Orientation

1. Orientation Tenure Track Faculty Searches Recruitment Workshop 2004

2. Orientation Agenda • Resource Personnel • Academic Affairs • Office of Equity & Diversity • Roles & Timing • Academic Affairs • Dean • Department Chair • Search Committee • Office of Equity & Diversity

3. Orientation Agenda • The Process • Pre-Recruitment • Position Description • Search Protocol Development • Search • Recruitment & Advertising Plan • Confidential Data Sheets • Screening • Pool Approval • Interview Pool Approval • Selection • Appointment

4. Resource Personnel • Academic Affairs – BH-303 • Kathleen Cohn, AVP, AP (58264) • Tom Chavez, ASM, AP (58230) • Irene Wood, APM, AP (58263) • Academic Personnel FAX (51680) • Office of Equity & Diversity – USU 301 • Perrin Reid, Dir, OED (57030) • Jo Ann Harris, AA, OED (58256) • FAX (55982)

5. The Roles & Timing • Academic Personnel Approves • The position description • The appointment

6. The Roles & Timing • Office of Equity & Diversity • Approves Recruitment & Advertising Plan • Assigns Recruitment Number • Sends Confidential Data Sheets (CDS) to Dept • Monitors the return rate of CDS • Reviews some applicant pools at the preferred qualified applicant stage; phone interview stage; and, on-campus interview stage.

7. The Roles & Timing • Dean Approves • The position description (prior to AP) • The search protocol (including Screening & Selection Process) • The applicant pool before the committee reads the applications • The interview pool (telephone and/or campus) • The appointment

8. The Roles & Timing • Chair Review/Signs • The position description (develops qualifications/duties) • The recruitment & advertising Plan • The search protocol • The applicant pool • The interview pool • The appointment

9. The Roles Search Committee • Develops the search protocol (including screening & selection process • Develops the recruitment & advertising plan • Recruits applicants • Screens applicants • Provides OED with weekly updates of applicants (names, dept, Recruitment #s) • Selects & recommends finalist(s)

10. I. The Process: Pre-Recruitment Approval of Position Provost Dean: Copy to OED Position Description & Qualifications/Duties Development Dept Chair Dean Review College Equity & Diversity Goals & Action Plan Dean/Assoc Dean Position Description Review/Approval AVP Academic Personnel Dean/Dept Chair Search Protocol Development R & A Plan/S & S Procedures Department Dean Assigns Recruit #, Distributes Matching CDS to Dept OED Recruitment & Advertising Approval Dir OED AVP Acad Personnel/Dean/Dept Chair

11. II. The Process: Search Recruitment & Advertising • Required announcements placed by University: CSULB (AP web site), CSU Employment Board, State of CA Employment Development Dept (EDD), National Ads. • Dept/College required responsibilities: National announcements to universities & colleges, doctoral programs, professional associations & organizations, ads within discipline, dept/college web site, outreach via MWDD, Forgivable Loan Directory, predominately women & minority institutions, as appropriate. • Acknowledgement of Interest/Application • Notify all prospective applicants/current faculty of required documentation • Develop log • Distribute CDS to applicants’ Department

12. II. The Process: Search cont. Collection & Processing Applications Monitor & Assess Applicant Pool & Recruitment Log Dean/Search Committee Chair Maintain Recruitment Log Search Committee Protocol Compliance/Applicant Pool Review Dean

13. III. The Process: Screening • Review of Applicant Files Per Approved Screening Criteria • Minimum Qualifications • Preferred Qualifications • Proposed Interview List • Search Committee - All Approval of Interview Pool Search Committee Dept Chair Dean Interviews Search Committee/Department

14. IV. The Process: Selection Recommendation Search Committee Chair Dean AVP Academic Personnel

15. V. The Process: Appointment Appointment Approval & Offer Provost

16. Standard College Search Protocol • Each college has an established tenure-track search protocol • Describes the steps for the recruitment of TT faculty • Search committee develops department specific steps in the recruitment & advertising & screening & selection process in accordance with the college search protocol

