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Recruitment Checklist for Instructional & Administrative Faculty Positions

General Instructions:

  • To avoid delays in processing, please have ALL, required signatures before submitting for review. Forms that have numbers followed by the letter "A" should be used for Administrative positions only.
  • Recruitment forms can be downloaded from the Institutional Equity and Diversity Forms Page.
  • Complete Academic Affairs Faculty/Faculty Administrative
    Position Allocation Request-Form 1/ Non-Academic Affairs Faculty/Faculty Administrative Position Allocation Request-Form 1A and submit to the appropriate Vice President for approval.
  • Schedule a search committee workshop with the Office of Institutional Equity and Diversity. The workshop is designed to discuss the positions and to clarify the appropriate recruiting procedures. The workshop should be scheduled prior to drafting and placing the advertisement for the position.
  • REMEMBER: Once the position is advertised you are committed to using ONLY the advertised requirements in the review process.
  • Submit Request for Advertising a Faculty Position-Form 2 and a copy of the advertisement to the Office of Academic Affairs. If you are requesting an exemption from advertising in the Chronicle of Higher Education, Form 2 must be approved by the Office of Institutional Equity and Diversity before submission to Academic Affairs.
  • Request Data Gathering Letter (DGL) link from the Office of Institutional Equity and Diversity. *Please include theposition title, position number, and department. Ex.: Please send DGL link for Assistant Professor, FO123, Biology.
  • Notify each applicant acknowledging receipt of materials.
  • Send each applicant the Data Gathering Letter (DGL) containing the link for the completion of survey.
  • Create a matrix to evaluate all candidates using the required knowledge, skills and abilities and preferred qualifications as listed in your advertisement.
  • Conduct preliminary phone interviews of semi-finalist applicants and references provided. (Approval is not required for informal interviews.) Note: At this stage use only those references provided by the candidate. It is critical to develop a core set of questions to ask all interviewees. All questions must be directly related to the required knowledge, skills and abilities for the position.
  • Contact the Office of Institutional Equity and Diversity to obtain DGL results.
  • Complete Verification of Credentials Form for the Record-Form 4, Verification of Credentials, for each candidate to be interviewed. The Form 4 for the appointed candidate remains in the departmental file.
  • You may conduct in-depth background checks for candidates who are seriously being considered for the position and have been offered a formal interview. Your final reference check may include anyone who may have relevant knowledge of the candidates qualifications.
  • Submit Interview Selection Form-Form 5, the Interview Selection Form, with the vitae or resume of those to be formally interviewed to the Office of Institutional Equity and Diversity. Submit Non-Selection of Minority or Female Candidates-Form 6 for female and minority candidates if requested by Institutional Equity and Diversity Office. A minimum of two candidates must be brought to campus for interviews. The interview process must be consistent for all formal candidates.
  • Submit Form Affirmative Action Selection Request Justification for Final Selection-Form 9, the Justification for Final Selection, with the vita or reume of the candidate to be offered the position. Authorization for Securing New Faculty-Form 7, should accompany the Form 9. Submit Form 6 for female and minority candidates not selected.
  • If the selected candidate declines the position, submit Notification of Position Decline Instructional/Administrative Faculty-Form 10, Notification of Position Decline to the Institutional Equity and Diversity Office. If you have identified an alternate in section B of the original Form 9, a completed Form 7 for the alternate should accompany the Form 10.