September 2018

Review Faculty Search Process & Resources

Ensure knowledge and expertise in Search Process for your Department

Partner with your Diversity Search Advisor (DSA)

Partner with the Search Chair and Committee Members

Ensure compliance with Perelman School of Medicine and University policies for Faculty Searches• Diversity of Search Committee

• Diversity of Applicant Pool

Ensure accuracy in Faculty Search documentation on AA Appointment Form

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Faculty Coordinator or Search Staff• Serves as administrative expert and point person in

your Department for the faculty search process• Active role and engagement in faculty search process • Serves as partner to the Diversity Search Advisor and

Search Committee Chair throughout the search process To ensure compliancy in the search process To ensure that the faculty appointment is completed in a

timely manner To ensure accurate documentation is collected throughout

the search process, for submission of the AA Appointment Form at search conclusion

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Initial Steps:Memo distributed by Faculty Affairs & Professional Development (FAPD) annually to Department Chairs and Faculty Coordinators (September)

--“Procedures and Schedules for Faculty Appointments, Reappointments and Promotions”

Perelman School of Medicine Plan for Diversity and Inclusion” affirms our commitment to a diverse faculty

Faculty Coordinator will work with Diversity Search Advisor and Search Committee(s) from initial stages of search process through completion-- To “generate the broadest and strongest possible candidate pool”

-- to assure that every applicant is given equal review and consideration

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Initial Steps: Annual Memo InformationThe Search Committee membership should be diverse

Search Committee Resources are distributed to the Faculty Coordinator, DSA, and Search Committee Members with every faculty ad approval; They are available on the FAPD website:

https://www.med.upenn.edu/fapd/search-committee-resources.html

A Diversity Search Advisor must review and approve the faculty search documentation in the AA Appointment form, before the recommendation of a faculty appointment is submitted to the PSOM COAP and Provost’s Staff Conference

Compliancy of Faculty Searches -- If the search process, including the composition of the search committee, is determined not to be compliant with University AA/EEO policies, the recommendation for appointment will not be processed.

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Initial Steps:

Faculty Searches -- A national search is required for the tenure, clinician-educator and research tracks; -- A limited search is required for the academic clinician track

“Faculty Opportunity Fund” to recruit diverse faculty (Contact FAPD)

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Initial Steps:Meet with Department Chair to discuss and review annual faculty recruitment plansReview Search Committee Resources and Affirmative Action Guidelines on FAPD website

Search Committee CreationContact Department Chair or Division Chief to know who has been selected as Search Committee Chair for each faculty recruitment / faculty ad Contact Search Committee Chair to assemble Search Committee Members for each faculty recruitment Search Committee membership should be diverse Review Search Committee membership with Diversity Search Advisor to ensure diversity

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Faculty Ad Development Contact Department Chair /or Division Chief / or Search Committee Chair to assist in developing the ad text for the faculty position

Consult with Diversity Search Advisor in developing ad text

Faculty Coordinator should use the “Ad Checklist” to develop ad text and ensure that each faculty ad / position includes required activities for the faculty trackEnter faculty ad text in FAPD Ad Generator Review draft of ad text with Department Chair / Division Chief / Search Committee Chair before submitting to DSA Print out the ad text and read in detail for accuracy beforesubmitting to DSAMay contact FAPD for complex ads and recruitment issues

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Faculty Ad Checklist for Diversity Search Advisors (DSA) and Faculty Coordinators (FC)

Overview of Ad Text

1) Are the duties and responsibilities of the position clearly defined so that applicants will understand what the job entails?

2) Are the requirements of the position clearly described?

3) Does the description include the targeted area or field?

4) Review description to ensure ad is not too narrow; ensure the ad is not written to fit a particular candidate.

5) Review search committee members listed to ensure diversity.

Faculty Tracks

A chart showing the clinical, research and education responsibilities of the full-time tracks (Tenure, Clinician-Educator, Research, Academic Clinician) may be accessed at: https://www.med.upenn.edu/fapd/docurepo/faculty-track-descriptions.html

Tenure Clinician Educator Academic

Clinician

Research

Clinical Activities

(where applicable)

Some/moderate Significant Significant None

Educational

Activities

Some/moderate Some/moderate Significant None or Minimal

Research

Activities

Research is primary

focus of position;

Leader in research

Evidence of

scholarship is

required;

Collaborator and

sometimes leader

in research

Research is not

required;

May be involved in

patient-oriented

research as

collaborator <10 %

effort

Research effort is

90-95%;

collaborative

research and

sometimes leader

Faculty Ad Review & Approval After draft ad text has been reviewed and edited by all parties, submit the ad to the Diversity Search Advisor (DSA) DSA may request revisions to ad text and will return the ad to the Faculty Coordinator When DSA approves the faculty ad it is officialAd is posted immediately to FAPD public view “Open Faculty Positions” and to Department, Center or Institute websites When DSA approves faculty ad, email message will be sent to the Faculty Coordinator, DSA, Search Committee Chair, and Applicant Manager

