Recruitment & Hiring Guide

Faculty Hiring Guide

Including Procedures for Hiring

Academic Administrators

Office of Compliance and Equity Management

117 Gilchrist Hall

Campus Code-0028

Phone: (319) 273-2846

Fax: (319) 273-7045

www.uni.edu/equity

Revised 03/14

TABLE OF CONTENTS

Introduction 3

Suggestions for Successful Recruitment 4

Recruitment Procedures: A Step-by-Step Guide 5-13

Preparing for the Requisition Process 5

Search Requisition Authorization Form 5

Preliminary Review of Search Committee 5

Recruitment Plan 5

Advertising Development 6-9

Sample Ad 7

Requisition Creation 9

Screening and Selecting Applicants for Interviews 9-10

Interviews 10-11

Confidentiality 10

Background Checks and Degree Verifications 11

References 11

Search Committee Recommendation. .…. 11

Selection. .…. 12

Employment Offer. . 12

Notification to Applicants Not Selected 12

Storage of Search Materials 13

Extending or Closing Searches 13

Appointment Status Types 14

Overview of Faculty Recruitment Process 15

Definitions of Racial/Ethnic Groups and Other Protected Classes 16

APPENDICES

A. Example of Email Directing Applicants to Jobs@UNI...... ……………………….……...... 17

B. Example of Appointment Letter to Selected Candidate………………………………….……...... 18

C. Selection Procedures: Department Heads……………………..………………………….……...... 19

D. Selection Procedures: Deans…………………….…………………………………….….…….....20-21

INTRODUCTION

The Faculty Hiring Guide describes the recruitment and selection process for faculty and academic administrators at the University of Northern Iowa. It offers step-by-step procedures from advertisement placement until the offer has been accepted. The sections of this guide describe the responsibilities of search committee members, interviewing information, and the affirmative action process. For additional assistance please contact:

Julie Weatherly, Equal Opportunity Specialist

Office of Compliance & Equity Management

117 Gilchrist Hall-0028

Phone: (319) 273-2846

FAX: (319) 273-7045

Website: www.uni.edu/equity

Email:

To further assist with the recruitment and selection process, the Hiring Toolkit is provided at http://www.uni.edu/equity/hiring-toolkit and includes:

· Jobs@UNI step-by-step user guides

· Ad development guidance and sample advertisements

· Sample interview questions and rating forms

· Reference check information

SUGGESTIONS FOR SUCCESSFUL RECRUITMENT

The University of Northern Iowa is committed to recruiting and maintaining a roster of faculty who will continue the University’s long standing tradition of excellence. This commitment embraces not only the desirability of promoting high academic standards, but also seeks faculty representation from persons of color, women, persons living with disabilities and veterans at a pace beyond that which might otherwise occur. This, we believe, enriches the working environment for faculty members and the learning experience for students.

· Recruit on a year-round basis. The department should continuously maintain contacts which may be used for recruitment purposes when an opening occurs.

· Advertise positions in appropriate professional journals, newsletters, electronic mailing lists, and registries specifically designed to attract minority and other protected class applicants.

· Post a link from your department/college websites to Jobs@UNI (http://jobs.uni.edu).

· Use local, regional and/or national media for advertising positions.

· Contact academic departments that offer doctoral or terminal degrees and who may have candidates eligible for consideration.

· Request that each member of your department and college assist in searching for minority and women applicants.

· Solicit assistance from professional organizations and colleagues for identifying minority and women applicants.

· Attend professional meetings which may assist in establishing contacts with potential applicants for your department.

· Contact minority and other protected class individuals who are referred to your department as potential applicants even if a position is not currently available.

· Maintain a record of applicants who are well qualified but not selected in previous searches.

· Contact persons of color and women currently holding positions in research institutions, industry, government, etc.

· Maintain a current departmental mailing list of potential applicants.

