Rosamaria Gomez-AmaroDirector

Diversity & Equity Programsrgomezamaro@fullerton.edu

Ext. 7404

DEP 1

Agenda

Introduction GoalEmployment Laws & RegulationsCSU Policies and ProceduresCSUF Policy Statements & ProceduresRoles & Responsibilities of Dean,

Department Chair, Committee Chair & Committee Members

On-line Recruitment Resources and Required Forms

Recruitment ProcessQ&A Period

DEP 2

Goal

Goal for recruitments is to appoint a high quality, diverse faculty utilizing an effective non-discriminatory recruitment process.

Each person has a specific role that

contributes to meeting these goals.

DEP 3

PoliciesDept Chair

Laws

Dean

Committee

Vice President

Employment Laws & Regulations

Title VII of the Civil Rights Act, as amended

California Fair Employment & Housing Act FEHA

Age Discrimination in Employment Act ADEA

Americans With Disabilities Act ADA

Vietnam Era Veterans Readjustment Assistance Act VEVRA

EEOC Uniform Guidelines on Employee Selection Procedures

DEP 4

CSU Policies Related to Employment

CSU Executive Orders

HR Policies

Proposition 209

DEP 5

CSUF Policies and

Procedures UPS 210.001 Recruitment of Full-time Faculty

UPS 210.100 Affirmative Action

UPS 210.500 Procedures for Search Committees

Unit 3 Article 12 Appointment, Section 12.7 & 12.22

Full-time Faculty Recruitment Documentation Procedures

http://diversity.fullerton.edu/Recruitment/Default.aspx

DEP 6

Role & Responsibilities: Dean

Being knowledgeable about collective bargaining agreements, campus recruitment procedures & forms, diversity strategies, and fair employment practices.

Assuring that position announcements, interview questions and reference call questions are job-related and avoid illegal areas (race, ethnicity, national origin, religion, creed, gender, age, disability, veterans or marital status, sexual orientation, etc).

Insisting that Departmental Recruitment Committees follow good practices in their reference calls.

DEP 7

Role & Responsibilities: Dean (con’t)Implementing a standard/uniform

approach for the on-campus visit and interviews.

Paying careful attention to fairness (salary equity) and market competitiveness in compensation practices/trends within the College.

Discussing committee recommendations with VP (interviews & appointment)

Facilitating prompt interaction with the top candidate in making the verbal offer and extending the formal offers after consultation with VPAA.

Understanding the ramifications of “problem” searches. 

DEP 8

Role & Responsibilities: ChairCampus recruitment procedures

and collective bargaining agreement are followed.

Fair employment practices are evident to all (applicants, department faculty, Dean, VP).

Adherence to campus timelines to ensure timely offers/acceptances.

All available recruitment resources are considered and used.

Early completion of position announcements and placement of advertisement.

DEP 9

Role & Responsibilities: ChairAll applicants receive Applicant

Data Flow form link and timely communication pertaining to the receipt of their materials and/or missing information.

Campus interviews are conducted from early December through February, if not sooner.

After consultation with the Dean, may discuss possible appointment and within a reasonable amount of time after campus interviews conclude.

Candidates are given a specific date to respond.

DEP 10

Role & Responsibilities: Search Committee

Understand their formal role and legal obligations in the employment process as “agents” of the University.

Have an understanding of the process and screening procedures

Are consistent in the application of criteria throughout the screening and recommendation process.

Maintain strict confidentiality of information received, reviewed and discussed.

DEP 11

Problem Searches

A search becomes a problem for a variety of reasons. Whether the problem is caused by slowness in the review of applications, differences of opinion between the faculty in the evaluation of candidates, a breach of confidentiality or allegations of misapplication of criteria, all these issues may have serious consequences.

These problems result in lost

opportunities for the University to hire from a competitive pool of highly qualified candidates, unrecoverable costs in faculty time and money, and protracted involvement in external compliance agency complaints and/or future litigation.

