Faculty and Academic Staff Procedures for a Successful Search

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Faculty and Academic StaffProcedures for a
Successful Search
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• The Department of Human Resources and Equal
  Opportunity at the University of Kansas has the
  responsibility to monitor all faculty and
  academic staff searches to assure state and
  federal compliance, provide workshops and
  seminars on the search process, provide guidance
  to search committees and the hiring authorities,
  compile data and conduct federally required
  statistical analysis and set hiring goals.

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• Here we will outline the search process and
  include the necessary forms and information
  required by the Department of Human Resources and
  Equal Opportunity. For further information,
  contact the Department of Human Resources and
  Equal Opportunity at 101 Carruth-OLeary Hall or
  call [phone].
• For information regarding search committees,
  candidate associations (conflict of interest),
  references, interviews, etc, please see
  http//www.hreo.ku.edu/forms/files/FacultyRecruitm
  entGuidelines.doc and sign up for training at
  http//www.hreo.ku.edu/peopleadmin/eo_aa_training.
  shtml

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Forms

• STEP 1 Recruitment Plan
• STEP 2 Pre-Interview Summary
• STEP 3 Pre-Offer Summary
• STEP 4 Approval For Written Offer

Blank Academic Staff Forms
Blank Faculty Forms
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Recruitment Plan

• The Recruitment Plan form includes search
  committee composition, advertising sources and
  other special recruiting efforts
  
• Include the following with the completed
  Recruitment Plan
  
• Position Description
• Position Announcement
• Advertising Copy
• Submit the above through the appropriate
  administrative channels
  
• HR/EO will call with a verbal approval. At that
  point ads can be placed
  
• HR/EO will follow up with a letter of approval

See Sample
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Position Description

• Position descriptions are critical for providing
  equal opportunity in the search process and
  should be written or reviewed before conducting a
  search.
• An accurate position description defines the
  position, outlines the detailed functions, as
  well as the required and preferred
  qualifications.
• Current position descriptions provide the
  framework for the position announcements,
  advertisements, screening criteria, salary
  determinations and job expectations.
• If advertising at multiple ranks, clearly state
  the required and preferred qualifications for
  each rank.
  
• Position descriptions are considered an internal
  document.
  

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Position Description Checklist

• DEPARTMENT NAME and NUMBER
• TITLE
• Official title, along with working title if
  appropriate
  
• JOB CODE
• 6 digit code from PeopleSoft
• FTE
• SUPERVISOR
• DUTIES
• describe in detail the main responsibilities
  and duties performed
  
• REQUIRED QUALIFICATIONS
• minimum qualifications needed to perform the job
• PREFERRED QUALIFICATIONS
• Qualifications that are desirable but not
  essential to perform the job
  

See Sample
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Position Announcement

• For faculty positions, the position announcement
  and the position description are often very
  similar.
  
• The position announcement is an external document
  typically used for marketing purposes.
  
• As soon as the Recruitment Plan is approved, send
  an electronic position announcement to
  eojobs_at_ku.edu or to your contact person in the
  HR/EO office so that it can be posted on the
  University employment site https//jobs.ku.edu

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Position Announcement Checklist

• Official Title
• Duties
• Salary (Optional)
• Required Qualifications
• Preferred Qualifications
• Contact Information
• Application Procedures
• Review of applications begins is typically
  used. If other language is needed, consult with
  HR/EO.
  
• In addition, upon receipt of the materials, you
  will be sent instructions for completing required
  sections of the on-line Faculty and Academic
  Staff Applicant Data Form.
• Successful candidates should be eligible to work
  in the U.S. prior to the starting date of the
  position.
  
• Full Equal Opportunity Statement

Language used must match that used in position
description.
See Sample
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Advertising

• Broad distribution of the position announcement
  is required to ensure that potential candidates
  have a reasonable opportunity to learn of the
  vacancy. At least one national print ad should
  be utilized.
• As we strive for diverse-sensitive
  advertisements, the following statement could be
  included in the advertisement Applications are
  especially welcome from underrepresented groups.
• The application period should be a minimum of 30
  calendar days. If a shorter period is needed,
  please consult with HR/EO.

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Advertising (Contd)

• Faculty positions are usually advertised at the
  national and/or the international level. When
  considering publications, be sure to explore
  publications that are targeted to
  underrepresented group members such as Hispanic
  Outlook and Diverse Issues in Higher Education.
  For more resources see www.hreo.ku.edu/employment
  /recruitment_search_processes/recruitment_guidelin
  es/publications.shtml
• Advertisements posted to any electronic media
  should conform to the same rules as hard copy
  publications.
  

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Advertising Copy Checklist

• Official Title
• Salary (optional)
• Required Qualifications
• Contact Information
• Application Procedures
• In addition, upon receipt of the materials, you
  will be sent instructions for completing required
  sections of the on-line Faculty and Academic
  Staff Applicant Data Form.
• EO/AA Employer

Language used must match that used in position
description and position announcement.
See Sample
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Screening

• The procedures for screening candidates should be
  written and kept in the search file
  
• Determine what materials should be confidential
  and should therefore be made available only to
  members of the search committee

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Screening (contd)

• Upon receipt of application materials, promptly
  send out an electronic acknowledgement of receipt
  including
  
• the Clery Act Safety and Crime on Campus
  notification. The University is required to
  notify prospective job applicants and students of
  crime statistics on our campus. See
  www.ku.edu/safety for more information.
• Information regarding the Faculty and Academic
  Staff Applicant Data Form, which will provide us
  immigration status earlier in the process.
  Applicants must answer the required sections in
  order to be considered for an interview.
• Language to be used in this electronic
  acknowledgement will be sent to you when your
  Recruitment Plan has been approved.