RECRUITMENT PROCEDURES: A STEP-BY-STEP GUIDE

When a vacancy occurs within a department (resignation, retirement, promotion, etc.) a requisition should be prepared using the Jobs@UNI system to request permission to fill the position. Prior to beginning the requisition process, the following steps may be necessary:

SEARCH REQUISITION AUTHORIZATION FORM

If preparing a request in Jobs@UNI for the first time, the Search Requisition Preparer Authorization Form will need to be completed and submitted to Human Resource Services (HRS) (http://www.vpaf.uni.edu/hrs/documents/jobs_authorization.pdf). Notification will be emailed once the form has been received and you have been granted the necessary access to the system.

PRELIMINARY REVIEW OF SEARCH COMMITTEE

A search committee can be drafted by the department head and/or the dean, and emailed to the Office of Compliance and Equity Management (OCEM) for preliminary review if desired. If a committee typically meets to discuss the details of the position and to develop advertisement language, then it is necessary to request a preliminary review. If the committee will meet after the requisition has been entered/approved in Jobs@UNI system, then the committee will be reviewed at the time the requisition is approved.

Committees should reflect the diversity of our campus community and include, when possible, minority representation from members of protected classes. The membership of the search committee should not be announced until approval has been secured from OCEM.

This Faculty Hiring Guide will provide information on the following:

· Requisition process

· Advertisement development

· Screening applications and interview selection process

· Selection and employment offer process

· Conclusion of search

Although the department heads are involved in conducting portions of the employment process, the deans remain accountable for the entire search process.

1. RECRUITMENT PLAN

A recruitment plan should be determined by the department head, in consultation with the dean and OCEM as necessary. All proposed sources that will be utilized to advertise the vacancy (i.e. print ads, internet advertising, electronic mailing lists) will need to be entered in the Recruiting Resources section during the requisition creation process. Once the requisition is submitted for approval, the sources will be reviewed and approved by the dean, provost and OCEM. Information on advertising locations and resources may be found here: http://www.uni.edu/equity/advertising-locations-and-resources.

2. ADVERTISING DEVELOPMENT

Ad copy should be developed and submitted to the Office of Compliance and Equity Management for review (a position announcement is no longer needed). Please allow at least two working days for review of advertisement drafts. Responsibility for placing and funding advertisements resides with the department head and/or dean. Discounted ad packages have been purchased for several frequently used publications. Contact the Employment Manager in HRS for more information regarding discounted ad opportunities.

External ads cannot be placed until approved by OCEM. All versions that will be used must receive approval. Approval to advertise will be given by OCEM at the same time the position has received approval in the Jobs@UNI system.

ADVERTISING COPY

Various versions may be prepared to meet the posting requirements of ad locations. The ad copy is to include:

1. The UNI logo. The official logo is to appear in all display ads and in all newspapers. To obtain a logo, contact University Relations.

2. The position’s University-approved title.

3. Rank.

4. Department.

5. Responsibilities of the position.

6. A brief description of the University and community, if desired. Please use the standard descriptions of UNI and Cedar Falls available at http://www.uni.edu/equity/description-uni-use-recruitment and http://www.uni.edu/equity/description-cedar-falls-use-recruitment.

7. The minimum required qualifications of the position.

8. The following statement regarding background checks: “Pre-employment background checks are required.”

9. The following statement regarding application procedure to direct applicants to the Jobs@UNI website: “To apply, visit http://jobs.uni.edu.”

10. The following statement regarding timeline for applications: "Applications received by date (a minimum of 10 working days) will be given full consideration."

11. Specific ways the applicant may find out more information about the position including the departmental website and search chair’s contact information.

12. The following Equal Opportunity/Affirmative Action statement is to be included in ALL ads:

UNI actively seeks to enhance diversity and is an Equal Opportunity/Affirmative Action employer. The University encourages applications from persons of color, women, individuals living with disabilities, and protected veterans. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, race, religion, sex, sexual orientation, protected veteran status, or any other basis protected by federal and/or state law.

