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Policy 80

University of Wisconsin-Parkside
Chancellor's Task Force on Faculty Hiring
Policy #80

Chancellor's Task Force on Faculty Hiring Recommendations for the
SEARCH & SCREEN PROCESS

Step 1 – Position Authorization Request (PAR) is Approved

Immediately after receiving PAR approval the Department Chair/Executive Committee selects Search & Screen Committee Chair and membership (4-7 members), develops a draft calendar for the following:   

  • Deadline for completing initial review of application packet (date submitted on PAR)
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  • Approximate dates for phone/on-campus interviews
  •    
  • Approximate date for submitting final recommendations/final candidates form

Within one week (ideally) of receiving PAR approval, the Search & Screen Committee Chair confirms Committee membership, completes and submits Committee Member Form to the Office of Equity & Diversity and to the searching department's Dean. (Provost gives final approval)   

  • It is strongly encouraged to have ethnic diversity and gender balance on Search & Screen Committees
  •    
  • Search & Screen Committees must have a student member

Within two weeks ( ideally) of receiving PAR approval, schedule Search & Screen Committee charge meeting with the Office of Equity & Diversity (OED)


Step 2 – Recruitment

Within one week (ideally) of receiving PAR approval , submit additional sources for advertisement and update the Recruitment Plan

  • All ads and announcements must be approved by the Office of Equity & Diversity (submit electronic copy)
  •    
  • All ad costs must be submitted to Provost's Office for review/approval


Step 3 – Applicant Screening

Before reviewing candidates' files develop initial screening evaluation tool, interview questions (phone/on-campus) and reference check questions

  • Screening evaluation criteria must ONLY be taken from the approved position announcement attached to the PAR
  •    
  • Submit evaluation instruments and interview (phone/on-campus) & reference check questions to the Office of Equity & Diversity for consultation

Immediately acknowledge receipt of all applications as they are received – send letter with forms (support staff responsibility)

Within one week of advertised review date for full consideration, Search & Screen Committee chair will contact Provost and Office of Equity and Diversity to discuss the size and diversity of applicant pool. If approved by the Provost to continue, within 1 -2 weeks (ideally) after advertised review date Search & Screen Committee meets in closed session to discuss candidates and place candidates into one of the following three tiers (maintain AA Flow log):

First tier – those chosen for additional screening

  • Second Tier – remain in the pool, but no additional screening at this point
  •    
  • Third Tier – not qualified, do not meet minimal job required qualifications

Step 4 – Interviews

Immediately following closed meeting session , under Wis. Stat. 19.85 (1)(c), submit to Department Chair/Dean/ Executive Committee either Request to Telephone Interview Form and/or Request to On-Campus Interview Form for approval. Obtain signatures from the Dean and Provost, after consultation with the Office of Equity & Diversity.   

  • Telephone reference checks are required. Timing is dependent upon the obtaining of adequate information on candidates to make well-informed decisions at all stages of the process. Notify candidates that references will be checked.
  •    
  • Candidate pool will be reviewed and administrative approval or recommended further steps will be given promptly (Dean and Provost in consultation with OED).

After receiving interview approval immediately develop on-campus interview agenda and schedule interviews - refer to Candidate Campus Visits guidelines in packet (also contact Business Services for travel forms/information) Additionally, obtain approval for availability dates and travel/interview expenses from the Dean and Provost regarding meeting with the candidates.  

  • Send the Applicants Selected for Interview Letter (may be done by email)

(see http://www.uwp.edu/departments/equity.and.diversity/suppstaffforms.cfm link: additional sample letters)


Step 5 – Deliberations & Final Offer

Within two days (ideally) of completing the interview process :

  • The Search & Screen Committee Chair submits Final Candidates Form with the unranked list of finalists with strengths and weaknesses of each candidate to the Executive Committee, who forwards its recommendation to the Dean and Provost for approval. The Dean/Provost then consults with the Office of Equity & Diversity.
  •    
  • The Provost's Office will schedule a meeting with the Department Chair/Executive Committee, Dean, and Search & Screen Committee Chair to discuss the Search & Screen Committee's recommendations based upon the unranked list of finalists
  •    
  • Final candidates will be reviewed and administrative approval or recommended further steps will be given promptly. (Further steps might include extending or closing the search.)

