Orientation

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Orientation

Tenure Track Faculty SearchesRecruitment Workshop

2004

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Orientation Agenda Resource Personnel

Academic Affairs Office of Equity & Diversity

Roles & Timing Academic Affairs Dean Department Chair Search Committee Office of Equity & Diversity

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Orientation Agenda The Process

Pre-Recruitment Position Description Search Protocol Development

Search Recruitment & Advertising Plan Confidential Data Sheets

Screening Pool Approval Interview Pool Approval

Selection Appointment

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Resource Personnel Academic Affairs – BH-303

Kathleen Cohn, AVP, AP (58264) Tom Chavez, ASM, AP (58230) Kathy Smalley, SC, AP (52333) Irene Wood, APM, AP (58263) Academic Personnel FAX (51680)

Office of Equity & Diversity – USU 301 Perrin Reid, Dir, OED (57030) Kimberly Daro, AA, OED (58256) FAX (55982)

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The Roles & Timing Academic Personnel Approves

The position description The appointment

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The Roles & Timing Office of Equity & Diversity

Approves Recruitment & Advertising Plan

Assigns Recruitment Number Sends Confidential Data Sheets (CDS)

to Dept Monitors the return rate of CDS

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The Roles & Timing Dean Approves

The position description (prior to AP) The search protocol (including

Screening & Selection Process) The applicant pool before the

committee reads the applications The interview pool (telephone and/or

campus) The appointment

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The Roles & Timing Chair Review/Signs

The position description (develops qualifications/duties)

The recruitment & advertising Plan The search protocol The applicant pool The interview pool The appointment

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The Roles

Search Committee Develops the search protocol (including

screening & selection process Develops the recruitment & advertising plan Recruits applicants Screens applicants Provides OED with weekly updates of

applicants (names, dept, Recruitment #s) Selects & recommend finalist(s)

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I. The Process: Pre-Recruitment

Search Protocol DevelopmentR & A Plan/S & S Procedures

Department Dean

Position Description & Qualifications/Duties

DevelopmentDept Chair Dean

Review College Equity &Diversity Goals & Action

PlanDean/Assoc Dean

Approval of PositionProvost Dean: Copy to OED

Position Description Review/Approval

AVP Academic Personnel Dean/Dept Chair

Recruitment & Advertising Approval

Dir OED AVP Acad Personnel/Dean/Dept Chair

Assigns Recruit #, Distributes Matching CDS

to Dept

OED

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II. The Process: SearchRecruitment & Advertising

1. Required announcements placed by University: CSULB (AP web site), CSU Employment Board, State of CA Employment Development Dept (EDD), National Ads.

2. Dept/College required responsibilities: National announcements to universities & colleges, doctoral programs, professional associations & organizations, ads within discipline, dept/college web site, outreach via MWDD, Forgivable Loan Directory, predominately women & minority institutions, as appropriate.

Acknowledgement of Interest/Application

1. Notify all prospective applicants/current faculty of required documentation

2. Develop log

3. Distribute CDS to applicants’ Department

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II. The Process: Search cont.

Collection & Processing Applications

Monitor & Assess Applicant Pool & Recruitment Log

Dean/Search Committee Chair

Maintain Recruitment Log

Search Committee

Protocol Compliance/Applicant Pool Review

Dean

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III. The Process: ScreeningReview of Applicant Files Per Approved Screening

Criteria

1. Minimum Qualifications

2. Preferred Qualifications

3. Proposed Interview List

Search Committee - AllApproval of Interview Pool

Search Committee Dept Chair Dean

Interviews

Search Committee/Department

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IV. The Process: Selection

Recommendation

Search Committee Chair Dean AVP Academic Personnel

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V. The Process: Appointment

Appointment Approval & Offer

Provost

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Standard College Search Protocol Each college has an established

tenure-track search protocol Describes the steps for the

recruitment of TT faculty Search committee develops

department specific steps in the recruitment & advertising & screening & selection process in accordance with the college search protocol

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Search Committee

Tenured & probationary faculty (TT) may be elected to serve

Faculty Early Retirement Program (FERP) faculty are eligible to serve if they are employed during the fall & spring semester