13. The following smoke-free campus statement in italics and at the end of the ad: “UNI is a smoke-free campus.”

______

Assistant/Associate Professor

Department of Management

A tenure-track position as Assistant Professor of Management is available August 2014. The successful candidate’s primary teaching responsibilities will be to teach leadership or project management courses to undergraduate students enrolled in a new program that develops leadership skills through experiential and other innovative learning activities. The successful candidate will also be able to contribute to one or more of the traditional management areas such as organizational analysis & organizational behavior, human resources, operations, supply chain, or strategy. Applicants who seek a balance in teaching/research responsibilities will find a collegial work environment at UNI. Rank dependent on qualifications and experience. Required qualifications include a Ph.D. in Management or a related business field. ABDs in Management or a related field with evidence of degree completion by August 2014 will be considered. A record of excellence in teaching; demonstrated ability to produce publishable research in business-related journals; and demonstrated organizational, communication and interpersonal skills are also required. Active participation in appropriate professional associations is preferred. Visit http://www.cba.uni.edu/management for additional information. Pre-employment background checks are required. To apply, visit http://jobs.uni.edu. Applications received by September 1, 2013 will be given full consideration. For more information, contact Dr. Atul Mitra, Professor of Management, at or by phone at (319) 273-XXXX. UNI actively seeks to enhance diversity and is an Equal Opportunity/Affirmative Action employer. The University encourages applications from persons of color, women, individuals living with disabilities, and protected veterans. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, race, religion, sex, sexual orientation, protected veteran status, or any other basis protected by federal and/or state law.

UNI is a smoke-free campus.

______

Abbreviated print ads may be used as a component of the overall advertising plan when advertising in professional journals such as the Chronicle of Higher Education, Diverse Issues in Higher Education, etc. Below are examples of abbreviated ads.

The abbreviated ad is to include:

1. The UNI logo.

2. The position's University-approved title.

3. Rank.

4. Department.

5. The minimum required qualifications of the position. If minimum requirements cannot be included in entirety, requirements should NOT be listed and the following statement should be used instead: “For qualifications, as well as application information, please visit http://jobs.uni.edu.”

6. The following statement regarding timeline for applications: "Applications received by date (a minimum of 10 working days) will be given full consideration."

7. Specific ways the applicant may find out more information about the position including the Jobs@UNI website and the search chair’s contact information.

8. The following statement regarding background checks: “Pre-employment background checks are required.”

9. The following Equal Opportunity/Affirmative Action statement is to be included in ALL ads:

10. The following smoke-free campus statement in italics and at the end of the ad: “UNI is a smoke-free campus.”

3. CREATE A REQUISITION USING JOBS@UNI

Once the search committee, recruitment plan, and ad copy have been drafted, the request may be entered into the Jobs@UNI system by the department head or designee. Step-by-step instructions for creating a faculty requisition using Jobs@UNI are found here: http://www.uni.edu/equity/sites/default/files/requisition_preparer_guide_05.31.12_4.docx.

If you have previously completed a requisition, use the Clone a Requisition feature to copy much of a past requisition to use as a starting point. Step-by-step instructions for cloning a faculty requisition are found here: http://www.uni.edu/equity/sites/default/files/clone_requisition_guide_02.04.13_0.docx

If a preliminary review of the search committee was not requested prior to creating a requisition, please note that the committee make-up will be reviewed by OCEM during the requisition approval process. Proposed committees should reflect the diversity of our campus community and include, when possible, minority representation from members of protected classes. Don’t just rely on the regulars, but bring a variety and balance to the process – consider age, rank, discipline, race, gender, students, staff, community members, etc. Once you have these people at the table, hear them out. They may bring different, yet valuable points of view that would otherwise go unheard. The membership composition of the search committee should not be announced until final approval has been secured from OCEM.

After the requisition is created and approved, the position posting will be “live” on the Jobs@UNI website. Applicants will then be able to view the position details and submit application materials for the vacancy. At this time, departments may proceed with placing external ads with the advertising sources that have been indicated in the requisition.

4. SCREENING and SELECTING APPLICANTS FOR INTERVIEWS

The search committee will review the applications and select a pool of applicants for on-campus interviews. Phone screening candidates to collect additional information prior to on-campus interviews is a great way to assist the search committee in determining which candidates to invite to campus and is strongly encouraged. OCEM approval is not needed prior to conducting phone screens. Search chair and committee member step-by-step instructions for reviewing application materials and selecting candidates for interview using Jobs@UNI are found here: http://www.uni.edu/equity/hiring-toolkit.