DEP 12

Recruitment WebsiteDocumentation Procedures and Forms in

Adobe pdf and Wordhttp://diversity.fullerton.edu/Recruitment/FacultyRecruitmentForms.aspx

Recruitment Plan

Group Matrix and/or Search Statement

Interview Summary

Process Summary

Appointment File

DEP 13

Recruitment Processhttp://www.fullerton.edu/diversity/recruitment.asp

Recruitment Plan/Outreach (Department/Search Committee Chair/Faculty/Support Staff)

Position Description

Screening Levels & Departmental Forms (Committee)

Preparations for Interview Day (Committee)

Final Recommendations/Verbal Offers

Appointment File & Contracts

DEP 14

Recruitment Plan

Advertising

Institutional Outreach

Professional & Discipline-Specific Organizations

Networking

DEP 15

Campus Recruitment Resources

Directory of Minority and Women Doctorates

CSU Forgivable Loan Directory

CSU Careers web site & diversity publications

Outreach Brochures

CD’s http://x3.ttv.fullerton.edu/others/New_Employee_Orientation_S.mov

DEP 16

Applicant Files & Correspondence Support Staff set up individual hard copy

or electronic files

Applicant files contain a checklist of required application materials, materials sent by applicants and their references, and any communication sent to applicants about his/her status.

Date stamp materials received.

Communicate with applicants about receipt of materials, provide link to Applicant Data Flow Form, any missing information, and CSUF requirements for those hired – must bring proof of right to work, degree completion date verification from institution or actual degree, etc.

Maintain files in secure location – file cabinet with lock and limited access to search committee OR a secured document sharing site.

DEP 17

Applicant Data Flow Form

Mandated by federal government/used for compliance purposes and to assess effectiveness of recruitment advertising strategies.

We must send all applicants the form.

Our form is accessed via Internet.

Web-based form therefore we send applicants the link to url.

Completion is voluntary.

Data goes directly to Diversity & Equity not the Department

DEP 18

Position Description Elementshttp://diversity.fullerton.edu/

Position

Qualifications

Rank & Salary

Job Control Number

Appointment Date

Application Deadline

Application Procedure

Department/University

DEP 19

Position The core functions of the position/what the incumbent

will be expected to do. (Sample Announcement)

The successful candidate will teach core course in cellular basis of life and upper-division course in general microbiology and other microbiology-associated courses.

The opportunity to develop upper-division/Master’s level elective course(s) in the candidate’s area of expertise is available.

Faculty are expected to establish an active, extramurally-funded research program supporting undergraduate and Master’s student research in microbiology that will lead to peer-reviewed scientific publications.

The incumbent will join the faculty of the Center for Applied Biotechnology Studies and participate in one of the department’s concentrations (Biodiversity-Ecology-Conservation, Cell & Developmental Biology, Marine Biology, and Molecular Biology & Biotechnology).

DEP 20

Qualifications The competencies (knowledge, experience, skill sets, abilities) and level of education (degrees, certifications, licenses, etc) that are essential for successful performance.

Applicants must have a Ph.D. and postdoctoral research experience with a strong background in studying microbiology.

Evidence of successful teaching experience and commitment to excellence in teaching at the undergraduate and Master’s levels.

Ability to communicate effectively with an ethnically and culturally diverse campus community is essential.

Preference will be given to applicants who have demonstrated a strong commitment to innovative teaching at the university level especially using active-learning and inquiry-based pedagogy.

Ability to contribute from the prokaryotic perspective to our core course in cellular basis of life and to teach upper-division course in general microbiology and other microbiology-associated courses is required.

DEP 21

Applicant Screening

Level 1

Paper Screening for Basic Criteria and Minimum Qualifications

Applicants

Level II

Comparative Process, Reference Calling & Preliminary Phone Interviews

Candidates & Serious Candidates

Level III On-Campus Interviews Finalist Group

DEP 22

Careful Consideration

Article 12.7 of collective bargaining agreement and other campus policies, procedures and guidance on this matter.

Timing of review

Department Chair and/or Search Committee Chair review the annual evaluations and Student Opinion surveys

DEP 23

Level 1 CV ScreeningApplicant Evaluation Individual Form or Group Matrix

Used by each screener to assess if applicants meet the required criteria and preferred/desired skills, knowledge, abilities.