• Diversity Search Advisor approval of faculty ad• Links to Search Committee Resources • Statement about compliancy of searches

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Reminder of RequirementsNational Search (Tenure, Clinician-Educator, Research Tracks)

• Faculty ad must be published in minimum of two (2) professional journals (may be hard copy or on-line publications); See Guidelines https://www.med.upenn.edu/fapd/docurepo/national-search-for-tenure-clinician-educator-and-research-faculty-appointments-instructions.htmlhttp://somapps.med.upenn.edu/fapd/documents/pl00018.pdf

Formal national search letter must be sent to universities, schools, departments or graduate programs (may use email to distribute search letter, but maintain list of contact names/institutions to submit with AA Appointment form)

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Reminder of Requirements:

Limited Search (Academic Clinician track)

• Faculty ad must be published in minimum of one (1) professional journal (may be hard copy or on-line publication); See guidelines https://www.med.upenn.edu/fapd/docurepo/limited-search-for-academic-clinician-faculty-appointments-instructions.html

Contact Penn approved vendor to assist with placing and publishing faculty ads

• Articushttp://cms.business-services.upenn.edu/publications/media-placement.html

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Search Committee: Recommendations Available to Assist Search Committee Chair

• Identify women and minority faculty to serve as Search Committee members. May utilize faculty from other departments

• Coordinate/attend Search Committee meeting

• Distribute faculty ad at initial search meeting to Search Committee Members

• Distribute approved faculty ad to department faculty

• Publish ad in professional/scientific/medical journals selected in discussion with Search Chair

• Distribute print copy of ad to department faculty attending national conferences

• Distribute applicant materials if requested

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During the Search: Recommendations

Partner with Diversity Search Advisor (DSA)

• Contact Diversity Search Advisor as resource for Search Committee; Invite DSA to initial search meeting

• Provide information about Unconscious Bias presentation for Search Committee

• Identify advertising locations/publications to expand and diversify applicant pool

• Review women and minority organizations/websites for outreach in “Search Committee Resources”

• Contact former faculty/residents about open positions to expand and diversify applicant pool

• Involve department faculty members who are members of minority/women’s organizations to expand and diversify applicant pool

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Search Committee: Recommendations Available to Assist Faculty Candidates

• Welcoming and accompanying candidates in visits to Penn and follow-up throughout the search process

• Ensure that every candidate who is interviewed on campus is treated well during their visit

• Provide opportunity for minority/women candidates to meet with minority/women faculty at Penn

Work with Search Committee Chair • Maintain and update “Applicant Review” section in ‘my.med’

for all applicants in the search

• Distribute “Evaluation Form” to Search Committee Members after each faculty candidate completes an interview

• Provide information about ‘Faculty Opportunity Fund’ --Provost’s fund for recruitment of diverse faculty candidates

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Search Committee: Identification of Preferred Candidate

Affirmative Action (AA) Appointment Form

• AA Appointment Form must be completed immediately as soon as preferred candidate is identified

• Update status to “Preferred Candidate” in “Applicant Review” section of ‘my.med’ before you are able to create AA Form

• May request a Search Committee Report from Search Chair

• Submit AA Appointment to Diversity Search Advisor and FAPD before the Dossier submission for the faculty appointment

• If recruitment is initiated by Center, Institute or Program, the Search Staff should work with the Faculty Coordinator of home department selected for preferred candidate to complete AA Appointment Form

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AA Appointment Form: Identification of Preferred Candidate

Affirmative Action Appointment Form is an on-line application on the FAPD website

• All reviews and signatures are conducted electronically

AA Appointment Checklist & Instructions are on the FAPD website

https://www.med.upenn.edu/fapd/docurepo/list/category

/affirmative-action/

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https://www.med.upenn.edu/fapd/administrators/

Unconscious Bias in Faculty Searches • AAMC Online Presentation

https://surveys.aamc.org/se.ashx?s=7C7E87CB561EC358

• Implicit Association Test – Take the Test https://implicit.harvard.edu/implicit/

Video Conference Resources for Candidate Interviews• Skype http://www.skype.com/en/features/

• Penn Medicine Video Conferencing Serviceshttp://www.med.upenn.edu/mtp/videoconf.html

• Penn Video Conferencing Services http://www.upenn.edu/video/pvp/services_vcon.html

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New Faculty Welcomehttp://www.med.upenn.edu/flpd/transition-concierge-services/

Penn Medicine Onboarding Services• For relocation of new faculty • Contact FAPD

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Faculty Opportunity Fundhttps://www.med.upenn.edu/fapd/docurepo/faculty-opportunity-fund-request-form.html