 6: Hiring Faculty Process Initiates all hiring approval processes – Permission to Hire Form – DRAFT of offer letter – Verification of Faculty Qualifications – Copy of CV – Copy (or original) transcripts – Immigration Status Memo (if applicable) 2015 Faculty Search Committee Training: Section I - Posting 48

Preservation of Records It is important that the search documentation can be located in the event that a complaint is filed by an applicant All documentation for each candidate should be retained for a minimum of 3 years – Electronic files of applicant materials are maintained in and can be accessed through PeopleAdmin – All other documentation should be kept by the hiring department. The AA/EOE officer and the department chair will be informed via , by the committee chair, that the search is officially concluded when all candidates have been notified and the records are archived 2015 Faculty Search Committee Training: Section I - Posting 49

Human Resources Website – Forms, PAF Process, Search and Hiring Process, PeopleAdmin Access Faculty Hiring Toolkit – Located on the Office of the Provost Website Includes policies and procedures, sample letters, timelines and other templates Search Committee Resources 50

QUESTIONS? 2015 Faculty Search Committee Training: Section I - Posting 51