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Leigh Settlemoir DzwikAcademic Human Resources
Joi CunninghamOffice of Inclusion & Intercultural
Initiatives
Successful Searches
Successful searches begin with successful search committee members— trained, dedicated, and experienced individuals.
Search committees succeed when they build highly qualified, diverse applicant pools.
Highly qualified, diverse applicant pools lead to the potential for outstanding hires which, in turn are natural recruitment vehicles for the next searches.
Successful Search Committees:
Transform the search process
Commit to diversity through action
Build a diverse applicant pool
Avoid exclusionary thinking in recruitment, selection and hiring
Be aware of unconscious bias
Search Committee Composition
The composition of the search committee is critical to its success. Involve people with diverse perspectives and fresh ideas.
Note: Departmental faculty not on search committee still play critical role in search process.
Fact or Fiction?
The few faculty of color are being sought out by
numerous institutions, and are not affordable.
Fiction!
Reality ~ Some minority and women faculty weighlocation and job environment more than salary—so market your assets!
Fact or Fiction?
Faculty of color won’t select academe—they choosemore lucrative positions in government or industry.
Fiction!
Reality ~ Minority and women PhDs are no more orless likely to work in academe than other PhDs.
Key Faculty Search Areas
Search CommitteeDepartment ChairpersonDean/DirectorDirector of InclusionProvost’s Office
Note: Communication flows from 1st area down, and then back up the chain for each faculty search form processed. Note: on-line system, PeopleAdmin will be implemented in fall 2010.
Key Faculty Search Areas
Search Committee Completes search forms (A through D) Prepares selection criteria, evaluation sheets and
advertisements Compiles applicant data information Corresponds with applicants Screens candidates and recommends for interview.
Conducts interviews and reference checks. Recommends candidates to hire
Key Faculty Search Areas (cont’d)
Department Chairperson (if applicable) Appoints search committee Approves recommendations of search committee Interviews candidates
Dean/Director Approves recommendations of search committee Interviews candidates Prepares offers to candidates
Key Faculty Search Areas (cont’d)
Inclusion Director/Provost’s Office Approves recommendations of the search committee Interacts with search committee regarding
procedures Summarizes candidate data and information relative
to protected groups with regard to the position
Section A/B
•Section A asks for departmental and search committee EEO data.
•Affirmative Action Plan goals are for areas in which we are underutilized.
•Underutilization occurs when the percent of minorities and/or women at the Univesity does not match the percent found in the comparable census data.
Section B:Recruitment Planning
1. Recruitment plan
2. Job ad(s) and posting locations
3. Outreach activities
4. Evaluation criteria
*These should be on the Section A/B or attached to the form when submitted for approval.
Recruitment Plan Thoughts
Consider the search process as first step in the retention process.
How well you match the person to the position will help determine their success in the position.
TIP
Cast a Wide Net
It’s important to recruit from a wide range of
sources and use a variety of methods to cast a wide net. If you need extra resources,
contact the Office of Inclusion.
RULE
Do not post job announcement until:
1) Search Committee has reviewed
2) Dean/Director has reviewed and approved
3) Office of Inclusion has reviewed and approved
TIPS
If you not consider applicants until all materials are received, indicate so in your job ad.
Remember… Outstanding candidates often do not apply for advertised positions—you must ‘court’ these potential applicants.
*Make certain to have at least one national print ad in the event that your chosen candidate is a foreign national. If they will be pursuing permanent resident status, this will be a requirement for their application.
Graystone Advertising – make them work for you!
Search Committee Methods
SEARCH
*Actively, continuously
search for applicants
*Actively recruit
*Aggressive, creative, proactive
SORT
*Sort thru applications
*Passive job postings
*Unoriginal, same ad in traditional posting locations
An Example of ‘Exclusionary Thinking’
“They must have attended the ‘right’ school, training program, etc.”
Consider the situation of the National Football League.
If they only considered those from traditionally outstanding programs (e.g., Oklahoma and other Big 12 schools), would John Elway have had the opportunity to lead the Broncos to two Super Bowl victories?
Unconscious Bias
Unconscious bias is based on a stereotype.A stereotype is a standardized mental picture
that represents an oversimplified opinion, affective attitude or uncritical judgment about a group. (Merriam Webster Online).
Social Scientists describe it as a cognitive process for receiving and storing information – categorizing like objects together.
MIT/University of Chicago study – sent 5000 resumes to help wanted ads in Boston and Chicago with stereotypical white and black names.
Sample Initiatives to R&R Diverse Talent
Invite minority and women scholars to campus to present symposia, etc.
Provide mentoring and other resources for junior faculty, esp. important for women and minority faculty.
Build cultural competency into clinical and educational experiences.
Build diversity into curriculum.
Sample Diversity Initiatives (cont’d)
Messages start with words and behavior of leaders (deans, department chairs, etc.).
Build networks and resources/ continuous recruiting.
Grow the pipeline
Champion Diversity Initiatives at OU – ERGs, programming, Welcome Committee, policies!!
