Procedures and Responsibilities for
Organizing and Conducting Searches

The following section outlines the procedures for conducting a search. In addition, the responsibilities of the President, vice presidents, Deans, department chairpersons, committee chairs, search/screening committees, and Director for Social Equity are outlined in this section.

President    

It is the ultimate responsibility of the President to fulfill the following duties:

·        Ensure that search committees are formed for all faculty positions.

·        Ensure that faculty and staff involved in the selection of new personnel have the skills to serve effectively on the search committees, and, if necessary, ensure that training is provided to develop such skills.

·        Approve or disapprove each search before the search process begins. Authorization must be sought from the University President of her/his designee prior to any vacant position being approved.

·        Approve or disapprove all recommendations for hiring.

·        Issue a written employment contract to each successful candidate.

·        Approve search policies and procedures.

Vice President for Academic Affairs and Provost

It is the responsibility of the Provost to fulfill the following duties:

·        Ensure that all searches are conducted in accordance with University policy and the CBA.

·        Ensure that Presidential Authorization has been given before the search process begins. This can be verified verbally or in written form.

·        Approve the “Personnel Action Control Forms I and II.”

·        Receive files of candidates to be interviewed on-campus from the appropriate search committee prior to interviewing.

·        Either meet with candidates or assign a designee in your absence meet with candidates during on-campus interviews as necessary.

·        Review the recommendations from search committees of qualified candidates.

·        Make objective employment recommendations to the President.

·        Acknowledge completion of search process by signing the “Personnel Action Control Form II”.

Deans (or equivalent)

The Dean ensures that the process is consistent with provisions of the APSCUF Collective Bargaining Agreement and procedures outlined in this manual and adheres to equal opportunity and affirmative action principles and requirements. It is expected the Dean will fulfill the following duties:  

·        Ensure that all hiring and employment practices are followed in accordance with University policy and the CBA.

·        Ensure that Presidential Authorization has been given before the search process begins. This can be verified verbally or in written form.

·        Approve “Personnel Action Control Forms” (I and II) and the “Position Vacancy Announcement.”

·        Consult with the department chairperson and make a decision regarding the target date for completion of the search. 

·        Consult with the department chairperson to formulate the makeup of the search committee.  The committee should, to the maximum extent possible, include a cross section of persons with regard to race, gender, and ethnic origin, and the voting members should have knowledge in the field.

·        Approve and sign the “Recruiting Strategy” (Form G) devised by the search committee. Ensure that efforts targeting both traditional and nontraditional sources are included, and that a strong effort is made to attract individuals from racially and ethnically underrepresented groups, as well as underrepresented gender groups.

·        Receive interview approval/affirmative action process form (Form F) and files for on-campus interviews from the department chairperson or chairperson of the search committee.  Review and approve files of candidates to be interviewed on-campus and approve on-campus interviews and forward to the Director of Social Equity for search procedure compliance review.

·        If necessary, consult with the V.P. for Academic Affairs for on-campus interview approval and forward candidate files to the department chairperson.

·        If possible, meet with candidates assign a designee in your absence meet with candidates during on-campus interviews as necessary.  

·        Review files and the search process search process, candidate’s job‑related skills, abilities, and recommendations.

·        Make an objective recommendation for employment and forward the files, along with the committee's narrative of job-related skills, abilities and recommendations to the V.P. for Academic Affairs and to the Director of Social Equity for an interview compliance review.

·        If needed, notify successful candidate of the outcome of the search by telephone   Indicate that an official offer of employment may only be extended by the President.

·        Acknowledge completion of search process by signing the “Personnel Action Control Form II”.

Department Chairperson

The department chairperson monitors the search committee’s process.  He/she should study the search committee's findings and recommendations carefully. The department chairperson ensures that the process is consistent with provisions of the APSCUF Collective Bargaining Agreement and procedures outlined in this manual and adheres to equal opportunity and affirmative action principles and requirements. It is expected the department chairperson will fulfill the following:

·        Receive approval to conduct a search a search for a faculty position from the appropriate dean.

·        Initiate the hiring process by completing a “Personnel Action Control Form I”. A copy can be obtained from the Office of the Provost.