Academic year employed FERP faculty may serve. FERP faculty are eligible to vote to elect the search committee during their teaching semester

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Search Committee cont. Pre-retirement faculty are eligible if

they teach both semesters Faculty on sabbatical or difference-

in-pay (DIP) may serve if they are willing & available both semesters

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Position Description (PD) Must be approved by academic

personnel before the department can proceed with any advertising of the position

Dept chair prepares the PD for each search

If multiple appointments are approved from one search, only one PD is submitted

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Position Description cont. Signature approval from the chair, dean

(or assoc dean, as appropriate) is required with final approval by academic personnel

Academic personnel will return the approved PD to the dean, chair, academic support coordinator (ACS), with a recruitment number for tracking that has been issued by OED

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Position Description, cont. Adm support coordinator emails

the PD to academic personnel for placement on the office AP web site

Renewed positions from prior years searches require a new PD & a new recruitment number

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Position Description, cont. Be specific regarding “minimum

qualifications” After the terminal degree & discipline

major is stated, consider adding “or related field,” if appropriate as a minimum qualification

All PD minimum qualifications must include “The ability to communicate & work effectively with an ethnically & culturally diverse campus community”

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Position Description, cont.

Faculty ranks may be stated in a variety of ways: Assistant Professor Associate Professor Assistant or Associate Professor Professor Rank Open

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When searching for assistant or associate professor: Differentiate under the

desired/preferred, the expectation of each rank

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Position Description, cont. Salary Range

Some depts choose to be silent simply indicating that the position is based upon qualifications & experience

If actual salary ranges are listed, salary recommendations must remain within the range quoted

Listing salary ranges assists search committee, dept chairs, & deans as they recommend salary for appointment

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Position Description, cont. If interviews are to take place at major

conferences of the discipline, this information & the conference dates are included

It is suggested that conference information be included in acknowledgment letters sent to applicants

Opportunities to be interviewed are to be provided to those who can not attend the conferences & those who meet the desired/preferred qualifications

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The CSULB’s non-discrimination statement must be used in all position descriptions, advertisement, professional newsletter, & web sites

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Non-discrimination Statement In addition to meeting its obligations

under federal & state law, CSULB is committed to creating a community in which a diverse population can learn, live, & work in an atmosphere of tolerance, civility, & respect for the rights & sensibilities of each individual without regard to economic status, ethnic background, political view, or other personal characteristics or beliefs. An Equal Opportunity Employer.

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Non-discrimination Statement If space & cost constraints require

shorter versions: CSULB is an Equal Opportunity

Employer committed to excellence through diversity & takes pride in its multicultural environment

An EO Employer

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Campus crime statistics statement is not required on the PD It is listed on the academic personnel

faculty jobs web site It is on the SC-1 Form (6/14/02)

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Recruitment & Advertising Plan Consists of a list of the dept’s activities

to recruit & advertise the position Signed by the dept chair Reviewed by the dean Forwarded to OED for approval Includes the recruitment number after

approval by OED

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Recruitment & Advertising Plan Standard activities placed by AA

Chronicle of Higher Education, [include date]

Women in Higher Education, [] Black Issues in Higher Education, [] The Voice, HACU, [] Hispanic Outlook, [] Academic Personnel web site CA Employment Development Department

web site Other – dept/college recruitment efforts

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Recruitment & Advertising Plan

Keep a list of updates made for recruitment record

Submit Recruitment Log that details the activities of the search process Lists all activities Lists all dates of the activities (phone,

inquiries, phone & on-campus interviewees with dates, conferences with names of attendees, etc.)

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Recruitment & Advertising Plan

After the search, copies of all recruitment documents are kept on file in the dept, available on request for three years Mailing lists Interview notes Rating sheets Etc.