Upon approval, Letter of Offer will be initiated by the Provost.


Step 6 – Close Search

Once the Letter of Offer is signed by the candidate, the Search Committee Chair and support staff will complete the A.A. Flow Log along with the Search & Screen File Check-Off List and (ideally) within one week submit a copy to the Office of Equity & Diversity retaining the original with the search & screen files. The search and screen files will be retained in the Human Resources Office.

All active candidates will be notified by the Search & Screen Committee that the search is closed.

11/14/07

FREQUENTLY ASKED QUESTIONS ON FACULTY HIRING

 

1. What constitutes an adequate search process?

Departments and Search and Screen Committees are strongly encouraged to play an active role in the recruitment activities for the position. This means going beyond passive advertisement, to active networking within your discipline. The seeking of a diverse, highly qualified candidate pool involves finding relevant caucus groups, announcing at conferences, sending emails, follow-up phone calls, etc. Active recruitment does not mean promising potential candidates anything, but actively inviting them to apply is a good practice.


2. Shouldn't student evaluations be a required part of an applicant's packet?

The more information that is gathered fairly and equitably, the more likely we are to make good decisions. If an applicant can provide supporting documentation on their teaching quality, we should seek that out.


3. How can we tell if we have a diverse pool of candidates?

You will normally not be able to tell by the applicant's vitae. The Office of Equity and Diversity receives information from candidates on their gender and racial/ethnic background. (Departments are encouraged to send applicant self-identification forms electronically; see: http://www.uwp.edu/departments/equity.and.diversity/suppstaffforms.cfm ) This step will determine the diversity of the pool, as required in Step 3 - Applicant Screening from the Faculty Search and Screen document.


4. Can the candidate's graduate school be factored into the screening and deliberation process?

Yes, however, be cautious to not overestimate the value of this information.


5. Does the entire committee need to be involved in the phone interview process?

Ideally, yes, as this provides maximum input from diverse perspectives of all Committee members. With large Committees when scheduling is problematic, subgroups can be formed to conduct phone interviews. At least two Committee members should conduct each phone interview.


6.
Can interview questions specific to a particular candidate's vita be asked as part of the interview, even though they are not asked of all candidates?

Yes, such questions can be asked to clarify job related inconsistencies or relevant areas of concern/interest in the vitae.


7. Can we ask questions that follow up on the approved set of questions?

Yes.


8. Can we interview candidates at conferences?

Formal interviews that would result in eliminating applicants may not be held at conferences. Committee members can meet with candidates and hold discussions pertaining to the advertised position. Whenever possible, it is desirable for more than one Committee member to attend the conference and report the content of their discussions with the full Committee, which may consider the information obtained at the conference.


9. Why do finalists need to be unranked when sent to the Provost?

Finalists receiving an affirmative recommendation of the Executive Committee are listed alphabetically and unranked with strengths and weaknesses for each. A final selection will be made by the Chancellor through the Provost in collaboration with the Dean, Search and Screen and Executive Committee. Not ranking the finalists allows for the Provost to engage in dialogue with the relevant parties mentioned and make the decision that best fits the needs of the University.


10.
Are telephone reference checks required? When should they be conducted?

Yes, telephone reference checks are required for all hires. Committees have discretion on when to conduct them. The guide should be “does the Committee have enough information to make a good decision?” at whatever stage of the process they are. If the answer is no, the Committee may decide to conduct reference checks to make a better informed decision. They must be conducted fairly and consistently for all applicants remaining in the pool at that particular stage in the process. No final candidates list will be submitted without telephone reference checks having been conducted.


11. Is “degree verification” required and who is responsible? In what form is this proof provided?

Yes, verification is required. The Chair of the Search and Screen Committee should request an official transcript stating that the final candidate has the appropriate degree.

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