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Pre-Interview Summary

• Utilizing a screening mechanism, candidates
  should be screened into four categories
  
• Category A Candidates Recommended for Interview
  (include any alternates). If search is for
  multiple ranks, indicate for each candidate the
  rank being considered. (Include cover
  letters/vitae for all)
• Category B Candidates who meet the required
  qualifications, but are not recommended for
  interview at this time
  
• Category C Candidates who do not meet the
  required qualifications
  
• Category D Candidates whose applications are
  incomplete
  

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Pre-Interview Summary (contd)

• With assistance from International Scholars and
  Students (ISS), HR/EO will review the work
  eligibility status of all candidates in Category
  A to determine whether they can be approved for
  interview.
• HR/EO will alert the chair of the search
  committee and the dean of any applicants who
  would not be eligible to work in the United
  States and/or applicants for whom there may be a
  potential visa issue.
• Approval for an interview will not be given by
  HR/EO for anyone identified as not eligible to
  work in the United States.
  
• For individuals with potential visa or other work
  authorization issues, ISS staff will review prior
  to the candidate being cleared for an interview.

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Pre-Interview Summary (contd)

• For Academic Staff, submit clippings or copies of
  clippings of all advertisements indicating when
  and where they appeared. (If not available,
  submit later) HR/EO will notify the contact
  person with an approval, at which point
  interviews can be arranged.
• For Faculty, after reviewing work eligibility
  HR/EO will notify the contact person of an
  approval. Interviews can then be arranged.
  
• If after interviews take place, additional
  candidates are needed for campus interviews,
  submit an amended Pre-Interview Summary form for
  approval.

See Sample
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Pre-Offer Summary

• For Academic staff, once a candidate has been
  selected, submit a completed form through the
  appropriate channels to HR/EO
  
• For Faculty, once a candidate has been selected,
  submit a completed form to your Deans Office
  
• Attach a statement explaining why the recommended
  candidate was selected over others interviewed
  stating rationale for each interviewed candidate
  not recommended for appointment
• Include information about candidates declining an
  interview or whether any alternates were
  interviewed.
  

See Sample
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Pre-Offer Summary Contd

• If there is a possibility that the selected
  candidate may decline the offer, a second choice
  can be indicated
  
• For Academic Staff, HR/EO will notify the contact
  person with an approval, at which point a verbal
  offer may be made to the candidate
  
• For Faculty, HR/EO will review only in the
  instance where the recommended salary range is
  above the initial range disclosed
  

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Approval for Written Offer

• Once a candidate accepts the verbal offer, obtain
  all necessary signatures and submit to the Office
  of Budget Management and Fiscal Services, who
  will then generate the written offer
• HR/EO will then close the search file.

See Sample
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Closing an Unsuccessful Search

• Submit a memo to HR/EO that includes
  justification for closing the search
  
• Route through the appropriate administrative
  channels
  
• Once approved, notify all candidates in writing
  that the search has been closed without filling
  the position
  

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Recordkeeping

• Several federal agencies require that the
  University keep records regarding hiring.
  
• The hiring authority is required to keep written
  records on each applicant and the search process
  for a minimum of five years
  
• At the end of the fiscal year HR/EO should be
  sent a status report indicating the status of
  each open search and whether it should remain
  open or be closed.

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Recordkeeping (Contd)

• The following should be kept
• Position Announcement
• Recruitment Plan
• Advertisements
• Complete file for each applicant (letter of
  application, vita, reference letters, etc)
  
• Copies of all completed screening devices
• Interview questions and documented responses
• Copies of all completed forms required under
  these procedures
  
• All intra-university correspondence regarding the
  search
  
• Any correspondence with applicants
• Demographic information
• Any other documentation associated with the
  search

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Search Waiver Request

• Submit a completed Search Waiver Request form
  through the appropriate administrative channels
  
• Include a vita, a position description and a
  detailed letter outlining the rationale for
  waiving the usual search process
  
• An offer of employment cannot be made until the
  waiver is approved by HR/EO
  
• After the verbal offer is accepted, submit the
  Approval For Written Offer form to the Office of
  Budget Management for processing of the written
  offer. The HR/EO Office does not need to approve
  this form.

See Blank Form
See Sample
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Pools

• Search pools are generally used for situations
  that require an on-going pool of candidates from
  which to hire on a semester to semester basis
  (i.e. lecturers). A pool is usually established
  for two years by advertising in the appropriate
  places. After this period, the department will
  need to re-advertise in order to refresh the
  pool.
• For more information regarding pools consult with
  the Department of Human Resources and Equal
  Opportunity (HR/EO).

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Common Oversights

• Not being consistent about criteria and
  application instructions listed in the position
  description, position announcement, and ad copy.
  
• Not including enough detailed rationale on the
  Pre-Interview Summary and Pre-Offer Summary.
  
• Not selecting alternates for pre-approval.
• Not obtaining all necessary approvals from
  administrators prior to submitting paperwork to
  HR/EO.

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Additional Information

• Overview of Faculty Recruitment Process
• Overview of Academic Staff Recruitment Process
• Language Proficiency Policy