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Screening & Selection Process Is developed by the search

committee Establishes the guidelines,

including the rating sheet, screening process & criteria, selection process & criteria

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Screening & Selection Process Rating sheets are developed into

two sections: minimum & preferred qualifications

Search committee chair develops a letter to the applicants acknowledging the application

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Screening & Selection Process Confidential Data Sheets

Self-identifying information (race, ethnicity, gender, veteran status) required for reporting purposes to the federal government

Confidential to OED only The search committee learns

only of the number of returns

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Screening & Selection Process Sample language for confidential

data sheet Please return the enclosed Confidential Data Sheet (CDS) in the envelope provided or fax it to the Office of Equity & Diversity at the following confidential fax number, (562) 985-5982. While completion of this form is voluntary, we will not be able to proceed with the review process until a sufficient number of Confidential Data Sheets have been returned. Please be aware that the search committee will not have access to CDS information.

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Screening & Selection Process CDS language for e-mail reminder

In an earlier correspondence regarding the position of (R#) at California State University, Long Beach, we sent you the Confidential Data Sheet. Please note that although the Confidential Data Sheet (CDS) is optional, we must demonstrate a strong return rate of those forms. If a reasonable return rate is not reached, the search may be delayed. If you have not already returned the CDS to the Office of Equity & Diversity (OED), please return the CDS form as soon as possible, even if you decline to disclose the information requested. Please return the enclosed CDS in the envelope provided or fax it to the following OED confidential fax number (562) 985-5982. Please be aware that the search committee will not have access to the CDS or to the information you enter on the CDS.

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Screening & Selection Process Pool Approvals

At the earliest, one month following a national position announcement & in consultation with OED director, the search committee chair asks the dean for pool approval prior to any screening of applications by the committee

The dean approves the telephone interview list, if applicable

The dean approves on campus interviews before any invitation is made

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Screening & Selection Process Access to Applications

The search committee chair/dept coordinator provides full access to the committee

If the search protocol states that the search committee will accept recommendations from the dept faculty, as a whole, some parts of the applications are reviewed by all tenured & probationary faculty for input

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Screening & Selection Process Application documents available

for the tenured/probationary faculty to view: Letter of application Vitae Syllabi Exams Scholarly & creative work

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Screening & Selection Process Documents not available for the

department faculty to view: Letters of recommendation SC-1 Form Transcript Student evaluation summaries

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Pre-Employment Inquiry Guidelines CA Fair Employment & Housing Act

prohibits any non-job related questions which directly or indirectly limit a person’s employment opportunities

Covers race, color, religion, national origin, ancestry, medical condition disability (including AIDS), marital status, sex (including pregnancy), age (40+), exercise of family care leave or leave for an employee’s own serious health condition.

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Pre-Employment Inquiry Guidelines

Refers to any question which identifies a person on a basis covered by the act, results in disproportionate screening out of members of a protected group or is not a valid predictor (not a job-related inquiry) of successful job performance

Employer should make only those inquiries necessary to determine the applicant’s eligibility

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SC-1 Form Statement of Preparation &

Experience required for appointment

Optional to send to all applicants or to finalists

If only sent to finalists, requires a statement of nondiscrimination

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SC-1 Form, cont. Statement in letter of

acknowledgement CSULB does not discriminate on the basis

of disability against otherwise qualified applicants. CSULB will make reasonable accommodations to the applicants with identified disabilities. If you need accommodation in the pre-employment selection process (application, tests, interviews, etc.) please contact me.

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Non US Citizens & Non Permanent Resident Applicants Required to have approved work

authorization by date of employment Academic personnel reviews each

case to determine if (H-1B) approval is possible

U.S. Citizenship & Immigration Services requires multiple steps, so it is essential to begin H-1B process by February for fall appointments

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Forms attached & on web site Academic Personnel

On-campus Faculty Recruitment Form Tenure –Track Faculty Check List Direct Expense Form Vender Data Record (204) Form SC-1 Form

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URLs to Forms

Academic Personnel (AP) http://www.csulb.edu/aa/personnel/forms

Division of Administration & Finance (DAF) http://daf.csulb.edu/forms/financial/index.html

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Forms Attached Faculty Salary Schedules Pre-Employment Inquiry

Guidelines

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Thank you for completing the

Tenure Track Faculty SearchesRecruitment Workshop

2004