Academic Searches Training Session

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Academic Searches Training Session

• Thursday, July 24

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Governing Documents, Policies, and Information
Related to Hiring

• Board of Regents Policy - Faculty Tenure
• http//www1.umn.edu/regents/policies/humanresourc
  es/FacultyTenure.pdf
• Board of Regents Policy - Employee Group
  Definitions
• http//www1.umn.edu/regents/policies/humanresourc
  es/Employee_Group_Definitions.pdf
• Academic Appointments with Teaching Functions
• http//www1.umn.edu/ohr/policies/hiring/acadteach/
  index.html
• Recruitment and Selection of Faculty and Academic
  Professional and Administrative Employees
• http//www1.umn.edu/ohr/policies/hiring/recruit-f
  acpa/index.html
• Appointments of Academic Professional
  Administrative Employees (OHR)
• http//www1.umn.edu/ohr/policies/hiring/academic/
  index.html
• Equal Opportunity Affirmative Action
  Information
• EO/AA Website
• http//www.eoaa.umn.edu/index.html
• Summary of Search Process

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Faculty and PA Employee Groups at the U of M

• Regular Faculty - Tenure-Track and Tenure
• 9401 Professor
• 9402 Associate Professor
• 9403 Assistant Professor
• 9404 - Instructor
• Term Faculty Contract, Temporary, Visiting,
  Adjunct
• 9401 Professor
• 9402 Associate Professor
• 9403 Assistant Professor
• 9404 Instructor
• Academic Professional Administrative -
  Professional (Instructional) (97xx)
• Lecturer and Teaching Specialist Series
• Academic Professional Administrative -
  Administrative (93xx)
• Advisors, Coordinators, Directors, etc

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Online Requisitions

• Remember to include the following when creating
  the online requisition
• Reason for Posting, Employee ID
• Position number
• http//www.umreports.umn.edu/umreports/
• EO/AA Academic Goal Information
• http//www.umreports.umn.edu/umreports/
• Search Committee Information
• Advertising and Recruitment Strategies
• Designate a Recruiter Anna Noren
• Inside Higher Ed Category
• Notes Section
• Chair Approval
• Funding Source
• Internal Candidate?
• Replacement for whom?
• Blanket postings
• June 30, 20xx End Date

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Online Requisitions, Continued

• How do applicants apply? What do they see?
  (Breeze demo)
• https//employment.umn.edu/applicants/jsp/shared
  /frameset/Frameset.jsp?time1204048611731
• Applicants must be in the system with demographic
  information at the minimum
• If an applicant does not enter their information,
  request they do so.
• If no response from applicant, send
  Name/Gender/Ethnicity and Requisition Number to
  CLA HR who will submit to OHR for entry
• It is imperative to change applicant statuses in
  the system. This is the system from which EO/AA
  reporting is run.
• There is no EO/AA goal information for the 95xx
  classifications.
• When you have received an adequate number of
  applicants for a position, request that it be
  Removed From The Web instead of leaving it Posted
  indefinitely. You can Repost it at a later date
  if necessary.

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Advertising

• Regular Faculty positions require a print
  advertisement.
• Cluster Ads for faculty positions
• The print advertisement must be based on approved
  requisition qualifications.
• Faculty Research does not need to approve print
  ads but departments are welcome to send them for
  review/consultation.

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Pools - Definitions

• Definition
• A pool is a subset of the complete collection of
  applications that the search committee wishes to
  consider further.
• Interim Pool
• When the search committee wants to have informal
  conversations, committee will be attending a
  conference, or search committee wants input from
  a larger group of faculty, etc. Not a required
  step, but required when any of the above are
  happening and/or the department practice includes
  an interim pool.
• Final Pool
• The applicants chosen by the search committee for
  formal campus interviews. Names of finalists are
  public information and can be shared.
• Short or Mid Lists
• A short list, or mid-list, is a smaller number of
  applicants identified by the search committee in
  their screening process that the committee
  intends to consider further.
• Short-lists internal to the search committee may
  or may not require a pool approval, it all
  depends on what is happening with the applicants.
• Departments may submit multiple short or mid
  lists for approval.

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Pools, Continued

• When and Why Required
• CLA requires final pool documentation and final
  pool approval for all academic searches
• CLA requires interim pool documentation and
  interim pool approval when the department
  practice is to employ an interim pool
• Multiple pool approvals are possible, especially
  at the senior level
• Required Documentation
• Summary of Search Process
• Rationale for Selection of those applicants
  referred for interim or final pool
• Candidate Names
• Reasons of Non-Selection for ALL applicants
• MUST be based on qualifications as posted in the
  requisition
• All may be sent via email to HR/Faculty

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Pools, Continued

• Confidentiality
• Applicant names may only be shared once they are
  approved Finalists.
• Applicant names may be shared within the
  department (as an extension of the search
  committee).
• See Recruitment and Selection of Faculty and
  Academic Professionals and Administrative
  Employees.
• Appendix D, Getting the Most From the Search
  Committee Process for further information
• http//policy.umn.edu/groups/hr/documents/appendix
  /recruitfacpa_appd.pdf
• Tenure Hires Senior Candidates
• May entail a long recruitment period
• Pools may look different, approvals still needed
• Require additional documentation (listed on
  Faculty website)
• Talk with CLA Faculty and Research often and
  early

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Candidate Documentation Required for Faculty Pool
Approvals

• INTERIM POOL
• Letters of Application
• CVs
• FINAL POOL
• Letters of Application
• CVs
• Letters of Recommendation
• An Example of Applicant Scholarly or Creative
  Work

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Pool Approval Process

• Determine applicants moving forward in the search
• Prepare required pool documentation
• Communicate with applicants who are not moving
  forward
• Change statuses appropriately prior to submitting
  the pool
• Submit pool documentation for approval
• Pools will not be reviewed or approved unless
  statuses are changed and documentation is
  complete

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Required Hire Documentation

• Academic Hiring Authorization Form
• Draft offer letter
• Summary of Search Process
• Rationale for Selection of those applicants
  referred for interim or final pool
• Candidate Names
• Reasons of Non-Selection for ALL applicants
• MUST be based on qualifications as posted in the
  requisition
• Back-Up finalists, if applicable
• All may be sent via email to HR/Faculty

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Status Changes in People Admin

• Change applicant statuses as the search
  progresses
• Communicate with applicants as status changes are
  made
• Status changes to make at pool approval
• Does Not Meet Selection Criteria
• Faculty Does not meet Qualifications
  (Required/Preferred)
• PA Does not meet Required Qualifications
• Incomplete Application
• Referred for Further Review

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Other Highlights

• Use of consistent language
• PA vs. Faculty in Requisitions and Offer Letters
• Faculty Travel Expense Reimbursement Form
• http//www2.cla.umn.edu/admin/forms-docs.html
• Indicate Requisition Number in all communications
• Use of Series Codes
• http//www1.umn.edu/ohr/toolkit/hiring/userguide/a
  ppendixc.html
• PA and Faculty blanket postings are required for
  all departments beginning Academic Year 08/09

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Questions?

• CLA HR
• clahr_at_umn.edu