·        With consultation from the appropriate Dean, formulate a search committee and committee chair.  The committee should, to the maximum extent possible, include a cross section of persons with regard to race, gender, and ethnic origin.

·        Assist the Search Committee members and or Search Committee chairperson in the completion of the “Position Vacancy Announcement” to include the qualifications and responsibilities of the position. Search Chairperson should be listed as contact person for position inquiries. Department chairperson should be listed if a search chairperson is not selected.

·        Ensure that the “Position Vacancy Announcement” is reviewed and signed by the Dean and Director of Social Equity prior to its publishing in any media outlet.  The Dean and Director of Social Equity may electronically review advertisements and provide approval through the Office of the Vice President for Academic Affairs and Provost.

·        Confer with the appropriate Dean regarding specifics of the search, including the target date for completion.

·        Meet with the search committee to provide a copy of this manual and to emphasize compliance with the procedures in this manual and give the committee its charge, including the target date for completion of the search, as well as any other specific instructions.

·        Assist the committee in devising the “Recruiting Strategy” (Form G) which includes recruiting efforts targeting both traditional and non‑traditional sources. Ensure that announcements are placed in outlets that will increase the likelihood of attracting individuals from racially and ethnically underrepresented groups, as well as underrepresented gender groups. Indicate approval of the recruitment strategy by endorsement of the form.  Receive strategy approval from the appropriate Dean (or equivalent) by obtaining his/her signature.

·        Maintain confidentiality regarding applicants, as well as all committee discussions and ratings.

·        Regularly discuss the search progress or potential problems with chairperson of the committee. Inform the Dean (or designee) of any delays.

·        Consult with the search committee to review the files of candidates to be interviewed on-campus prior to submittal of the interview approval/affirmative action process form (Form F) by the committee chairperson. If necessary, request the committee's collective narrative of each interviewed candidates' job-related skills, abilities, and recommendations.

·        If advertised as required, ensure that candidates have completed all requirements for the doctorate or terminal degree (verification from conferring institution attached to vita/resume) by the time the position is offered.

·        Either personally or through the delegation to the committee chairperson ensure that files received from the search committee of qualified candidates to be invited for an on-campus interview are forwarded to the appropriate Dean.

·        Forward approval for interviews, along with candidate files, to the committee chairperson to initiate travel arrangements.

·        Assist Search Committee if needed in developing interview questions. Consult with the Director of Social Equity to make sure that questions are ethical and job related. Participate in the interviews and ask each candidate the same job-related, objective questions. Take comprehensive notes of answers as a means of supporting recommendations.

·        Make independent, objective recommendation for employment to the appropriate Dean.

·        Consult with search chairperson to complete “Personnel Action Control Form II”.

Search Committee Chairperson

The search committee chairperson provides leadership for the committee and manages the hiring process to ensure that it is efficient and effective. The chairperson ensures that the process is consistent with provisions of the APSCUF Collective Bargaining Agreement and procedures outlined in this manual and adheres to equal opportunity and affirmative action principles and requirements. It is expected the search committee chairperson will fulfill the following:

·        If needed, meet with the Director of Social Equity to review search guidelines prior to beginning the search.

·        Assist the Department Chairperson in the completion of the “Position Vacancy Announcement” to include the qualifications and responsibilities of the position. Search Chairperson should be listed as contact person for position inquiries. Department chairperson should be listed if a search chairperson is not selected.

·        Confer with the Department Chair to ensure that the “Position Vacancy Announcement” is reviewed and signed by the Dean and Director of Social Equity prior to its publishing in any media outlet.  The Dean and Director of Social Equity may electronically review advertisements and provide approval through the Office of the Vice President for Academic Affairs and Provost.

·        Notify the Director of Social Equity regarding the date of the first search committee meeting.

·        Distribute or share this search manual to each committee member and request that they become familiar with its contents before the first meeting.

·        Convene and chair search committee meetings. Maintain confidentiality regarding applicants, as well as all committee discussions and ratings.

·        Appoint a recording secretary at the first search meeting, and maintain minutes of the meetings.

·        Determine voting/non-voting members in accordance with current APSCUF CBA regulations, and majority required to make the decisions relative to the search.

·        Regularly discuss the search progress or potential problems with chairperson of the department chairperson.

