Orientation

1
Orientation

• Tenure Track Faculty Searches
• Recruitment Workshop
• 2004

2
Orientation Agenda

• Resource Personnel
• Academic Affairs
• Office of Equity Diversity
• Roles Timing
• Academic Affairs
• Dean
• Department Chair
• Search Committee
• Office of Equity Diversity

3
Orientation Agenda

• The Process
• Pre-Recruitment
• Position Description
• Search Protocol Development
• Search
• Recruitment Advertising Plan
• Confidential Data Sheets
• Screening
• Pool Approval
• Interview Pool Approval
• Selection
• Appointment

4
Resource Personnel

• Academic Affairs BH-303
• Kathleen Cohn, AVP, AP (58264)
• Tom Chavez, ASM, AP (58230)
• Irene Wood, APM, AP (58263)
• Academic Personnel FAX (51680)
• Office of Equity Diversity USU 301
• Perrin Reid, Dir, OED (57030)
• Jo Ann Harris, AA, OED (58256)
• FAX (55982)

5
The Roles Timing

• Academic Personnel Approves
• The position description
• The appointment

6
The Roles Timing

• Office of Equity Diversity
• Approves Recruitment Advertising Plan
• Assigns Recruitment Number
• Sends Confidential Data Sheets (CDS) to Dept
• Monitors the return rate of CDS
• Reviews some applicant pools at the preferred
  qualified applicant stage phone interview stage
  and, on-campus interview stage.

7
The Roles Timing

• Dean Approves
• The position description (prior to AP)
• The search protocol (including Screening
  Selection Process)
• The applicant pool before the committee reads the
  applications
• The interview pool (telephone and/or campus)
• The appointment

8
The Roles Timing

• Chair Review/Signs
• The position description (develops
  qualifications/duties)
• The recruitment advertising Plan
• The search protocol
• The applicant pool
• The interview pool
• The appointment

9
The Roles

• Search Committee
• Develops the search protocol (including screening
  selection process
• Develops the recruitment advertising plan
• Recruits applicants
• Screens applicants
• Provides OED with weekly updates of applicants
  (names, dept, Recruitment s)
• Selects recommends finalist(s)

10
I. The Process Pre-Recruitment
Approval of Position Provost Dean Copy to OED
Position Description Qualifications/Duties
Development Dept Chair Dean
Review College Equity Diversity Goals Action
Plan Dean/Assoc Dean
Position Description Review/Approval AVP Academic
Personnel Dean/Dept Chair
Search Protocol Development R A Plan/S S
Procedures Department Dean
Assigns Recruit , Distributes Matching CDS to
Dept OED
Recruitment Advertising Approval Dir OED
AVP Acad Personnel/Dean/Dept Chair
11
II. The Process Search

• Recruitment Advertising
• Required announcements placed by University
  CSULB (AP web site), CSU Employment Board, State
  of CA Employment Development Dept (EDD), National
  Ads.
• Dept/College required responsibilities National
  announcements to universities colleges,
  doctoral programs, professional associations
  organizations, ads within discipline,
  dept/college web site, outreach via MWDD,
  Forgivable Loan Directory, predominately women
  minority institutions, as appropriate.

• Acknowledgement of Interest/Application
• Notify all prospective applicants/current faculty
  of required documentation
• Develop log
• Distribute CDS to applicants Department

12
II. The Process Search cont.
Collection Processing Applications
Monitor Assess Applicant Pool Recruitment
Log Dean/Search Committee Chair
Maintain Recruitment Log Search Committee
Protocol Compliance/Applicant Pool Review Dean
13
III. The Process Screening

• Review of Applicant Files Per Approved Screening
  Criteria
• Minimum Qualifications
• Preferred Qualifications
• Proposed Interview List
• Search Committee - All

Approval of Interview Pool Search Committee
Dept Chair Dean
Interviews Search Committee/Department
14
IV. The Process Selection
Recommendation Search Committee Chair
Dean AVP Academic Personnel
15
V. The Process Appointment
Appointment Approval Offer Provost
16
Standard College Search Protocol

• Each college has an established tenure-track
  search protocol
• Describes the steps for the recruitment of TT
  faculty
• Search committee develops department specific
  steps in the recruitment advertising
  screening selection process in accordance with
  the college search protocol

17
Search Committee

• Tenured probationary faculty (TT) may be
  elected to serve
• Faculty Early Retirement Program (FERP) faculty
  are eligible to serve if they are employed during
  the fall spring semester
• Academic year employed FERP faculty may serve.
  FERP faculty are eligible to vote to elect the
  search committee during their teaching semester

