Informational Sessions for Department Administrative Staff

1. Informational Sessions for Department Administrative Staff Kansas State University Revised February 2012

2. Agenda • Why review recruitment and hiring • K-State’s Equal Employment Opportunity (EEO)/Affirmative Action (AA) commitment • Changes in Recruiting & Hiring • Search Procedure • Checklist • Changes to Recruiting & Hiring forms • Questions and Comments

3. Why review recruitment and hiring • Great universities are built around great faculty and staff (Kirk Schulz January Letter to Campus) • Efficient, effective, timely, fair, and legally-compliant/defensible recruitment/hiring practices are critical to having the talented & diverse workforce envisioned in K-State 2025

4. Why review recruitment and hiring Assessment of hiring for unclassified faculty and staff announced Fall 2011 in response to: • Questions raised by Spring 2011 search committee training • Introduction of new steps and best practices • Concerns raised by Unclassified Professional Task Force, Faculty Senate, the Colleges, focus groups completed October 2011 and others

5. K-State’s EEO/AA Commitment As a Federal contractor, the university has an obligation to ensure that people involved in hiring are aware of our procedures and that they apply them consistently to provide fair and equitable treatment for everyone. The legal framework includes: • Title VII of the Civil Rights Act of 1964 • Executive Order 11246 • The Americans with Disabilities Act

6. Key Concepts: • Equal Employment Opportunity- guarantees the right of persons to apply and be evaluated for employment opportunities without regard to race, color, religion, age, national origin, gender, sexual orientation, gender identity, military status, disability, pregnancy, genetic information or veteran status • Affirmative Action- refers to the policies and initiatives taken to increase the representation of women and minorities

7. Changes to Recruiting/Hiring Procedures • This is the beginning… • Diversity Point Persons (DPPs) signature approval authority removed • DPPs continue in role as resource persons • OAA certification of applicant and interview pool eliminated • OAA will review combined applicant/interview list, prior to on-campus interviews • Review is for adequate/consistent documentation of disposition of applicants

8. Changes to Recruiting/Hiring Procedures • Search committees are allowed to review applications as they arrive once screening criteria defined • Profiles of Excellence are no longer required • OAA voluntary self-id template letter to be used – automating the process this Spring

9. Checklist • Update to combine unclassified professionals and faculty • 12 Phases • 17 steps

10. Changes to Recruiting and Hiring Forms • The forms (appendices) have been renumbered to reflect the logical order of steps in the recruitment and hiring process. For example, Appendix 12 is now Appendix 11. • The instructions on each form have been updated for consistency and to provide an explanation of the steps necessary to complete each form. • The “DPP Signature” line for the Diversity Point Person has been removed from each form. • A check-off box for “Clinical–track (Veterinary medicine)” has been added to the types of appointments for Faculty Appointment selection.

11. Unclassified Faculty and Staff Vacancy Form (Appendix 8) Section 4 “Protected Class Underutilization” is renamed “Underrepresentation Data” Section 5 “Search Committee” includes the option for search committee members to self-identify themselves as Native Hawaiian or Pacific Islander.

12. Position Announcement Form (Appendix9) Section 3 and Section 4 are combined and renamed Description of Job Responsibilities and Qualifications. The purpose of this section is to describe the job responsibilities and required and/or preferred qualifications for the vacancy. For Unclassified Professional positions

13. Recruitment Plan (Appendix 10) No Change

14. Recruitment and Applicant Disposition Report (Appendix 11) formerly Appendix 12 The title of the form has been changed from “Recruitment Report” to “recruitment and Applicant Disposition Report” to more accurately reflect its purpose. The sections to be completed have been reduced from eleven to eight.

15. Recruitment and Applicant Disposition Report Section 5 combined the applicant pool, applicants proposed for interview, and disposition of applicants into one section. Certification of the applicant and interview pools by OAA has been removed and replaced with an OAA signature line for review of the interview pool prior to beginning interviews. The person(s) completing the form will provide the criteria category (1-8) and an explanation for non-interview or non-selection. There are two additional options listed in the criteria for non-interview or non-selection: a) does not meet minimum requirement(s) and b) candidate withdrew from consideration.

16. Recruitment and Applicant Disposition Report The OAA will provide the gender and race/ethnicity composition of the applicant pool to the search committee in section 6 of the form. The specific race/ethnicity statistical data will be provided for the applicant pool only as feedback to the unit on the success of its recruitment efforts.

17. Recruitment and Applicant Disposition Report The question regarding “by which method of recruitment did the recommended candidate learn about the position?” has been relocated to section 7 on the form.

18. Unclassified Appointment Record (Appendix 12) The form has been reorganized to reflect the order in which the forms should be submitted to the OAA.

19. Web-based Search Committee Resources • http://www.k-state.edu/affact/Recruitment/index.htm

20. Questions and Comments