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

2. 3 Parts to the Guide: Academic Affairs Guidelines
Social Equity Guidelines
PeopleAdmin Hiring Managers User’s Guide
Faculty Search Information web page:

3. 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

4. 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

5. 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

6. 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

7. 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
2. secure approval from Faculty Search Coordinator (FSC) and Social Equity.
3. input job description in PeopleAdmin
Describe each step

8. 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)

9. 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)

10. 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)

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

12. 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

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

14. 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

15. 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

16. 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

17. 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)

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

19. 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

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

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

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

23. Hiring manager responsibilities Pre-Phase 1
Adapt Phase 1 form, 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

24. Phase 1 example

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

26. Phase 1 example (compiled)

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

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

29. Phase 2 example (compiled)

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

31. 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!!

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

33. 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.

34. 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

35. 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

36. 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

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