Recruitment Process for Non-Ladder-Rank Faculty Positions and Academic Positions Without Instructional Responsibilities

Non-ladder-rank faculty positions include, for example, professors in the In Residence, Adjunct, Clinical series, and lecturers.  Academic positions without instructional responsibilities include, for example, researchers, academic administrators/ coordinators, librarians, and titles in Extended Studies and Public Programs.  Exceptions to the cluster of non-ladder-rank faculty titles are positions of Lecturer-Potential Security of Employment and Lecturer-Security of Employment.  Recruitments for these titles follow the procedures developed for ladder-rank faculty.

Two documents are required by units wanting to conduct an open recruitment:

1. Recruitment Plan

2. Selection Report

 Note:

• A Recruitment Outreach Report is NOT required for non-ladder-rank recruitments, only for ladder-rank faculty recruitments.

• Faculty equity advisors are NOT involved in non-ladder-rank recruitments, only in ladder-rank faculty recruitments.

Recruitment Plan

The recruitment plan is a proposal to launch a search and provides the following information:

1. The position to be recruited and discipline of the position

2. The proposed outreach/advertising effort to be implemented to develop a large, well-qualified, and diverse pool of applicants

3. The proposed members of the search committee

4. The proposed job notice that will be published to advertise the open position

The recruitment plan is prepared by the hiring unit, signed by the unit head, reviewed/endorsed by OADEO, and approved by an appropriate authority, generally a dean.  The hiring unit may not post the job notice publicly until the recruitment plan has been officially approved. 

All advertising and outreach efforts should be documented as extensively as possible.  Photo copies of ads posted in journals (showing the name and date of the journal), hard copies of ads posted on Web sites (showing the Web address), hard copies of e-mails sent to colleagues, etc, must be obtained and attached to the Recruitment Selection Report when a final candidate is selected.  The documentation of job postings is critical in verifying the unit’s outreach effort in an audit.

Collecting Gender and Ethnic Data

Upon the receipt of an application to an open recruitment, the hiring unit should respond to the applicant with a short thank-you e-mail.  If the hiring unit does not have an electronic application system in place, the unit should attach the Academic Applicant Demographic Form to the e-mail, and the applicant should be asked to complete and return the form. The applicant should be advised that:

1. Providing demographic information is strictly voluntary.

2. The information will not be included with other materials in the application file.

3. The information will not be given to the search committee and will not be considered in the review of the application materials.

4. The information is used only for statistical purposes in compliance with federal regulations

Selection Report

The selection report summarizes the recruitment effort and includes:

1. Candidate to be proposed

2. Total applicant pool

3. Short list

This report should include the following as attachments:

1. Copies of ads from journals and Web sites and other outreach documentation

2. Search chair's selection statement

The Search Chair Selection Statement should:

1. List the selection criteria that were applied in the review of applications

2. Describe the selection process as it was implemented

3. Explain why those who were seriously considered were either selected or de-selected for appointment
   

Submission/approval process:

1. The department prepares the two recruitment documents noted above.

2. The department chair signs the documents.

3. OADEO reviews and endorses the documents.

4. An appropriate dean, or other authorized person, approves the documents.

Demographic Data Transmittal for the new employee:

In preparing to enter information about the appointment of a new employee into the Payroll Personnel System (PPS), the hiring unit should ask the new employee to complete and return the Demographic Data Transmittal form.  The new employee should be advised that completing the form is voluntary and the information:  

1. is confidential

2. will not affect the individual's employment

3. will be used only for statistical purposes

The Demographic Data Transmittal form should be sent only to a new employee and not to the pool of applicants to the position (see Academic Applicant Demographic Form above).

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