18
Search Committee cont.

• Pre-retirement faculty are eligible if they teach
  both semesters
• Faculty on sabbatical or difference-in-pay (DIP)
  may serve if they are willing available both
  semesters

19
Position Description (PD)

• Must be approved by academic personnel before the
  department can proceed with any advertising of
  the position
• Dept chair prepares the PD for each search
• If multiple appointments are approved from one
  search, only one PD is submitted

20
Position Description cont.

• Signature approval from the chair, dean (or assoc
  dean, as appropriate) is required with final
  approval by academic personnel
• Academic personnel will return the approved PD to
  the dean, chair, academic support coordinator
  (ACS), with a recruitment number for tracking
  that has been issued by OED

21
Position Description, cont.

• Adm support coordinator emails the PD to academic
  personnel for placement on the office AP web site
• Renewed positions from prior years searches
  require a new PD a new recruitment number

22
Position Description, cont.

• Be specific regarding minimum qualifications
• After the terminal degree discipline major is
  stated, consider adding or related field, if
  appropriate as a minimum qualification
• All PD minimum qualifications must include The
  ability to communicate work effectively with
  an ethnically culturally diverse campus
  community

23
Position Description, cont.

• Faculty ranks may be stated in a variety of ways
• Assistant Professor
• Associate Professor
• Assistant or Associate Professor
• Professor
• Rank Open

24
Position Description, cont.

• When searching for assistant or associate
  professor
• Differentiate under the desired/preferred, the
  expectation of each rank

25
Position Description, cont.

• Salary Range
• Some depts choose to be silent simply indicating
  that the position is based upon qualifications
  experience
• If actual salary ranges are listed, salary
  recommendations must remain within the range
  quoted
• Listing salary ranges assists search committee,
  dept chairs, deans as they recommend salary for
  appointment

26
Position Description, cont.

• If interviews are to take place at major
  conferences of the discipline, this information
  the conference dates are included
• It is suggested that conference information be
  included in acknowledgment letters sent to
  applicants
• Opportunities to be interviewed are to be
  provided to those who can not attend the
  conferences those who meet the
  desired/preferred qualifications

27
Position Description, cont.

• The CSULBs non-discrimination statement must be
  used in all position descriptions, advertisement,
  professional newsletter, web sites

28
Non-discrimination Statement

• In addition to meeting fully its obligations
  under federal state law, CSULB is committed to
  creating a community in which a diverse
  population can learn, live, work in an
  atmosphere of tolerance, civility, respect for
  the rights sensibilities of each individual
  without regard to economic status, ethnic
  background, political view, or other personal
  characteristics or beliefs. An Equal Opportunity
  Employer.

29
Non-discrimination Statement

• If space cost constraints require shorter
  versions
• CSULB is an Equal Opportunity Employer committed
  to excellence through diversity takes pride in
  its multicultural environment
• An EO Employer

30
Position Description, cont.

• Campus crime statistics statement is not required
  on the PD
• It is listed on the Academic Personnel faculty
  jobs web site
• www.http//www.csulb.edu/aa/personnel
• gt Faculty Employment Opportunities
• It is on the SC-1 Form (6/14/02)

31
Recruitment Advertising Plan

• Consists of a list of the depts activities to
  recruit advertise the position
• Signed by the dept chair
• Reviewed by the dean
• Forwarded to OED for approval
• Includes the recruitment number after approval by
  OED

32
Recruitment Advertising Plan

• Standard activities placed by AA
• Chronicle of Higher Education, include date
• Women in Higher Education,
• Black Issues in Higher Education,
• The Voice, HACU,
• Hispanic Outlook,
• Academic Personnel web site
• CA Employment Development Department web site
• Other dept/college recruitment efforts

33
Recruitment Advertising Plan

• Keep a list of updates made for recruitment
  record
• Submit Recruitment Log that details the
  activities of the search process
• Lists all activities
• Lists all dates of the activities (phone,
  inquiries, phone on-campus interviewees with
  dates, conferences with names of attendees, etc.)

34
Recruitment Advertising Plan

• After the search, copies of all recruitment
  documents are kept on file in the dept, available
  on request for three years
• Mailing lists
• Interview notes
• Rating sheets
• Etc.

