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Faculty Search Procedures
STEP 1: Obtain Permission to Hire and Create Job Posting
- Department Chair notifies Affirmative Action of the need to conduct a search. Affirmative Action sends Search Start-Up Packet.
- Hiring Manager and Search Chair schedules informational meeting with Affirmative Action. Workflows and Preparer status to be determined at this meeting.
- Department Chairs and Preparer request user name and password at www.brockportrecruit.org/hr. Click on ‘create user account’.
- Read the Hiring Managers Guide and view Hiring Manager PowerPoint .
- Compose and charge Search Committee.
- Department Chairs/Preparer completes Requisition Worksheet. Enter the requisition into the online system.
- Appropriate Department Chair, Dean, Provost, and Affirmative Action Officer will review the requisition in the online system and approve electronically. Department Chair will be notified electronically when position is posted on our employment web site.
- Search Committee Chair and members will receive a guest user name and password to view the requisition and candidate files.
Resources:
Composition of Search Committee Guidelines
STEP 2: Advertise
- Search Committee Chair/ Department Chair will develop the ad template and advertising recruiting plan and submit to the Dean and Affirmative Action Officer for approval. The advertising recruiting plan should identify diversity recruitment efforts. Ad copy should direct applicants to apply online at www.brockportrecruit.org.
- Timeline for search should be created at this stage also, but does not need to be submitted for approval.
- When approved by Affirmative Action, the advertising and recruiting plan is submitted to Budget. The Search Chair will be provided with a recruiting account number. You will utilize this account number for invoices related to advertising and recruiting expenses
- Search Committee places print ads with Graystone and at online sources. Affirmative Action will place all ads on www.higheredjobs.com, National Faculty Minority Identification Program, email Faculty/Staff Mailing list, email and mail Affirmative Action contact list.
Advertising Resources:
Affirmative Action Advertising/Recruiting Plan
Ad Template
Managing Ad/Recruiting Costs
Suggested Publications for Advertising
Advertising Job Vacancies with Graystone Group Advertising
Recruitment Resources
STEP 3: Screen Candidates
- Search Committee creates rating form to screen applicants and submits to Affirmative Action for approval.
- Search Committee members log on to the online system at www.brockportrecruit.org/hr. Enter guest user name and password issued to you by the Department Chair. Search Committee members’ review and screen applicants individually.
- Search Committee develops interview questions and telephone reference questions for review and approval.
- Committee meets to deliberate and determine which candidates will be selected for an interview. Search Committee Chair returns recommendations for interview and committee rating sheets to Department Chair.
- Department Chair accesses online system using his/her user name and password to review candidate files, in conjunction with the search materials, and change statuses of the desired candidates in system to “Interview requested”. The Department Chair then passes the search materials to the Dean.
- The appropriate Dean will access the online system using his/her user name and password to review candidate files, in conjunction with the search materials, and change the statuses in system to “Interview Approved”. The Dean then passes the search materials to Affirmative Action.
- Affirmative Action Officer will review the requests for interviews electronically using his/her username and password.
- After requests for interviews are approved by the AAO, interviews may be scheduled. Departments will be provided with candidates’ guides and benefits information to give to finalists (See Search Start–Up Packet).
- The Search Chair notifies Affirmative Action of scheduled interviews and any withdrawals or declines to interview. Affirmative Action changes the statuses in the system to “Interviewed”.
Resources
Sample Rating Instruments
a. Sample Initial Screening Form 1
b. Sample Initial Screening Form 2
c. Sample Telephone Reference Sheet
d. Sample Interview Rating Sheet
Sample Request to Interview
Sample Overall Committee Ranking
Interview Guidelines
General Interviewing Suggestions
Benefits Information
STEP 4: Make Recommendation to Hire
a. After interviews, the Search Committee should discuss strengths and weaknesses of each candidate. A memo containing the unranked strengths and weaknesses and the completed interview rating sheets and telephone reference notes of each interviewed candidate should be sent to Department Chair. Upon approval, Department Chair will forward the materials to the Dean.
b. The Dean will review the materials and change status of the desired applicant to “Recommended for hire” in the online system.
c. AAO will review and approve the recommendation electronically and change status in the system to “Hire Approved”. Once the recommendation for hire is approved by the AAO, the appropriate Dean will be notified so the offer can be made.
Resources
Sample Recommendation to Hire
Sample Summary of Candidate’s Strengths and Weaknesses
Candidate Offer Guidelines
Step 5: Hire
- Once the offer has been accepted, the Dean’s office should prepare and submit an Appointment Form, cover letter, CV, signed copy of application, official transcript, and signed Offer Summary.
- At the end of the search, please return the following to the Affirmative Action Office: rating instruments, interview notes, strengths and weaknesses, recommendation to hire memo and printed applications, CV’s and cover letters of the interviewed candidates only, all transcripts and letters of recommendation for all applicants.