·        Assist in devising the “Recruiting Strategy” (Form G), which includes the recruiting efforts targeting both traditional and non-traditional sources. Announce the vacancy in ways which make the information widely, available.  Such announcements should be designed to assure a strong likelihood of attracting highly qualified candidates representative of the total professional population, especially individuals from racially and ethnically underrepresented groups, as well as underrepresented gender groups.

·        Create and maintain individual files for each candidate as they are received.

·        Ensure that each applicant receives an “Affirmative Action Data Collection Form” (Form E) and cover letter of receipt (Sample III). Affirmative Action forms can be obtained from the Office of Social Equity.

·        Assist the committee in developing a “Telephone Interview Evaluation Form,” if telephone interviews are conducted. (Appendix D-I) If telephone interviews are used, the committee will develop questions and ensure that the same questions are asked of all candidates. Consult with the Director of Social Equity to make sure that questions are ethical and job related.

·        Calculate committee telephone interview scores and transfer final score to a “Consolidated Telephone Interview Score Form.” (Appendix D-II).

·        In consultation with the department chairperson, complete the interview approval/affirmative action process form (Form F) and forward a list of qualified candidates and files to the appropriate Dean and Social Equity director for approval for on-campus interviews.

·        Develop job-related, objective interview questions to be asked of each candidate. Consult with the Director of Social Equity to make sure that questions are ethical and job related.

·        Schedule visits, campus interviews, and receptions (if appropriate). Ensure the same interviewing itinerary for all candidates.

·        Confirm travel arrangements and accommodations for finalists. Secure proper funding approval from Provost and appropriate Dean for all cost to be incurred.

·        Prior to all campus interviews, inform the candidates selected to either bring with them or forward official educational transcripts for review and for completion of the application process.

·        Ensure that files received from the search committee of qualified candidates to be invited for an on-campus interview are forwarded to the appropriate Dean.

·        Inform interviewed candidates that only the President can make an official offer of employment and the President will do so.

·        Interview candidates selected for on-campus interviews. Document answers to support development of job-related skills and abilities.

·        Ask each candidate to complete an “Exit Interview Form” (Form H) after the interview has been completed and return to the Office of Social Equity.

·        Contact references provided by finalists after the on‑campus interview process. Ensure that the criteria used are objective, job‑related, measurable, and consistently applied.  (The same number of references should be contacted for each finalist.) Take comprehensive notes of answers as a means of supporting recommendations. Verify the authenticity of the letters of recommendation and the work and educational experience cited in the candidates’ resumes. 

                        Policy:

        Per Management Directive 515.15, Section 2a appointing search

        committees (as per search manuals) must secure three reference and

        confirm work experience which is directly related to the job.

                        Procedure:

1.      Develop questions that specifically pertain to the position to confirm candidate’s identity.

2.      Contact three references. School Faculty or professional organizations are acceptable references for those without former work experience.

3.      Obtain permission from the candidate to check reference with current supervisor or to call off of the reference list.

·        Submit the committee's collective narrative of job-related skills, abilities, and recommendations for employment regarding each candidate, as well as their respective files to the department chairperson.

·        Consult with department chairperson to complete “Personnel Action Control Form II”.

·        Notify all unsuccessful candidates who have been telephone interviewed, in writing, after the offer has been made by the President and accepted in writing by the successful candidate. (See Appendix A).

·        Maintain applicant files, as well as all information related to the search and forward the committee chairperson who will the forward to the Office of Social Equity for storage of a five year period. Information should include:

·          Resumes, letters of reference, transcripts

·          Position description

·          Vacancy announcement

·          Recruiting strategy-description of specific actions taken to recruit racially and ethnically underrepresented groups, as well as underrepresented gender groups

·          Copies of any advertisements

·          Notes maintained (individually and/or collectively) relating to the qualifications of the applicants

·          Initial screening form

·          Application evaluation screening form

·          Application evaluation consolidated score form

·          Standards for criteria ranking

·          Telephone interview evaluation form

·          Consolidated telephone interview score form

·          Interview questions asked of applicants

·          All correspondence with applicants

·          Affirmative action report

·          All other related information

Search Committee Members

It is the responsibility of the committee members to obtain and present for administrative consideration the best candidates to fill faculty vacancies in a timely manner and to ensure that individual applicants are afforded the opportunity to compete on an equal basis.

