Brown Bag:Academic
RecruitmentJanuary 12, 2012
Office of Academic PersonnelMegan Rott, Analyst
Edward Callahan, PhDAssociate Dean for Academic Personnel
● What is diversity; why is it important; why is it relevant to recruitment?
● Unconscious Bias
http://www.aamc.org/opi/leadership/training.htm
● Department AP Coordinator’s Role
Helpful Recruitment Websites• UC Davis School of Medicine Academic
Personnel:• http://www.ucdmc.ucdavis.edu/academicpersonnel/
• UCOP: Recruitment and Retention of Faculty:• http://www.ucop.edu/acadpersonnel/documents/
affirmative.pdf
• APM 500:• http://manuals.ucdavis.edu/apm/apm-toc.htm
FTEs and Upgrade RequestsFTEs FTE search requires approval from the VC & Dean’s Office
(typically via Executive Associate Dean) with confirmation of approval from Assistant Dean for Administration
Upgrade Requests When is an upgrade approval needed?
Regular series search at Assistant, step IV, and above Why?
Strategic planning for the future; creation/development of future leaders
http://www.ucdmc.ucdavis.edu/academicpersonnel/upgrades.html
Creation of the Search Plan http://www.ucdmc.ucdavis.edu/academicpersonnel/search
plans.html Position request form
Serves as a cover page of the search plan Collaborative Recruitment Worksheet (for joint
appointments) Academic Utilization Analysis (Hiring Goals)
http://occr.ucdavis.edu/acadrecruittools/default.cfm
Creation of the Search Plan continued...
Apply by dates—what do they mean? First, full consideration Open till filled
Search Committee composition Woman, person of color, faculty from another department Senate series recruitment: Search Chair should be Senate as
should majority of committee Position description
Helps the committee evaluate each candidate based on the same requirements and expectations specific to series/rank as well as clinical experience, research experience, teaching, service.
Creation of the Search Plan continued... Advertisements
All ads should include language that the University “is an equal opportunity / affirmative action employer with a strong institutional commitment to the achievement of diversity among its faculty, staff, and students ”
Send electronic version for posting on the Vice Provost and SOM AP website (tracking of these)
Strongly recommend placing in specialty specific journals or websites
AP posts “general” ads yearly on diversity websites See handout
Position request form and search plan must be approved by AP prior to initiation of the recruitment
Search Plan is Approved, Advertisements Posted, Now What?
Applications Arrive Confidential applicant survey http://www.ucdmc.ucdavis.edu/academicpersonnel/
recruitment.html Search Committee Reviews
Conflict of interest (family, friends, direct mentors) All committee members should be reviewing
applications Search Committee Meeting (AP Coordinator attendance) Evaluation of applicants according to position description
from search plan Decision made on who to invite for an interview
Interim Recruitment Report (IRR) IRR needs to be submitted and approved prior
to inviting candidates for interviews IRR Example (see handout):
http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment.html
Concrete reason for not inviting applicant for an interview (can refer to position description)
Notification to those not selected for an interview
Interview Process Organization
Hotel, Air Travel, ItineraryInterviews with search committee members, department
faculty---first visit should be consistent across candidates Questions (committee should develop a standard set of
questions that is asked to each candidate--chair could take this role; group interview; etc)
Evaluations / Feedback from those interviewing candidate Making candidates feel welcomed
“Selling the University,” information re: POP, MOP, Strategic Plan, Faculty Development, Work-Life Balance, Diversity
Interview Process continued... Multiple interim recruitment reports
http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment.html Reconvening of the search committee Example #2 (see handout)
Second interviews Asking the candidate who they’d like to meet/what they are
interested in seeing Seeing the area, real estate agent Spouses/Partners
Search committee recommendation to Department Chair Faculty vote
Final Recruitment Report (FRR) Completion of the report
Justification of why department is hiring this candidate over others interviewed
Copies of ads should be included http://www.ucdmc.ucdavis.edu/academicpersonnel/
recruitment.html Example #3 (see handout)
FRR should be completed and approved by AP prior to preliminary offer being made to the candidate
Appointment timeline to estimate start date http://www.ucdmc.ucdavis.edu/academicpersonnel/
newhire.html
Preliminary Offer Letters (POL) Templates
Outlining expectations is important http://www.ucdmc.ucdavis.edu/academicpersonnel/
POLs.html Process
Email Word version to AP Recruitment Analyst Federation letters reviewed by Office of Academic Personnel Senate letters reviewed by POL Review Committee who look
at space, expectations, salary—making sure what is being offered can be delivered (must give committee 48 hours to review)