Faculty Recruitment Workshop

1. Faculty Recruitment Workshop Rosamaria Gomez-Amaro Director Diversity & Equity Programs rgomezamaro@fullerton.edu Ext. 7404 DEP

2. Agenda • Introduction • Goal • Employment Laws & Regulations • CSU Policies and Procedures • CSUF Policy Statements & Procedures • Roles & Responsibilities of Dean, Department Chair, Committee Chair & Committee Members • On-line Recruitment Resources and Required Forms • Recruitment Process • Q&A Period DEP

3. Goal • Goal for recruitments is to appoint a high quality, diverse faculty utilizing an effective non-discriminatory recruitment process. • Each person has a specific role that contributes to meeting these goals. Vice President Committee Dean Policies Dept Chair Laws DEP

4. Employment Laws & Regulations • Title VII of the Civil Rights Act, as amended • California Fair Employment & Housing Act FEHA • Age Discrimination in Employment Act ADEA • Americans With Disabilities Act ADA • Vietnam Era Veterans Readjustment Assistance Act VEVRA • EEOC Uniform Guidelines on Employee Selection Procedures DEP

5. CSU Policies Related to Employment • CSU Executive Orders • HR Policies • Proposition 209 DEP

6. CSUF Policies and Procedures • UPS 210.001 Recruitment of Full-time Faculty • UPS 210.100 Affirmative Action • UPS 210.500 Procedures for Search Committees • Unit 3 Article 12 Appointment, Section 12.7 & 12.22 • Full-time Faculty Recruitment Documentation Procedures http://diversity.fullerton.edu/Recruitment/Default.aspx DEP

7. Role & Responsibilities: Dean • Being knowledgeable about collective bargaining agreements, campus recruitment procedures & forms, diversity strategies, and fair employment practices. • Assuring that position announcements, interview questions and reference call questions are job-related and avoid illegal areas (race, ethnicity, national origin, religion, creed, gender, age, disability, veterans or marital status, sexual orientation, etc). • Insisting that Departmental Recruitment Committees follow good practices in their reference calls. DEP

8. Role & Responsibilities: Dean (con’t) • Implementing a standard/uniform approach for the on-campus visit and interviews. • Paying careful attention to fairness (salary equity) and market competitiveness in compensation practices/trends within the College. • Discussing committee recommendations with VP (interviews & appointment) • Facilitating prompt interaction with the top candidate in making the verbal offer and extending the formal offers after consultation with VPAA. • Understanding the ramifications of “problem” searches. DEP

9. Role & Responsibilities: Chair • Campus recruitment procedures and collective bargaining agreement are followed. • Fair employment practices are evident to all (applicants, department faculty, Dean, VP). • Adherence to campus timelines to ensure timely offers/acceptances. • All available recruitment resources are considered and used. • Early completion of position announcements and placement of advertisement. DEP

10. Role & Responsibilities: Chair • All applicants receive Applicant Data Flow form link and timely communication pertaining to the receipt of their materials and/or missing information. • Campus interviews are conducted from early December through February, if not sooner. • After consultation with the Dean, may discuss possible appointment and within a reasonable amount of time after campus interviews conclude. • Candidates are given a specific date to respond. DEP

11. Role & Responsibilities: Search Committee • Understand their formal role and legal obligations in the employment process as “agents” of the University. • Have an understanding of the process and screening procedures • Are consistent in the application of criteria throughout the screening and recommendation process. • Maintain strict confidentiality of information received, reviewed and discussed. DEP

12. Problem Searches • A search becomes a problem for a variety of reasons. Whether the problem is caused by slowness in the review of applications, differences of opinion between the faculty in the evaluation of candidates, a breach of confidentiality or allegations of misapplication of criteria, all these issues may have serious consequences. • These problems result in lost opportunities for the University to hire from a competitive pool of highly qualified candidates, unrecoverable costs in faculty time and money, and protracted involvement in external compliance agency complaints and/or future litigation. DEP