·        Review this search manual before first committee meeting.

·        Meet with the Search chairperson and Director of Social Equity during the first committee meeting regarding the search process.

·        Maintain confidentiality regarding applicants, as well as all committee discussions and ratings.

·        Assist the Department chairperson and Search Chairperson in the completion of the “Position Vacancy Announcement” to include the qualifications and responsibilities of the position.

·        Devise “Recruiting Strategy” (Form G) to attract individuals from racially and ethnically underrepresented groups, as well as underrepresented gender groups.  Ensure that recruiting efforts are included that target both traditional and non‑traditional sources.  Post/place the announcement to achieve a qualified and diverse applicant pool.

·        Develop “Standards for Criteria Ranking” (see Appendix B-VI, pg. 45) to govern individual rankings on the Applicant Evaluation Screening Form.

·        Develop and complete “Second Review Scoring Form” (Appendix B-V) for qualified applicants. Include all job-related criteria to be evaluated, along with a ranking scale.

·        Develop and complete a “Telephone Interview Evaluation Form,” to quantify answers and rate responses. (Example in Appendix D-I) If telephone interviews are used, the committee will develop job-related, objective interview questions to be asked of each candidate. (Refer to Appendix B)  Consult with the Director of Social Equity to make sure that questions are ethical and job related.

·        Calculate committee telephone interview scores and transfer final score to a “Consolidated Telephone Interview Score Form.” (Appendix D-II).

·        In consultation with the committee chairperson, identify and/or determine qualified candidates selected for on-campus interviews. Committee chairperson will ensure that proper approval and notification as listed above from the appropriate individuals is secured prior to confirming all on campus interviews.

·        Prior to all campus interviews, inform the candidates selected to either bring with them or forward official educational transcripts for review and for completion of the application process.

·        Actively participate in on-campus committee interviews.

·        Develop job-related, objective interview questions to be asked of each candidate. (Refer to Appendix B)  Consult with the Director of Social Equity to make sure that questions are ethical and job related.

·        Ensure that the same objective questions are asked of all candidates. Document candidate’s answers as interviews are conducted to support evaluation of each candidate.

·        Contact references provided by finalists after the on‑campus interview process. Ensure that the criteria used are objective, job‑related, measurable, and consistently applied.  (The same number of references should be contacted for each finalist.) Take comprehensive notes of answers as a means of supporting recommendations. Verify the authenticity of the letters of recommendation and the work and educational experience cited in the candidates’ resumes. 

                        Policy:

        Per Management Directive 515.15, Section 2a appointing search

        committees (as per search manuals) must secure three reference and

        confirm work experience which is directly related to the job.

                        Procedure:

1.      Develop questions that specifically pertain to the position to confirm candidate’s identity.

2.      Contact three references. School Faculty or professional organizations are acceptable references for those without former work experience.

3.      Obtain permission from the candidate to check reference with current supervisor or to call off of the reference list.

·        Formulate a collective narrative of objective, job‑related skills, abilities, and recommendations for each candidate after interviews are conducted.  Submit narrative to the committee chairperson, of candidates who successfully passed the interview process to be offered employment, who will then forward to the department chairperson for review.

·        Maintain applicant files, as well as all information related to the search and forward to the committee chairperson who will then forward to the Office of Social Equity for storage of a five year period. Information should include:

·          Resumes, letters of reference, transcripts

·          Position description

·          Vacancy announcement

·          Recruiting strategy-description of specific actions taken to recruit racially and ethnically underrepresented groups, as well as underrepresented gender groups

·          Copies of any advertisements

·          Notes maintained (individually and/or collectively) relating to the qualifications of the applicants

·          Initial screening form

·          Application evaluation screening form

·          Application evaluation consolidated score form

·          Standards for criteria ranking

·          Telephone interview evaluation form

·          Consolidated telephone interview score form

·          Interview questions asked of applicants

·          All correspondence with applicants

·          Affirmative action report

·          All other related information

Director of Social Equity 

It is the responsibility of the Director of Social Equity to monitor the search process and

provide guidance for each employment search, ensuring that regulations and laws with

respect to EEO and AA policies are adhered to. It is expected the Director of Social

Equity will fulfill the following:

• Acknowledge search opening by signing the “Personnel Action Control Form I”.
• Review membership and structure of committee with department chairperson before committee begins functioning.

