Printed on: 08/18/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

ADMINISTRATIVE PROCEDURE

Hiring Academic Professional Probationary or Continuous Employees (96xx and 97xx) G and H

Steps in Conducting a National Search for Probationary or Continuous Academic Professional Employees (G and H appointment types)

NOTE: Starred (*) items indicate required steps.

Each administrative unit establishes its own authorization process to fill a vacancy or create a new position. Check with your supervising administrative unit for instructions on how to gain approval to begin the search process.

  1. *Consult with Unit Equal Opportunity & Affirmative Action (EOAA) Liaison

    Hiring authorities are required to consult with their unit EOAA Liaison about the search process as well as the decision on whom they wish to hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the unit EOAA Liaison.

  2. *Consult with Unit Human Resources (HR) Staff

    Hiring authorities are required to consult with their unit HR staff about the search process as well as the decision on whom they wish to hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the HR consultant. If the unit does not have unit HR staff, the central HR consultant who serves the unit should perform this role.

  3. *Prepare Position Description and Complete Requisition

    A position description must be completed for all probationary and continuous academic professional positions. This should include a description of the major functions and responsibilities, as well as basic terms and conditions, of the position. For appointments with more than one title (e.g., department director plus academic professional position), information about all titles should be included (see the Full Position Description and Essential Qualifications and Preferred Qualifications sections in Appendix G: Documentation for Recruiting and Appointing Academic Personnel).

  4. *Appoint Search Committee

    A search committee with a well-defined charge will be assembled by the appointing authority, in consultation with the department's academic professional staff, regular faculty, the dean or appropriate unit administrator, and the Equal Opportunity & Affirmative Action Liaison (see Appendix D - Getting the Most from the Search Committee Process).

  5. *Prepare Search Plan

    After the position description is prepared, the appointing authority must prepare the search plan. To develop the plan, the appointing authority should consult with the search chair, particularly regarding recruitment strategies (see Appendix A - Recruiting A Diverse, Quality Pool of Applicants).

    In formulating and executing the search plan, the appointing authority should begin by reviewing the departmental composition, availability of women and minority individuals in the discipline(s) and specialty area(s), applicable goals for women and minority individuals, and results from previous recruiting and searches. These data are available from the unit Equal Opportunity & Affirmative Action Liaison. (See Appendix G - Documentation for Recruiting and Appointing Academic Personnel for instructions on preparing search plan and approval to hire documentation.)

  6. *Begin Selection Process with Final Approval Granted at Dean/Administrative Unit Head Level

    Establishing parameters for academic staffing decisions is the responsibility of the senior administrator of each campus, college, or major administrative unit. The President, Executive Vice President and Provost, Senior Vice President, Vice Presidents, and Chancellors are responsible for defining required approval procedures for units within their administrative areas. For colleges, it is the dean, in consultation with the senior administrator to whom the dean reports, who is responsible for defining required approval procedures for departments and units within their colleges.

  7. *Advertise Position

    A national advertising strategy should target appropriate professional journals, publications, and electronic media designed to attract a diverse, qualified applicant pool. The advertising sources chosen will depend on the position's qualifications and discipline(s) or specialty area(s). When planning an advertising strategy, keep in mind the need for an open public search and the need to attract a diverse pool (see the Advertising Your Position section in Appendix A - Recruiting a Diverse, Qualified Pool of Applicants).

  8. *Recruit Candidates

    In addition to standard forms of advertising, search committees are encouraged to identify alternative recruitment strategies early in the search process. Search committees are expected to engage in aggressive recruitment as a means of attracting a high quality, diverse pool of applicants (see Appendix A - Recruiting A Diverse, Quality Pool of Applicants).

  9. *Screen Applicants and Evaluate the Pool Composition

    To evaluate the effectiveness of search strategies, the search committee must screen applicants to determine which candidates meet the essential qualifications, identify a tentative list of candidates to interview and, if required, receive appropriate pool approval.

  10. *Conduct Interviews, Select Finalists, and Forward Recommendations

    Based on a thorough screening and review of the application materials, a pool of applicants is identified for interview by members of the search committee. The search committee interviews applicants, makes assessment, and compiles recommendations. Recommendations are forwarded to the department head/chair or appointing authority (see Appendix F - Building A Positive Relationship with A Future Colleague).

  11. *Review Search Committee Recommendations

    The department head/chair or appointing authority reviews the search committee's evaluation of all candidates who were interviewed, the list of candidates who were not recommended for selection, and the reasons candidates interviewed by the search committee were not referred for selection. The appointing administrator and unit EOAA Liaison and HR staff should review the goals for the department at this point.

    The appointing authority may now:

    1. Initiate the interview process for the finalists following campus, collegiate, or administrative unit procedures; or
    2. Determine the pool of finalists is not adequate and ask the committee to reevaluate the pool and examine files of any/all applicants in the pool at any point; or
    3. Determine the pool of finalists is not adequate and personally reevaluate the candidates and examine files of any/all applicants in the pool at any point; or
    4. Reopen the search process to expand the pool of applicants (see the Reopening a Search section in Appendix A - Recruiting a Diverse, Qualified Pool of Applicants); or
    5. Close the search and possibly reopen at a later time.
  12. *Recommend Continuous Appointment

    If the proposed hire is for an academic professional with continuous appointment, the candidate is to have credentials that meet the position criteria for a continuous appointment as demonstrated by a written record comparable to that developed in an open search. Such appointments may be made only after receiving the recommendation of the college or administrative unit's review committee. If receiving a timely recommendation is not possible, the appointment may only be offered with the condition that it is contingent upon a positive recommendation.

  13. *Obtain Final Approval to Make Offer (Granted at Dean/Administrative Unit Head Level)

    Approval by the appropriate unit administrator(s) is required before extending an offer. Establishing parameters for academic staffing decisions is the responsibility of the senior administrator of each unit. The President, Executive Vice President and Provost, Senior Vice President, Vice Presidents, and Chancellors are responsible for defining required approval procedures for units within their administrative areas. For colleges, it is the dean, in consultation with the senior administrator to whom the dean reports, who is responsible for defining required approval procedures for departments and units within their colleges.

  14. *Prepare Letter of Offer

    Once official approval to hire has been granted, a draft letter of offer must be prepared by the appointing authority. Such letters should include information about the terms and conditions of the appointment. University policy requires approval of each letter of offer by the appointing authority's responsible administrator before it can be given to the candidate.

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