Faculty Search Committee Process Faculty Coordinators and Search Staff

1. Faculty Search Committee ProcessFaculty Coordinatorsand Search Staff

2. Goals • Review Search Committee Process • Ensure knowledge of Search Process so assistance may be provided toSearch Chair and Committee Members • Partner with Diversity Search Advisor in Department • Ensure compliance with University and School of Medicine policies • Diversity of Search Committee • Diversity of Applicant Pool • Ensure accuracy in faculty search documentation on AA Appointment Form

3. Search Committee Process • Faculty Coordinator or Search Staff • Active role in faculty search process • Serves as expert and partner to the Search Committee Chair throughout the faculty search process • To ensure compliancy in the search process • To ensure that the faculty appointment is completed in a timely manner • To ensure accurate documentation is collected throughout search process, for submission of AA Appointment Form at conclusion of search

4. Search Committee Process Initial Steps: • Annual FAPD Memo distributed to Department Chairs (September) “Procedures and Schedules for Faculty Appointments, Reappointments and Promotions” • The “Perelman School of Medicine Plan for Diversity and Inclusion” affirms our commitment to a diverse faculty • The Diversity Search Advisor will work with you and Search Committees from initial stages of search process through completion, to “generate the broadest and strongest possible candidate pool” and to assure that every applicant is given equal effort and consideration • Faculty Searches -- A national search is required for the tenure, clinician-educator and research tracks; -- A limited search is required for the academic clinician track

5. Search Committee Process FAPD Memo, continued … • The Search Committee membership must be diverse; Search Committee resources are available on the FAPD website http://www.med.upenn.edu/fapd/ • A PSOM Diversity Search Advisor must review and approve the faculty search before the recommendation of a faculty appointment is submitted to the PSOM COAP/PSC • Compliancy of Faculty Searches -- If the search process, including the composition of the search committee, is determined not to be compliant with University AA/EEO policies, the recommendation for appointment will not be processed. • Information about “Faculty Opportunity Fund” to recruit diverse faculty

6. Search Committee Process Initial Steps: • Meet with Department Chair to know who has been selected as Search Committee Chair for each faculty recruitment/ faculty ad • Contact Search Committee Chair and assist in developing ad text for faculty position • May consult with Diversity Search Advisor • May contact FAPD (Karen Grasse) for assistance with complex ad issues and recruitments

7. Search Committee Process Initial Steps: Reminder of Requirements • Submit faculty ad to FAPD Ad Generator for review and approval by Diversity Search Advisor (DSA) • When faculty ad is approved, an email message will be sent to the Faculty Coordinator, Search Committee Chair, Applicant Manager and Diversity Search Advisor • Ad is posted to FAPD public view “Open Faculty Positions” and Department ,Center or Institute websites • Ad Generator email message includes the following information: • Diversity Search Advisor has approved your ad • Links to Search Committee Resources • Statement about compliancy of searches

8. Search Committee Process Initial Steps: Reminder of Requirements • National Search (Tenure, Clinician-Educator, Research tracks) • Faculty ad must be published in minimum of two (2) professional journals (may be hard copy or on-line publications); See Guidelines http://somapps.med.upenn.edu/fapd/documents/pl00018.pdf • Formal national search letter must be sent to universities, schools, departments or graduate programs (may use email to distribute search letter, but maintain list of contact names/institutions to submit with AA Appointment form)

9. Search Committee Process Initial Steps - Reminder of Requirements: • Limited Search (Academic Clinician track) • Faculty ad must be published in minimum of one (1) professional journal (may be hard copy or on-line publication); See guidelines http://somapps.med.upenn.edu/fapd/documents/pl00017.pdf • Penn Provider to assist with placing faculty ads -Articus http://cms.business-services.upenn.edu/publications/media-placement.html

