Faculty and Unclassified Staff Handbook
Chapter 3 -- Faculty: Employment, Tenure, Promotion, and Merit

Recruitment for Vacant Positions

Search Committee Checklist for Unclassified Vacancies

1. Department chairs or directors present and discuss vacant positions with the appropriate faculty dean or vice president.  The faculty dean then meets and confers with the provost with regard to rank and salary range applicable to positions to be filled.  The initializing the search form shall be approved by the appropriate chair, dean, and/or vice president before the search process begins.

2. search committee and its chair shall be duly appointed by the president or designate (vice president, dean, or department chair).  The composition of the search committee should include minorities and/or women, whenever possible.

3. Prior to advertising, the search committee chair will schedule the first meeting of the search committee with the EEO Officer to discuss policies and procedures.

4. Develop a position description listing both necessary and preferred qualifications. These qualifications must relate directly to the work to be performed.  (Should a discrimination complaint be filed subsequent to the filling of the position, the search committee will be required to demonstrate that stated qualifications are relevant.)..

5. The position description ads and recruitment sources that will be used shall be submitted with search form Part I for the appropriate approvals before distribution.

Openly publicize the vacancy by whatever means necessary to help create a strong applicant pool, including minorities, women, veterans and disabled persons.  With a few exceptions, professional positions are recruited for nationally.  These should be advertised in professional journals and other publications (in print, online or both).  Recommendations may also be solicited from graduate schools known to excel in turning out well-qualified people in the specific areas of specialization required.  All positions must be posted on the FHSU web site.

6. All publicity must include the EEO language and background check statement.  See Search Instructions (Lotus Notes Workspace) for more information on this.

7. When publicizing a vacancy, specify a reasonable application priority date or deadline.  Always allow sufficient time for persons to apply.  A minimum of 30 days is recommended.

8. If a last-minute resignation precludes normal equal employment opportunity requirement methods, the EEO Officer shall be contacted to work out a satisfactory alternative procedure.  When it is impossible to meet equal employment opportunity recruitment requirements in filling a vacancy, a temporary appointment for a maximum one-year appointment may be a solution.

Normally, all full-time faculty and administrative appointments (nine-month and twelve-month) require recruitment in accordance with EEO policy.

9. Make every attempt to eliminate subjective judgment from the evaluation process. Both initial screening and subsequent evaluation of applicants should be based to the greatest extent possible on an objective evaluation of requisite qualifications as specified in the written position description.  Criteria should be clearly delineated and used in the process.  Check criteria for factors that could have an adverse impact.

10. When an application is submitted, send the applicant the link to the online demographic survey, which helps the university collect required equal employment opportunity information.  See the Search Instructions for other information that must be sent to all applicants.

11. Prior to arranging interviews, submit search form Part II for the appropriate approvals.  Interviews should not be scheduled before approvals have been given.

12. After the interview process has been completed and the final candidate selected, submit search form Part III for the appropriate approvals.  The candidate chosen for the position should not be notified before approvals have been given.

13. A criminal background check must be conducted before a new employee may be put on the payroll. See the Search Instructions for more information.  

14. Compile and maintain a file for each position filled. Include the following:

a. Copies of recruitment notices and ads, along with name and date of the publication and how many times it appeared.

b. All information submitted by or in support of each applicant.

c. All correspondence with applicants.

d. Written memoranda on telephone and other verbal communications.

e. Any other materials used in or resulting from the recruitment effort. Keep complete notes on the reasons why candidates are eliminated, reasons that will meet equal employment opportunity requirements.

f. Notes from committee meetings.

g. Rejections of offers and withdrawals from consideration.

h. Complaints, post-hiring inquiries, or comments of applicants.

i. Any other information pertinent to the search.

15. The search file (with all of the above information) must be submitted to the EEO Office at the conclusion of the search.

Updated (07-02-13).

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