17. Search Committee • Tenured & probationary faculty (TT) may be elected to serve • Faculty Early Retirement Program (FERP) faculty are eligible to serve if they are employed during the fall & spring semester • Academic year employed FERP faculty may serve. FERP faculty are eligible to vote to elect the search committee during their teaching semester

18. Search Committee cont. • Pre-retirement faculty are eligible if they teach both semesters • Faculty on sabbatical or difference-in-pay (DIP) may serve if they are willing & available both semesters

19. Position Description (PD) • Must be approved by academic personnel before the department can proceed with any advertising of the position • Dept chair prepares the PD for each search • If multiple appointments are approved from one search, only one PD is submitted

20. Position Description cont. • Signature approval from the chair, dean (or assoc dean, as appropriate) is required with final approval by academic personnel • Academic personnel will return the approved PD to the dean, chair, academic support coordinator (ACS), with a recruitment number for tracking that has been issued by OED

21. Position Description, cont. • Adm support coordinator emails the PD to academic personnel for placement on the office AP web site • Renewed positions from prior years searches require a new PD & a new recruitment number

22. Position Description, cont. • Be specific regarding “minimum qualifications” • After the terminal degree & discipline major is stated, consider adding “or related field,” if appropriate as a minimum qualification • All PD minimum qualifications must include “The ability to communicate & work effectively with an ethnically & culturally diverse campus community”

23. Position Description, cont. • Faculty ranks may be stated in a variety of ways: • Assistant Professor • Associate Professor • Assistant or Associate Professor • Professor • Rank Open

24. Position Description, cont. • When searching for assistant or associate professor: • Differentiate under the desired/preferred, the expectation of each rank

25. Position Description, cont. • Salary Range • Some depts choose to be silent simply indicating that the position is based upon qualifications & experience • If actual salary ranges are listed, salary recommendations must remain within the range quoted • Listing salary ranges assists search committee, dept chairs, & deans as they recommend salary for appointment

26. Position Description, cont. • If interviews are to take place at major conferences of the discipline, this information & the conference dates are included • It is suggested that conference information be included in acknowledgment letters sent to applicants • Opportunities to be interviewed are to be provided to those who can not attend the conferences & those who meet the desired/preferred qualifications

27. Position Description, cont. • The CSULB’s non-discrimination statement must be used in all position descriptions, advertisement, professional newsletter, & web sites

28. Non-discrimination Statement • In addition to meeting fully its obligations under federal & state law, CSULB is committed to creating a community in which a diverse population can learn, live, & work in an atmosphere of tolerance, civility, & respect for the rights & sensibilities of each individual without regard to economic status, ethnic background, political view, or other personal characteristics or beliefs. An Equal Opportunity Employer.

29. Non-discrimination Statement • If space & cost constraints require shorter versions: • CSULB is an Equal Opportunity Employer committed to excellence through diversity & takes pride in its multicultural environment • An EO Employer

30. Position Description, cont. • Campus crime statistics statement is not required on the PD • It is listed on the Academic Personnel faculty jobs web site • www.http://www.csulb.edu/aa/personnel > Faculty Employment Opportunities • It is on the SC-1 Form (6/14/02)

31. Recruitment & Advertising Plan • Consists of a list of the dept’s activities to recruit & advertise the position • Signed by the dept chair • Reviewed by the dean • Forwarded to OED for approval • Includes the recruitment number after approval by OED

32. Recruitment & Advertising Plan • Standard activities placed by AA • Chronicle of Higher Education, [include date] • Women in Higher Education, [] • Black Issues in Higher Education, [] • The Voice, HACU, [] • Hispanic Outlook, [] • Academic Personnel web site • CA Employment Development Department web site • Other – dept/college recruitment efforts

33. Recruitment & Advertising Plan • Keep a list of updates made for recruitment record • Submit Recruitment Log that details the activities of the search process • Lists all activities • Lists all dates of the activities (phone, inquiries, phone & on-campus interviewees with dates, conferences with names of attendees, etc.)

34. Recruitment & Advertising Plan • After the search, copies of all recruitment documents are kept on file in the dept, available on request for three years • Mailing lists • Interview notes • Rating sheets • Etc.