10. Search Committee Process Initial Steps: Recommendations • Available to Assist Search Committee Chair • Identify women and minority faculty to serve as Search Committee members. May utilize faculty from other departments • Coordinate/attend Search Committee meeting; Distribute faculty ad at initial search meeting to Search Committee Members • Publish ad in professional/scientific/medical journals selected in discussion with Search Chair • Distribute approved faculty ad to department faculty • Distribute print copy of ad to department faculty attending national conferences • Distribute applicant materials if requested

11. Search Committee Process During the Search: Recommendations • Partner with Diversity Search Advisor (DSA) • Contact Diversity Search Advisor as resource for Search Committee; Invite DSA to initial search meeting • Provide information about Unconscious Bias presentation for Search Committee • Identify advertising locations/publications to expand and diversify applicant pool • Review women and minority organizations/websites for outreach in “Search Committee Resources” • Contact former faculty/residents about open positions to expand and diversify applicant pool • Involve department faculty members who are members of minority/women’s organizations to expand and diversify applicant pool

12. Search Committee Process During the Search: Recommendations • Available to Assist Faculty Candidates • Welcoming and accompanying candidates in visits to Penn and follow-up throughout the search process • Ensure that every candidate who is interviewed on campus is treated well during their visit • Provide opportunity for minority/women candidates to meet with minority/women faculty at Penn • Work with Search Committee Chair • Maintain and update “Applicant Review” section in ‘my.med’ for all applicants in the search • Distribute “Evaluation Form” to Search Committee Members after each faculty candidate completes an interview • Provide information about ‘Faculty Opportunity Fund’ -- Provost’s fund for recruitment of diverse faculty candidates

13. Search Committee Process Identification of Preferred Candidate • Affirmative Action Appointment Form • AA Form must be completed immediately as soon as preferred candidate is identified • Update status to “preferred candidate” in “Applicant Review” section of ‘my.med’ before you are able to create AA Form • May request a Search Committee Report • Submit AA to Diversity Search Advisor and FAPD ahead of the Dossier submission for the faculty appointment. • If recruitment is initiated by Center, Institute or Program, the Search Staff should work with the Faculty Coordinator of home department selected for preferred candidate to complete AA Appointment Form

14. Search Committee Process Identification of Preferred Candidate • Affirmative Action Appointment Form is an on-line application on FAPD website https://www.med.upenn.edu/apps/my/fapd/apps/fads?_preserve%5Bshow%5D=y&start_mod=2&start_panel=3 • AA Appointment Checklist on FAPD website http://somapps.med.upenn.edu/fapd/documents/ext00031.pdf

15. Search Committee Resources • Search Committee Resource Manualhttp://somapps.med.upenn.edu/fapd/documents/fa00016.doc • Diversity Search Advisor Role & Responsibilitieshttp://somapps.med.upenn.edu/fapd/documents/ext00214.doc • Unconscious Bias in Faculty Searches • AAMC Online Presentationhttps://surveys.aamc.org/se.ashx?s=7C7E87CB561EC358 • Implicit Association Test – Take the Test https://implicit.harvard.edu/implicit/ • Video Conference Resources for Candidate Interviews • Skypehttp://www.skype.com/en/features/ • Penn Medicine Video Conferencing Serviceshttp://www.med.upenn.edu/mtp/videoconf.html • Penn Video Conferencing Services http://www.upenn.edu/video/pvp/services_vcon.html

16. Search Committee Resources • Candidate Evaluation Formhttp://somapps.med.upenn.edu/fapd/documents/fa00030.doc • Faculty Opportunity Fundhttp://somapps.med.upenn.edu/fapd/documents/ext00205.pdf • Penn Medicine Professional Onboarding Services • Provides assistance for relocating facultycandidates to Penn http://www.pennmedicine.org/professional-onboarding/ • Intake Form for Penn Medicine Onboardinghttp://somapps.med.upenn.edu/fapd/documents/ext00094.pdf • For New and Prospective Faculty • What Every Faculty Member Should Know http://www.med.upenn.edu/facaffairscurriculum/orientation/ Revised 10/10/2013