Committee Member Responsibilities
ALL search committee members share responsibility to attract diverse pool and ensure fair and equitable treatment of all
applicants.
Outreach Activities
Telephone calls
Personalized letters to potential applicants
Personalized emails
Talk face-to-face with people who might nominate candidates
Outreach Activities (cont’d)
Approach potential candidates at professional meetings
Consult with diverse faculty members on campus about outreach activities
Contact traditional professional organizations that have affiliated groups for women, minorities, and other underrepresented groups.
Other ideas?
Evaluation Considerations
Judge applicants on potential, notjust experience.
Internal applicants should meet the same level of qualifications as external applicants.
Internal applicants should not be given ‘courtesy’ interviews – it raises unrealistic expectations for internal applicants.
RULES
Committee must establish selection/evaluation criteria and scoring process before reviewing applicant materials.
Internal applicants should not participate inthe evaluation process of other applicants.
Once application information comes in…
•Each individual needs to be logged in on the Applicant Data Information Form (whether or not they are minimally qualified). Their materials must be retained.
•Each individual is required to be sent a letter of receipt, Federal and State Notifications, as well as the Affirmative Action Data Report. (Note: Please fill in the position number of your search on the Affirmative Action Data Report form so that Office of Inclusion may track properly.)
Applicants
Treat all applicants consistently and fairly.
Acknowledge receipt of application.
Be courteous and prompt in correspondence.
Remember your own experiences as an applicant.
TIP
The search committee does not need to wait until the materials submission deadline to review applicant materials. Review may begin at any time.
Interviewing - Section C
•Search committees may do phone screening first without filling out Section C.
•Section C is to approve candidates to come for campus interviews.
•CVs for all candidates must be attached when submitting the Section C.
•Race, sex, and handicapped information will be completed by the Office of Inclusion.
RULES - CONFIDENTIALITY
All discussions among committee members are confidential.
Applicant names and materials should be kept in secure location.
Confidentiality breeches should be disclosed to committee chair.
Interview Format
Formal selection interviews are conducted by the search committee and sometimes additional evaluators.
Must be consistent for all applicants. Use questions that cover major job
functions and desired skills/abilities only. Must ask same questions of all
applicants, but can ask varying follow up questions depending on applicants’ answers and/or experience/education.
Use interview questions to probe ‘potential’ using ‘what if’ type questions.
Interview Tips
Committee members who miss some or all of the interviews should not participate in discussions of rank ordering of applicants, but may provide comments on those that they attended.
If you or the applicant have questions, refer to Academic Human Resources or the Office of Inclusion.
RULE
Do not ask about or discuss the following (even if
applicants volunteer the information):- age- sexual orientation- marital status- religion- children (present or future)- ethnicity/culture- veteran status- disability status
Ensuring a Positive Campus Visit
Arrange for applicants to meet with other faculty of similar interests or backgrounds on campus.
Prepare ‘welcome packet’ for campus visits (e.g., handbooks, school/dept policies, benefits summary, web site info, regional activities, chamber of commerce materials, etc.).
MI-HERC – Dual Career Issue
Concerns of Minority/Women Faculty
Concern about struggles with promotion due to race/ethnicity (perception that they might not ‘fit the profile’)
Having gender/ethnicity given more attention than credentials (often report that their race is mentioned first, not their academic credentials)
Being expected to work harder than non-minority/male colleagues
More Concerns
Being treated as a token
Lacking support or validation for research on minority issues
Being expected to handle minority affairs (expected to be ‘experts’ on their racial or ethnic group)
Having too few minorities on campus (can lead to isolation)
Concern about whether they can maintain their cultural identity under pressure to ‘fit in’.
Ways to Address Concerns
Connecting faculty with campus resources and support
Mentoring programs
Clearly stated standards and procedures for advancement
Selection of Finalists – Section D
•More than one finalist may be recommended.
•Search committee has the option to rank or not rank candidates.
•A detailed narrative explaining why finalists were chosen/why other interviewed candidates were not chosen should be attached to the Section D.
•CVs need to be attached for each finalist when submitting Section D.
RULE
No negotiations with finalists, even verbal, are
to occur prior to Provost’s Office review and
approval of the search and the finalist list.
When to Use Faculty Search Waiver Forms
Not enough time to perform a searchRenewing a visiting faculty contract (must be
completed each year)Outstanding individual (with detailed
explanation attached)Make certain to attach CV to the completed
form for submission/approval
Resources
Turner, Caroline S.V. 2002. Diversifying the faculty: A guidebook for search committees. Washington, D.C.: Association of American Colleges & Universities.www.aacu-edu.org
Barker, Kathy. 2002. At the helm: A laboratory navigator. Cold Spring Laboratory Press. (Covers personnel issues in a laboratory setting. Geared toward new Principal Investigators.)
Resources (cont’d)
http://www.oakland.edu/?id=4486&sid=173Academic Human Resources website
http://www.oakland.edu/?id=59&sid=66Office of Inclusion and Intercultural Initiatives website
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