35. Screening & Selection Process • Is developed by the search committee • Establishes the guidelines, including • the rating sheet, • screening process & criteria, • selection process & criteria

36. Screening & Selection Process • Rating sheets are developed into two sections: minimum & preferred qualifications • Search committee chair develops a letter to the applicants acknowledging the application

37. Screening & Selection Process • Confidential Data Sheets • Self-identifying information (race, ethnicity, gender, veteran status) required for reporting purposes to the federal government • Confidential to OED only • The search committee learns only of the number of returns

38. Screening & Selection Process • Sample language for confidential data sheet Please return the enclosed Confidential Data Sheet (CDS) in the envelope provided or fax it to the Office of Equity & Diversity at the following confidential fax number, (562) 985-5982. While completion of this form is voluntary, we will not be able to proceed with the review process until a sufficient number of Confidential Data Sheets have been returned. Please be aware that the search committee will not have access to CDS information.

39. Screening & Selection Process • CDS language for e-mail reminder In an earlier correspondence regarding the position of (R#) at California State University, Long Beach, we sent you the Confidential Data Sheet. Please note that although the Confidential Data Sheet (CDS) is optional, we must demonstrate a strong return rate of those forms. If a reasonable return rate is not reached, the search may be delayed. If you have not already returned the CDS to the Office of Equity & Diversity (OED), please return the CDS form as soon as possible, even if you decline to disclose the information requested. Please return the enclosed CDS in the envelope provided or fax it to the following OED confidential fax number (562) 985-5982. Please be aware that the search committee will not have access to the CDS or to the information you enter on the CDS.

40. Screening & Selection Process • Pool Approvals • At the earliest, one month following a national position announcement & in consultation with OED director, the search committee chair asks the dean for pool approval prior to any screening of applications by the committee • The dean approves the telephone interview list, if applicable • The dean approves on campus interviews before any invitation is made

41. Screening & Selection Process • Access to Applications • The search committee chair/dept coordinator provides full access to the committee • If the search protocol states that the search committee will accept recommendations from the dept faculty, as a whole, some parts of the applications are reviewed by all tenured & probationary faculty for input

42. Screening & Selection Process • Application documents available for the tenured/probationary faculty to view: • Letter of application • Vitae • Syllabi • Exams • Scholarly & creative work

43. Screening & Selection Process • Documents not available for the department faculty to view: • Letters of recommendation • SC-1 Form • Transcript • Student evaluation summaries

44. Pre-Employment Inquiry Guidelines • CA Fair Employment & Housing Act prohibits any non-job related questions which directly or indirectly limit a person’s employment opportunities • Covers race, color, religion, national origin, ancestry, medical condition disability (including AIDS), marital status, sex (including pregnancy), age (40+), exercise of family care leave or leave for an employee’s own serious health condition.

45. Pre-Employment Inquiry Guidelines • Refers to any question which identifies a person on a basis covered by the act, results in disproportionate screening out of members of a protected group or is not a valid predictor (not a job-related inquiry) of successful job performance • Employer should make only those inquiries necessary to determine the applicant’s eligibility

46. SC-1 Form • Statement of Preparation & Experience required for appointment • Optional to send to all applicants or to finalists • If only sent to finalists, requires a statement of nondiscrimination

47. SC-1 Form, cont. • Statement in letter of acknowledgement • CSULB does not discriminate on the basis of disability against otherwise qualified applicants. CSULB will make reasonable accommodations to the applicants with identified disabilities. If you need accommodation in the pre-employment selection process (application, tests, interviews, etc.) please contact me.

48. Non US Citizens & Non Permanent Resident Applicants • Required to have approved work authorization by date of employment • Academic personnel reviews each case to determine if (H-1B) approval is possible • U.S. Citizenship & Immigration Services requires multiple steps, so it is essential to begin H-1B process by February for fall appointments

49. Forms attached & on web site • Academic Personnel • Campus Interview Faculty Recruitment Form • Tenure –Track Faculty Check List • Direct Expense Form • Vendor Data Record (204) Form • SC-1 Form

50. URLs to Forms • Academic Personnel (AP) http://www.csulb.edu/aa/personnel/forms • Division of Administration & Finance (DAF) http://daf.csulb.edu/forms/financial/index.html