May be the Group Matrix spreadsheet or individual form.

Allows screener to document job-related reason(s) for rejecting applicants

Facilitates comparing strengths and weaknesses of remaining candidates in the pool prior to the search committee meeting and discussion of pool.

Applicants who do not meet the basic advertised criteria (the YES/NO criteria) are defined as APPLICANTS.

DEP 24

Level II Candidates & Serious Candidates

Breadth/depth and comparison between candidates.

Requires discussion among committee members and “grouping” of candidates based on job-related criteria.

If additional information is needed for “serious candidates” before making a recommendation to invite her/him for a campus interview, FAX release forms and call these candidates to receive permission to contact their referees and past employers.

If telephone interviews are conducted, then a standardized list of questions must be used and the same group should participate in these interviews.

DEP 25

Level II Candidates & Serious Candidates

Document the committee’s reasons for eliminating candidates on the Group Matrix (Excel) or Academic Recruitment Record.

Present files of proposed Finalists and Group Matrix to the Dean.

Meet with Dean, Department Chair and Search Committee Chair to discuss proposed finalists.

DEP 26

Level III On-Campus Interviews

Finalist Group Use a standardized list of

questions.Same group should participate

in these interviews. Evaluate overall file and specific

performance in: Interviews with the

committee/department Subject matter expertise Teaching demonstration Interaction with peers and

studentsDocument the committee’s

reasons for eliminating candidates on the

Academic Recruitment Record: Interview Summary

DEP 27

Preparations forInterview Day (Committee & Support Staff) Travel Arrangements

Financial Service Website

http://finance.fullerton.edu/Controller/Travel/

Location of Interviews, Teaching Demonstration, Meals, Social Events, etc.

Recruitment Packets

CSU-1 Forms ready for completion by Finalists

DEP 28

Preparations for Interview Day (Committee & Support Staff)

The Itinerary

Search Committee/Department

Meeting the Department Chair, Dean & Vice President

Teaching Demonstration & Feedback

Social Interaction (Meals / Receptions)

Select Hosts for Each Activity

Communicate the Itinerary to Department

DEP 29

PROCESS SUMMARY (Department/Search Committee Chair &/or Support Staff)

Must be received by FAR from Diversity & Equity

Source of data is the EXCEL Template

Demographic data is entered by Diversity & Equity staff

Diversity sends to FAR & Department

DEP 30

Recommendation Process

Department Chair/Search Committee Chair discuss Committee Recommendations with Dean

Dean Approves/Rejects Committee Recommendations

Dean Discusses Committee Recommendations with VP

Dean Makes Verbal Offer with Specific Timeline for Response

Department Chairs may engage in informal discussions with finalists but it is only INFORMAL.

Offer is Accepted/Rejected

DEP 31

Appointment File & Contract Issuance

Letter From Committee to Department Chair

Letter from Department Chair to Dean

Letter from Dean to VPApplicant File

CV, Three (3) Letters of Recommendation, Application Letter, Statement of /Letter of Interest, Evaluations

CSU-1 and Position DescriptionPosition DescriptionAcademic Recruitment RecordsDiversity Process Summary from

DEPDegree Verification

Post Offer - IRCA/Right to Work

DEP 32

Records Management (Department/Search Committee Chair &/or Support Staff)All recruitment records are

maintained by the Department for 4 fiscal years after the date of hire.

Records include correspondence with applicants, screening forms, individual applicant files with cv’s, letters of application/interest, recommendations, references, University search documentation forms, appointment file, financial records, advertising expenses and tearsheets, copies of web announcements, PCARD expense, receipts, relocation costs, etc.

Secured location for e-files and/or archive box . Contents intended for confidential shredding at end of full 4 year period. Call Logistical Services for pick-up arrangements.

DEP 33

Labor Certification HB-1’s VISA’sCorrespondence to all

applicants can provide notice of the his/her need to have proper labor certification in place ASAP and months before time of appointment.

Start early when you are aware of a strong candidate who may require obtaining such certification.

FAR Website instructions Copies of print ads needed to

substantiate recruitment methods.

DEP 34