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Instructional Faculty Search Procedures (AAUP)

The following procedures are designed to ensure a smooth search process and to provide clear documentation of efforts undertaken by all who serve Eastern Connecticut State University to support its affirmative action policy and goals. Any additional questions and concerns can be addressed to the Office of Equity and Diversity at 860-465-5112.

There are four (4) phases in the search process, beginning with completing a PAR form and developing a search plan in accordance with Eastern Connecticut State University affirmative action guidelines. A completed plan needs to be approved by the Dean, Provost/Vice President for Academic Affairs, Vice President for Equity and Diversity and the President. For Coaches or Counselors, the hiring authority is the appropriate Vice President, and the Dean is the Director of Athletics or the Director of Counseling and Psychological Services.

Phase I: Initiating the Search
The Search Plan identifies the search committee members, position description, strategies for advertising and strategies for obtaining applicant pool diversity. All planning for recruitment and advertising should be included in the search plan. It is important to think strategically and creatively about ways that are most likely to result in a diverse pool of applicants for the position.

The search steps are as follows:

  1. Position Approval: A PAR form is required for all positions. Please check the Human Resources website which also links to the Equity and Diversity website for forms. PAR Form
  2. Membership: Members of a search committee are recommended by the department faculty members and approved by the appropriate Dean.
  3. Position Description: The position description is prepared by the department faculty members, in consultation with the appropriate Dean and with the Provost and Vice President for Academic Affairs.
  4. Ads: After the position approval has been completed, the layout, using the faculty ad template, is approved by the Dean. The search committee should also recommend, after consultation with the appropriate Dean, where ads will be placed. The search committee is encouraged to seek online resources for ad placement. The Office of Human Resources covers the cost of ad placement for the Chronicle of Higher Education and two other places (i.e., Diverse Issues and Hispanic Outlook). Additional advertisements require approval of the Dean and the Provost and Vice President for Academic Affairs, and are paid for by the Vice President's office. The timing for advertising in the appropriate newspapers, professional journals, and other areas should also be considered when a search plan is being developed. Ad Template
  5. Resources: It is important that the appropriate Dean work with each faculty search committee to determine funding and other resources (conferences included) that will be needed for each search committee and the search process. Search Plan Form
  6. Please schedule an appointment with the Vice President for Equity and Diversity to discuss search procedures and strategies.

Phase II: Preliminary Search Committee Work

The Chair of the Search Committee should call the initial meeting of the Committee to receive initial instructions and have questions answered. The Vice President for Equity and Diversity should be invited to give the search guidelines and charge. Other preliminary items that need to be done are as follows:

  1. Search Committee members should review and become familiar with the position description.
  2. Search Committee should develop an evaluation rubric that will be used to evaluate all applications that are received for the position.
  3. Search Committee members should review and evaluate all applications using the approved rubric. 
  4. Search Committee should determine who should be invited for an interview based on rubric scoring and other agreed upon factors. 
  5. Interviews: Three to five candidates should be selected from the pool of applicants for on campus interviews, based on the written criteria and position description.

Phase III: Recruiting and Interviewing

The Search Committee manages recruiting and interviewing:

  1. Consistency: The Search Committee must actively monitor all recruitment efforts, consistent with the search plan.
  2. Criteria: The Search Committee prepares the written criteria for selecting candidates for campus interviews based on the approved position description. All candidates for the position must be reviewed and evaluated based on the written criteria for selection.
  3. Interviews: Three to five candidates should be selected from the pool of applicants for on campus interviews, based on the written criteria and position description.
  4. Approvals: The Vice President for Equity and Diversity must approve the candidates recommended for campus interviews.
  5. Expectations: The appropriate Dean will provide the search committee with a list of expectations of the interview process and items to consider in scheduling a candidate campus visit (i.e. who candidate will meet during the interview).
  6. Travel: Travel arrangements for interviews and the scheduling of meetings/interviews during the candidate visit are coordinated by the Department secretary. The meetings with the appropriate Dean and the Provost/Vice President for Academic Affairs must also be scheduled by the department secretary. 

Tip: Faculty searches are more likely to be successful if on campus interviews are conducted by December or January of the academic year.

Phase IV: Hiring and Final Steps

The role of the search committee is to provide a recommendation to the appropriate Dean of three candidates who meet the job requirements. A rationale for the recommendation of each candidate should also be submitted to the Dean. The following are the steps in the hiring process:

  1. Recommendation: The Search Committee recommends the names of three ranked candidates (with supporting documentation) to the appropriate Dean. Faculty Search Committee Recommendation
  2. Reference checks need to be conducted for the three (3) recommended candidates. 
  3. Approval: The Dean submits recommended candidates and discusses with the Provost/Vice President for Academic Affairs for the three recommended candidates.
  4. Search Report: After reference checks are completed, the search report is completed by the Search Committee. The Search Report will include the names and justification for the three (3) recommended candidates as well as dispositions for all other candidates in the search pool. Please request affirmative action demographic information from the Office of Equity and Diversity. Search Report Form
  5. Request to Hire: The Provost/Vice President for Academic Affairs completes a Request to Hire/Salary Analysis Form and submits to the Vice President for Equity and Diversity, who will subsequently pass it along to Human Resources for processing. 
  6. The Provost/Vice President for Academic Affairs requests a salary analysis from Human Resources of the recommended candidate, and in the meantime forwards their completed background check forms to Human Resources.
  7. Before an offer is extended, the Dean will inform the search committee chair or the department of the candidate to whom an offer will be made. The department may request a meeting with the Dean to discuss the Dean's decision.
  8. Offer: The Dean makes a verbal offer to a candidate, pending a background check. If accepted, the Dean informs Human Resources and a written offer is sent to the candidate by Human Resources, once the background check has been completed.
  9. Notification: The expected turnaround for background checks should be less than one week; however, Human Resources will keep the appropriate Dean and Provost/Vice President for Academic Affairs informed if more time is needed.
  10. After an offer has been made and accepted, the Search Chair will be responsible for completing the Search Process by informing all other candidates that the position has been filled and the search is closed.