NHS Faculty Search Workshop

1. NHS Faculty Search Workshop September 5, 2013 1

2. Initiating a Faculty SearchRequired Documents • Position Authorization Form (PAF) • Recruitment Plan • Vacancy Announcement • Short Vacancy Announcement • Charge to Search Committee  • Screening Criteria • Candidate Ranking Form

3. For Other Exempt Positions Also need: • Position Description Questionnaire (PDQ) and Organizational Chart • Exemption Request Form • Direct Appointment Form

4. Initiating a Faculty SearchPeopleAdmin • Unit leaders submit all required documents to NHS Associate Dean for review • NHS approved documents loaded into People Admin by Debbie Pirera who notifies Search Chair and Search Admin of log-in & password • Documents move through University’s approval queue (HR, Budget Office, Provost) • Once Provost approves search • Debbie Pirera sends notification • Search chairs forward URL, log-in & password to committee • NHS posts Vacancy Announcements and places ads

5. Initiating a SearchAds • College advertises in the Chronicle of Higher Ed, Diverse Issues and Hispanic Outlook • Units advertise in discipline-specific venues • Make it a priority to have ads published ASAP • Use outlets other than print media • Listserves • Electronic news boards • Personal contacts via phone and email • Professional meetings • Follow recently disseminated candidate recruitment expense procedures from Academic Affairs

6. Initiating a SearchFiles Search File –all documents related to the search • Recruitment Ads • Selection criteria/Screening Criteria • Interview questions (Phone, In-Person) • Reference check questions • Minutes for search committee meetings Applicant Files – one for each candidate • Applicant checklist form • Candidate materials not submitted on-line • All written correspondence with candidates including email messages • All screening materials – committee screening forms, response to interview questions

7. Ensuring a Diverse Pool • Current & former faculty recommendations • Major players in the field – publishers, speakers  • Professional associations – journals, meetings • Relevant professional community organizations • Strong university programs

8. Conflict of Interest • A situation when one has competing professional or personal interests. Such competing interests can make it difficult to fulfill his or her duties impartially • May not be unethical, illegal, or improper • Nepotism – showing favoritism toward relatives and friends, based upon that relationship, rather than on an objective evaluation of ability, merit, or suitability

9. COI Examples • A search committee member who is a candidate • A search committee member who provides a letter of reference • A search committee member who has a relative or close associate as a candidate • A search committee member who has a financial interest/stake in a candidate

10. COI Examples • A search committee member who discriminates based on: racecolor national originancestry marital statuspregnancy medical conditiondisability genderage creedreligion sexual orientationveteran status political affiliation

11. COI Examples • Candidates should not be advantaged or disadvantaged by association with a search committee member • If you have a known COI you should not serve on the search committee • If a COI occurs during the search process you are obligated to discuss the situation with the unit leader

12. Hiring Authority/AAEO Screening Responsibilities • Examine size, quality, and diversity of pool immediately before initiating screening process using PeopleAdmin data • Compare the pool demographics with those of your discipline for Gender and Ethnicity • Share result of this analysis with the Dean to determine if pool is sufficient to proceed

13. Reviewing Applications • Use your screening criteria • Always conduct phone interviews and at least two reference checks for short list candidates • Always use a script of approved questions • Take notes of candidate responses – retain in candidate file

14. Candidate Courtesy • Correspondence is the first impression candidates have of the university, so be polite and timely • Always acknowledge receipt of candidate materials with a quick email • Let candidates know if their application is incomplete prior to posted closing/initial review date • When the search is completed please send a thank you note announcing that the position has been filled

15. Recommending Candidates for Interviews • Typically committee recommends 2-4 candidates for on-campus interviews to Unit Leader • Unit Leader forwards recommended candidates’ files to Dean • Hard copies of all required application materials • Rationales for selection of candidates • Explanation if under-represented applicants not in interview pool • Once approval received from Dean, contact candidates to set-up interviews

16. Interview Protocol • Candidate travel – arranged in consultation with the hiring authority to ensure cost control (see new recruitment expense procedures) • Be sure to complete Travel Authorization and Official Function forms prior to travel • Remind search committee members and candidate to retain all receipts for meals, parking, etc. • Unit makes lodging reservation • Meet the candidate at the airport and transport to Greeley • You may use a shuttle service to return the candidate to the airport, but it is preferred to transport directly • Always designate a host for transport to/from campus and between on-campus meetings

17. Don’t Ask • Race, ethnic, national origin – do ask candidates you wish to interview whether they are legally authorized to work in the U.S. • Social, political, union, and religious affiliation • Disability, how many sick days have you used, drug use, etc. • Age

18. Don’t Ask • Gender, sexual orientation, or marital status – includes spouse, children, pregnancy, childcare needs, etc. • Military status, financial status • Arrest or criminal record – HR will conduct a background check • Legal off-duty activities – such as smoking, drinking, etc.

19. Don’t Ask • Salary – don’t ask the candidate and refer candidate questions about salary to your unit leader • Start up – this will be negotiated with the unit leader in consultation with the Dean

20. Search Chair/AAEO Responsibilities • Candidate files • Copy of published ads • List of candidates • Applicant question responses from each committee member • Minutes from all committee meetings

21. Search Chair/AAEO Responsibilities • Provide evidence to Director/Chair for why underrepresented candidates (gender, minorities, etc.) were not interviewed • Provide evidence for why the candidate of choice is superior to all other applicants

22. Making an Offer • Director/Chair consults closely with Dean to establish offer parameters that will be discussed with the candidate and recommended to the Provost • Unit Leader contacts candidate to discuss offer • Candidate typically provided up to one week for negotiation and/or response • Elements of offer recommended by Dean to Provost who will make formal offer

23. Closing a Search AAEO Rep - send to HR • Candidate Exit Interview Questions – AAEO rep • AAEO Closing Sheet Search Chair – Provide to Hiring Authority who will forward to Dean’s Office • Search Chair Closing Sheet • All items on Search Chair Closing Sheet • Position Finalists Form • Hard copies of finalists files

24. Questions?