University of Florida College of Medicine Faculty Recruitment Process

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University of FloridaCollege of MedicineFaculty
Recruitment Process

• Department Administrators Workshop
• March 27, 2008

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A message from the University

• The University is committed to providing a
  supportive, intellectually prosperous and
  productive environment for its faculty, staff,
  students and guests. This commitment to
  excellence and service cannot be fully attained
  without acknowledging the value and necessity of
  diversity.

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A closer look at ourselves

• From a Race and Gender perspective
• How diverse is the COM faculty population?
• How do we compare with other US Medical Schools?
• How do we compare with other Florida physicians?

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Open Searches at COM

• There are currently 170 faculty positions being
  advertised in COM departments (Gainesville
  campus).

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Advertised Faculty Positions by Department (as
of 3/1/08)
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What Qualifies as a Good Search

• Search participants awareness of the roles that
  retention and broad diversity play in
  recruitment.

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What is our responsibility?

• The University has been successful through
  regular means in achieving many aspects of
  diversity in our faculty. However, racial, ethnic
  and gender diversity have proven more difficult
  and have not been achieved through regular
  recruitment means.
• Greater awareness and outreach to fully diversify
  the faculty is needed.

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Faculty Recruitment TOOLKIT.

• Published by the Office of the Associate Provost
  for Faculty Development in Fall 2007
• Nine Chapters (60 pages) of valuable recruitment
  resource information
• A resource useful to those who are charged with
  the responsibility of conducting faculty searches
• A resource useful to each of us involved in
  faculty recruitment and retention efforts

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TOOLKITAbout Faculty searches..

• Search committees function as advisory to the
  hiring authority by recommending candidates for a
  position.
• The hiring authority and/or chair of the
  department may not serve as chair or as a member
  of the search committee.
• The search committee works closely with the
  departments hiring authority throughout the
  search process.
• There should be ongoing conversations and
  updates shared between the hiring authority and
  the search committee.

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More about searches

• All search committee communications are
  considered public record.
• This communication may be oral or in writing.
  Search committee members should remain prudent in
  their commentary and rely primarily on the search
  committee chairs oral report to the hiring
  authority to clarify or expand upon agreed
  assessments.

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Even more about Faculty searches

• Recommendations from the search committee should
  be submitted to the hiring authority with
  candidates unranked.
• Recommendations may include highlights of each
  candidates strengths, weaknesses and likely
  contributions to institutional goals, students
  and to the department.

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And more

• Ultimately, it is the hiring authority who
  decides the candidate to be hired.
• All candidates should meet minimum
  qualifications, as well as additional hiring
  criteria as approved by the hiring authority.
  This does not foreclose the hiring authority from
  deciding to not hire any of the candidates and to
  continue the search.

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Chapter 1, Page 7, Search Committee Tutorial
http//training.aa.ufl.edu/

• Participating search committee members must earn
  certificates indicating completion of either the
  Universitys on-line search committee tutorial or
  attendance in an in-person recruitment workshop.
• Workshop or tutorial completion is an obligation
  of service. All certificates are valid for three
  years.

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Dont Forget

• All Members of a search committee are required to
  complete the on-line search committee tutorial or
  attend an in-person recruitment workshop.
• Committee Members must hold a certificate of
  completion prior to beginning work on a search
  committee.

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Websites to help you

• Faculty Recruitment
• http//www.med.ufl.edu/personnel/hradmin/FacRecrui
  t.shtml
• Steps to Follow Flow Chart
• http//www.med.ufl.edu/personnel/hradmin/flowchart
  .pdf

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Flow Chart Step 1

• Department Completes
• Exemption Request Form http//www.med.ufl.edu/busf
  orms/COMExemptionReqForm.pdf
• Request to Recruit Form http//www.comfs.ufl.edu/
  Help/docs/recruit/Request_to_Recruit_Form_07_08_.x
  ls
• Both forms must contain position number.
• For replacement positions, use the current
  incumbents position .
• For new positions, see instructions to create a
  new position at http//www.med.ufl.edu/personnel/h
  radmin/Add2520Position.html
• Forward scanned Exemption Request Form and
  Request to Recruit Form in pdf format to
  com-recruitment-l_at_lists.ufl.edu

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Flow Chart Step 2

• Upon approval of the request to initiate
  recruitment, a hiring authority appoints a search
  committee chair and search committee members.
• Search committee members complete search
  committee tutorial and print their certificates
  of completion.
• Hiring authority provides a clear and precise
  charge to the search committee.

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Dont Forget..

• Search Committee Chairs need to be certified
  before the position may be advertised.
• Tutorial is on the web at http//training.aa.ufl.e
  du/

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Flow Chart Step 3

• Department posts approved position in GatorJobs
  to obtain the requisition number.
• Department posts outside advertisements in two
  national publications one of which must be in a
  printed format.

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Flow Chart Step 4

• After the recruitment deadline, search committee
  members should review applications and make
  recommendations of applicants who warrant further
  consideration.
• All search committee meetings are subject to
  Florida Public Records Law and notice of such
  meetings must be posted.
• Search committees are required to retain minutes
  of their meetings. The minutes should record the
  date, the names of committee members and invited
  guests present and topics discussed.

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Flow Chart Step 5

• Introducing the Viable Outreach Process Report
  (VOPR)
• http//www.med.ufl.edu/personnel/hradmin/ViableOut
  reachProcessReport.pdf
• Prior to inviting candidates to interview at UF,
  search committee chair completes VOPR form and
  reviews form with hiring authority.
• Every question on VOPR form must be answered in
  detail.

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Step 5 continued

• Provide as much information as possible on VOPR.
• Scan and forward completed VOPR form
• com-recruitment-l_at_lists.ufl.edu

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Flow Chart Step 6

• Upon approval of the Viable Outreach Process
  Report by the Dean, the hiring authority, with
  assistance from the search committee, conducts
  interviews and selects a candidate.

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Flow Chart Step 7

• Prior to formally offering a position to a
  candidate, a department completes
• Request to Hire form
• Letter of Offer
• Compliance Report
• List of Five
• Position Description
• CV of Applicant Selected
• Copies of all advertisements
• Scan Request to Hire to com-recruitment-l_at_lists.uf
  l.edu and send all other original documents to
  the Administrative Affairs office.

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Flow Chart Step 8

• Once signed by the hiring authority, the original
  Letter of Offer is forwarded to College of
  Medicine, Deans Office, Administrative Affairs.
  
• Dean reviews and signs the letter, which is then
  returned to the department.
• Department forwards Letter of Offer to selected
  candidate.

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Thank you for attending!Handouts include

• Faculty Recruitment TOOLKIT
• http//www.aa.ufl.edu/aa/facdev/recruit/documents/
  Faculty_Toolkit.pdf
• Faculty Recruitment Procedures Flowchart
• http//www.med.ufl.edu/personnel/hradmin/flowchart
  .pdf
• College of Medicine Exemption Request Form
• http//www.med.ufl.edu/busforms/COMExemptionReqFor
  m.pdf
• College of Medicine Request to Recruit Form
• http//www.comfs.ufl.edu/Help/docs/recruit/Request
  _to_Recruit_Form_07_08_.xls
• Viable Outreach Process Report (VOPR)
• http//www.med.ufl.edu/personnel/hradmin/ViableOut
  reachProcessReport.pdf
• College of Medicine Request to Hire Form
• http//www.comfs.ufl.edu/Help/docs/recruit/Request
  _to_Hire_Form_07_08.xls