35
Screening Selection Process

• Is developed by the search committee
• Establishes the guidelines, including
• the rating sheet,
• screening process criteria,
• selection process criteria

36
Screening Selection Process

• Rating sheets are developed into two sections
  minimum preferred qualifications
• Search committee chair develops a letter to the
  applicants acknowledging the application

37
Screening Selection Process

• Confidential Data Sheets
• Self-identifying information (race, ethnicity,
  gender, veteran status) required for reporting
  purposes to the federal government
• Confidential to OED only
• The search committee learns only of the number of
  returns

38
Screening Selection Process

• Sample language for confidential data sheet
• Please return the enclosed Confidential Data
  Sheet (CDS) in the envelope provided or fax it to
  the Office of Equity Diversity at the following
  confidential fax number, [phone]. While
  completion of this form is voluntary, we will not
  be able to proceed with the review process until
  a sufficient number of Confidential Data Sheets
  have been returned. Please be aware that the
  search committee will not have access to CDS
  information.

39
Screening Selection Process

• CDS language for e-mail reminder
• In an earlier correspondence regarding the
  position of (R) at California State University,
  Long Beach, we sent you the Confidential Data
  Sheet. Please note that although the Confidential
  Data Sheet (CDS) is optional, we must demonstrate
  a strong return rate of those forms. If a
  reasonable return rate is not reached, the search
  may be delayed. If you have not already returned
  the CDS to the Office of Equity Diversity
  (OED), please return the CDS form as soon as
  possible, even if you decline to disclose the
  information requested. Please return the enclosed
  CDS in the envelope provided or fax it to the
  following OED confidential fax number (562)
  985-5982. Please be aware that the search
  committee will not have access to the CDS or to
  the information you enter on the CDS.

40
Screening Selection Process

• Pool Approvals
• At the earliest, one month following a national
  position announcement in consultation with OED
  director, the search committee chair asks the
  dean for pool approval prior to any screening of
  applications by the committee
• The dean approves the telephone interview list,
  if applicable
• The dean approves on campus interviews before any
  invitation is made

41
Screening Selection Process

• Access to Applications
• The search committee chair/dept coordinator
  provides full access to the committee
• If the search protocol states that the search
  committee will accept recommendations from the
  dept faculty, as a whole, some parts of the
  applications are reviewed by all tenured
  probationary faculty for input

42
Screening Selection Process

• Application documents available for the
  tenured/probationary faculty to view
• Letter of application
• Vitae
• Syllabi
• Exams
• Scholarly creative work

43
Screening Selection Process

• Documents not available for the department
  faculty to view
• Letters of recommendation
• SC-1 Form
• Transcript
• Student evaluation summaries

44
Pre-Employment Inquiry Guidelines

• CA Fair Employment Housing Act prohibits any
  non-job related questions which directly or
  indirectly limit a persons employment
  opportunities
• Covers race, color, religion, national origin,
  ancestry, medical condition disability (including
  AIDS), marital status, sex (including pregnancy),
  age (40), exercise of family care leave or leave
  for an employees own serious health condition.

45
Pre-Employment Inquiry Guidelines

• Refers to any question which identifies a person
  on a basis covered by the act, results in
  disproportionate screening out of members of a
  protected group or is not a valid predictor (not
  a job-related inquiry) of successful job
  performance
• Employer should make only those inquiries
  necessary to determine the applicants eligibility

46
SC-1 Form

• Statement of Preparation Experience required
  for appointment
• Optional to send to all applicants or to
  finalists
• If only sent to finalists, requires a statement
  of nondiscrimination

47
SC-1 Form, cont.

• Statement in letter of acknowledgement
• CSULB does not discriminate on the basis of
  disability against otherwise qualified
  applicants. CSULB will make reasonable
  accommodations to the applicants with identified
  disabilities. If you need accommodation in the
  pre-employment selection process (application,
  tests, interviews, etc.) please contact me.

48
Non US Citizens Non Permanent Resident
Applicants

• Required to have approved work authorization by
  date of employment
• Academic personnel reviews each case to determine
  if (H-1B) approval is possible
• U.S. Citizenship Immigration Services requires
  multiple steps, so it is essential to begin H-1B
  process by February for fall appointments

49
Forms attached on web site

• Academic Personnel
• Campus Interview Faculty Recruitment Form
• Tenure Track Faculty Check List
• Direct Expense Form
• Vendor Data Record (204) Form
• SC-1 Form

50
URLs to Forms

• Academic Personnel (AP) http//www.csulb.edu/aa/pe
  rsonnel/forms
• Division of Administration Finance (DAF)
  http//daf.csulb.edu/forms/financial/index.html

51
Forms Attached

• Faculty Salary Schedules
• Pre-Employment Inquiry Guidelines

52
Thank you for completing the

• Tenure Track Faculty Searches
• Recruitment Workshop
• 2004