·        At the request of the department chairperson, meet with the search committee chairperson and committee members at the first search committee meeting to review search guidelines.

·        Participate in search committee meetings to discuss search process. Assist with recruiting strategy, if necessary.

·        Review and approve “Position Vacancy Announcement” prior to posting or publication.

·        Consult with the search committee to review and approve objective interview questions to ensure the questions are ethical and job related before telephone and on campus interviews are conducted.

·        Receive interview approval/affirmative action process form (Form F) and files for on-campus interviews from the Dean, department chairperson or chairperson of the search committee.  Review and approve files of candidates to be interviewed on-campus and approve on-campus interviews and forward to the Dean and chairperson of the search Committee. Confer with the committee chairperson to review files and evaluate material for search procedure compliance.

·        Ensure that all rules, policies, and regulations concerning equal employment opportunity and affirmative action are adhered to during the entire search process.

·       Acknowledge completion of search process by signing the “Personnel Action Control Form II”.

Lock Haven University

Do’s and Don’ts for Conducting Effective Faculty Searches

 Advertising

DO be careful about listing too many “required qualifications; use “preferred”  qualifications to indicate your selection criteria beyond minimum qualifications.

DO be sure to talk with the Dean in advance if you do not plan to make a terminal degree one of the required qualifications.

DON’T forget needs in general education and so-called service courses in addition to areas of expertise needed in the discipline.

DO consider such benefits as technology expertise in your selection criteria.

DO use the generic ad form at http://www.lhup.edu/administrative/faculty_search/Appendix%20C.htm.

Developing the candidate pool

DO consider including appropriate minority members on your search committee.

DO make personal contact with individuals you want to encourage to apply.

DO request minority listing at higheredjobs.com.

DO send ads out on appropriate listservs, especially ones that attract minority candidates.

DO contact schools which graduate PhDs in your discipline, including some historically black institutions.

 DO invite the Director of Social Equity to meet with your search committee to review effective procedures.

 DO consider asking your subject librarian to use their web searching expertise to identify possible candidates for the position.

Screening and Interviewing

DO let the Provost’s office know if a finalist is a non-resident alien, as special arrangements need to be made for transfer of their H1B visa.

DON’T forget to check with the Provost’s Office on the budget for candidate travel, interview meals, etc.

DO be sure you review the list of acceptable/unacceptable questions for candidates with all members of the search committee.

DO include a copy of all semi-finalist files in the packet of information that goes to the Dean in recommending a slate of candidates to interview.

 DO consider using telephone interviews as a preliminary screening device.

 DO call references prior to recommending someone for an on-campus interview, and summarize the calls in writing.

 DO be as consistent as possible in the interview questions you ask each candidate.

 DO try to provide candidates with maps and other local information to encourage them to explore the community, and consider offering a tour as part of the interview.

 DO take candidates on a campus tour and provide forums for interested groups to meet candidates and review their credentials.

 DO consult the Provost and Dean about good times for them to meet with candidates before scheduling interview days.

 DO suggest that candidates supply official transcripts at the time of the on-campus interviews.

 DON’T venture to offer information in areas of which you aren’t certain, e.g. employee benefits.  Call HR or another office for clarification, or provide the candidate with a contact name, number and email to answer their questions.

 DO keep all applicants informed of their status in the search.

 DO provide candidates who come to campus with the university mission statement, department mission statement, latest program review and other information which gives the background and context of the position.

 DO make sure that candidates are escorted from one place to the next from the time they arrive in central PA to the time they leave.

 Selecting finalists

DO ask the committee to identify all acceptable finalists with commentary, rather than forcing the screening committee to come up with a ranking.

 DO remind finalists to get their complete dossiers submitted in a timely manner, so that an offer and contract can be extended.

 DON’T say anything that could lead candidates to believe that a job offer has been extended – only the President can extend an official offer.

 DO inform the candidates not selected for the position of the search being closed and thanking them for considering Lock Haven University as a place of employment. This is done after a contract offer of employment has been accepted by LHUP and the final candidate.

 DO provide the dean with a list of the references contacted for all finalists and, if possible, a summary of those recommendations.