13. Recruitment WebsiteDocumentation Procedures and Forms in Adobe pdf and Wordhttp://diversity.fullerton.edu/Recruitment/FacultyRecruitmentForms.aspx • Recruitment Plan • Group Matrix and/or Search Statement • Interview Summary • Process Summary • Appointment File DEP

14. Recruitment Processhttp://www.fullerton.edu/diversity/recruitment.asp • Recruitment Plan/Outreach (Department/Search Committee Chair/Faculty/Support Staff) • Position Description • Screening Levels & Departmental Forms (Committee) • Preparations for Interview Day (Committee) • Final Recommendations/Verbal Offers • Appointment File & Contracts DEP

15. Recruitment Plan • Advertising • Institutional Outreach • Professional & Discipline-Specific Organizations • Networking DEP

16. Campus Recruitment Resources • Directory of Minority and Women Doctorates • CSU Forgivable Loan Directory • CSU Careers web site & diversity publications • Outreach Brochures • CD’s http://x3.ttv.fullerton.edu/others/New_Employee_Orientation_S.mov DEP

17. Applicant Files & Correspondence • Support Staff set up individual hard copy or electronic files • Applicant files contain a checklist of required application materials, materials sent by applicants and their references, and any communication sent to applicants about his/her status. • Date stamp materials received. • Communicate with applicants about receipt of materials, provide link to Applicant Data Flow Form, any missing information, and CSUF requirements for those hired – must bring proof of right to work, degree completion date verification from institution or actual degree, etc. • Maintain files in secure location – file cabinet with lock and limited access to search committee OR a secured document sharing site. DEP

18. Applicant Data Flow Form • Mandated by federal government/used for compliance purposes and to assess effectiveness of recruitment advertising strategies. • We must send all applicants the form. • Our form is accessed via Internet. • Web-based form therefore we send applicants the link to url. • Completion is voluntary. • Data goes directly to Diversity & Equity not the Department DEP

19. Position Description Elementshttp://diversity.fullerton.edu/ • Position • Qualifications • Rank & Salary • Job Control Number • Appointment Date • Application Deadline • Application Procedure • Department/University DEP

20. Position The core functions of the position/what the incumbent will be expected to do.(Sample Announcement) • The successful candidate will teach core course in cellular basis of life and upper-division course in general microbiology and other microbiology-associated courses. • The opportunity to develop upper-division/Master’s level elective course(s) in the candidate’s area of expertise is available. • Faculty are expected to establish an active, extramurally-funded research program supporting undergraduate and Master’s student research in microbiology that will lead to peer-reviewed scientific publications. • The incumbent will join the faculty of the Center for Applied Biotechnology Studies and participate in one of the department’s concentrations (Biodiversity-Ecology-Conservation, Cell & Developmental Biology, Marine Biology, and Molecular Biology & Biotechnology). DEP

21. Qualifications The competencies (knowledge, experience, skill sets, abilities) and level of education (degrees, certifications, licenses, etc) that are essential for successful performance. • Applicants must have a Ph.D. and postdoctoral research experience with a strong background in studying microbiology. • Evidence of successful teaching experience and commitment to excellence in teaching at the undergraduate and Master’s levels. • Ability to communicate effectively with an ethnically and culturally diverse campus community is essential. • Preference will be given to applicants who have demonstrated a strong commitment to innovative teaching at the university level especially using active-learning and inquiry-based pedagogy. • Ability to contribute from the prokaryotic perspective to our core course in cellular basis of life and to teach upper-division course in general microbiology and other microbiology-associated courses is required. DEP

22. Applicant Screening • Level 1 Paper Screening for Basic Criteria and Minimum Qualifications Applicants • Level II Comparative Process, Reference Calling & Preliminary Phone Interviews Candidates & Serious Candidates • Level III On-Campus Interviews Finalist Group DEP

23. Careful Consideration • Article 12.7 of collective bargaining agreement and other campus policies, procedures and guidance on this matter. • Timing of review • Department Chair and/or Search Committee Chair review the annual evaluations and Student Opinion surveys DEP

