2. SPOT Briefing (Search Procedures, Operations, & Tasks) Friday, September 12, 2014 California University of Pennsylvania Building Character. Building Careers. 1

3. 3 Parts to the Guide: 1.Academic Affairs Guidelines 2.Social Equity Guidelines 3.PeopleAdmin Hiring Managers User’s Guide Faculty Search Information web page: http://www.calu.edu/academics/acad emic-affairs/faculty- search/index.htm 2

4. 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 3

5. 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 4

6. 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 5

7. 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 6

8. First task – creating the posting in PeopleAdmin  3 steps to creating the posting 1.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 7

9. 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) 8

10. 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) 9

11. 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) 10

12. 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 11

13. 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 12

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

15. 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 14

16. 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 15

17. 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 16

18. 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) 17

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

20. 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 19

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

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

23. 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 22

24. 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 23

25. Phase 1 example 24

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

27. Phase 1 example (compiled) 26

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

29. 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 28

30. Phase 2 example (compiled) 29

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

32. 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!! 31

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

34. 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. 33

35. Recommending Applicants, cont.  Academic Affairs conducts background check  Dept chair and Dean send separate recommendations on letterhead to Provost Include recommendation of dept faculty 34

36. 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 35

37. 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 36

38. Questions? Contact Dr. John Kallis, Faculty Search Coordinator, x4169 37