24. Level 1 CV ScreeningApplicant EvaluationIndividual Form or Group Matrix • Used by each screener to assess if applicants meet the required criteria and preferred/desired skills, knowledge, abilities. • May be the Group Matrix spreadsheet or individual form. • Allows screener to document job-related reason(s) for rejecting applicants • Facilitates comparing strengths and weaknesses of remaining candidates in the pool prior to the search committee meeting and discussion of pool. • Applicants who do not meet the basic advertised criteria (the YES/NO criteria) are defined as APPLICANTS. DEP

25. Level IICandidates &Serious Candidates • Breadth/depth and comparison between candidates. • Requires discussion among committee members and “grouping” of candidates based on job-related criteria. • If additional information is needed for “serious candidates” before making a recommendation to invite her/him for a campus interview, FAX release forms and call these candidates to receive permission to contact their referees and past employers. • If telephone interviews are conducted, then a standardized list of questions must be used and the same group should participate in these interviews. DEP

26. Level II Candidates &Serious Candidates • Document the committee’s reasons for eliminating candidates on the Group Matrix(Excel) or Academic Recruitment Record. • Present files of proposed Finalists and Group Matrix to the Dean. • Meet with Dean, Department Chair and Search Committee Chair to discuss proposed finalists. DEP

27. Level III On-Campus Interviews • Finalist Group • Use a standardized list of questions. • Same group should participate in these interviews. • Evaluate overall file and specific performance in: • Interviews with the committee/department • Subject matter expertise • Teaching demonstration • Interaction with peers and students • Document the committee’s reasons for eliminating candidates on the Academic Recruitment Record: Interview Summary DEP

28. Preparations forInterview Day(Committee & Support Staff) • Travel Arrangements • Financial Service Website http://finance.fullerton.edu/Controller/Travel/ • Location of Interviews, Teaching Demonstration, Meals, Social Events, etc. • Recruitment Packets • CSU-1 Forms ready for completion by Finalists DEP

29. Preparations for Interview Day(Committee & Support Staff) • The Itinerary • Search Committee/Department • Meeting the Department Chair, Dean & Vice President • Teaching Demonstration & Feedback • Social Interaction (Meals / Receptions) • Select Hosts for Each Activity • Communicate the Itinerary to Department DEP

30. PROCESS SUMMARY(Department/Search Committee Chair &/or Support Staff) • Must be received by FAR from Diversity & Equity • Source of data is the EXCEL Template • Demographic data is entered by Diversity & Equity staff • Diversity sends to FAR & Department DEP

31. Recommendation Process • Department Chair/Search Committee Chair discuss Committee Recommendations with Dean • Dean Approves/Rejects Committee Recommendations • Dean Discusses Committee Recommendations with VP • Dean Makes Verbal Offer with Specific Timeline for Response • Department Chairs may engage in informal discussions with finalists but it is only INFORMAL. • Offer is Accepted/Rejected DEP

32. Appointment File & Contract Issuance • Letter From Committee to Department Chair • Letter from Department Chair to Dean • Letter from Dean to VP • Applicant File • CV, Three (3) Letters of Recommendation, Application Letter, Statement of /Letter of Interest, Evaluations • CSU-1 and Position Description • Position Description • Academic Recruitment Records • Diversity Process Summary from DEP • Degree Verification • Post Offer - IRCA/Right to Work DEP

33. Records Management(Department/Search Committee Chair &/or Support Staff) • All recruitment records are maintained by the Department for 4 fiscal years after the date of hire. • Records include correspondence with applicants, screening forms, individual applicant files with cv’s, letters of application/interest, recommendations, references, University search documentation forms, appointment file, financial records, advertising expenses and tearsheets, copies of web announcements, PCARD expense, receipts, relocation costs, etc. • Secured location for e-files and/or archive box . Contents intended for confidential shredding at end of full 4 year period. Call Logistical Services for pick-up arrangements. DEP

34. Labor Certification HB-1’s VISA’s • Correspondence to all applicants can provide notice of the his/her need to have proper labor certification in place ASAP and months before time of appointment. • Start early when you are aware of a strong candidate who may require obtaining such certification. • FAR Website instructions • Copies of print ads needed to substantiate recruitment methods. DEP