Step by Step Process for Faculty* Searches and Hires

(*use this for all tenure/tenure-track and instructor/senior instructor searches)

Step 1

The Dean’s Office will send the department chair a letter providing the number of hires authorized. Once this letter is received, the department chair should form a search committee and designate a search chair. Search committee composition should include individuals with expertise and knowledge pertaining to the position being recruited. Representation from underrepresented groups on the search committee is no longer required. However, clear strategies to address diversity must be included in the recruiting process. The search committee/department chair should also begin the process of writing an ad that will be used in Jobs at CU using the HR template. Additionally, members of the search committee should determine the search criteria for candidate screening (i.e., decide what makes a good candidate). Finally, members of the search committee should go through the on line search training if they have not already done so. The training is located in blackboard (https://blackboard.cudenver.edu and is titled ”Recruiting Diverse Faculty – Search Committee Training.”

Step 2

The Coordinator for Personnel in the Dean’s Office will create a position in the ‘Maintain Position’ panel of PeopleSoft HRMS, using REC as the action reason. This will create a position number. Once created, the position number will be provided to the Program Assistant in the Department. The position number is NOT the number that should be included in the job ad. The job ad should include the posting number created in Step 3.

Step 3

The Coordinator for Personnel in the Dean’s Office will approve this action in HRMS. This information will upload into Jobs at CU overnight, creating a “Pending Postings” record and a Posting Number. The chair of the search committee will complete the “Jobs at CU Posting Information” form and submit it to the Program Assistant to provide the information the Program Assistant must enter into Jobs at CU.

Step 4

The Chair of the search committee sends the Jobs at CU ad (using the HR template and the job posting number for the Jobs at CU record and including the posting number generated in the previous step) to the Associate Dean for Personnel and the HR contact for the college (Florie Montoya) for approval. The ad should state what materials are needed for initial submission (the default is a letter, a CV and a list of references but you can ask for more). If you wish letters of reference at this point, have the reviewers send them directly to the search committee (only the applicant can post the material in his/her application and the reviewers would lose confidentiality if this occurred).

Step 5

Once the Dean’s office approves the ad., The Program Assistant can go into the Jobs at CU record, using the form, and enter the names of the search committee, as well as, other search information. The information from the ad will be used to populate some of the fields in the Jobs at CU posting. The Program Assistant should notify HR and request that the posting be approved. HR will approve the posting and place the ad in higheredjobs.com, the Silver and Gold, and Colorado Workforce Center (the department must place ads elsewhere). If it takes longer than 48 hours to get this posting approval by HR, contact the Associate Dean for Personnel.

Step 6

The Program Assistant creates a Guest User password and gives it to the search committee so that they can get access to the applicants (Jobs at CU will only show applications with all of the required material). When an applicant completes his/her application, they will automatically be sent a background disclosure form and an employee self ID form with links on where they can submit the information.

Step 7

The Search Committee may do a short version of the ad for their professional publications – make sure the ad directs the applicants to Jobs at CU and includes the posting number created in step 3. List all of the places the ad is placed in the notes section of Jobs at CU.

Step 8

Search committee evaluates the applicants and decides which candidates they either wish additional information from, wish to do a phone interview with and/or bring to campus.

Step 9

Bring candidates to campus following the rules outlined in ________. Make sure you schedule a half hour meeting with the dean. If the individual is being hired with tenure, they must also meet with the provost. If the department would like, Ellen Stevens of the Center for Faculty Development and Dorothy Yates of Sponsored programs will meet with each candidate.

Step 10

The department sends a rank order listing of the candidates to the dean (this should also be listed in Jobs at CU). Once approved by the dean, the chair of the department can begin to negotiate with the candidate. Always tell the candidate that all offers must be approved by the Dean during this process. Once completed submit the information to the Dean for approval. Once the offer is approved by the dean, provide the information to the Associate Dean for Personnel and the Coordinator for Personnel in the Dean’s office. The Dean’s office will prepare the contract. If the person being hired is not a U.S. citizen, please let the Dean’s office know as soon as possible so that they may begin the visa process.

Step 11

The Program Assistant updates status of individual applicants in Jobs at CU to reflect final status (e.g., Recommend for Hire, Finalist, Selected for Interview, etc.). The Program Assistant sends out rejection letters to unsuccessful candidates or Job at CU will automatically send an email to candidates with an updated status of ‘not selected – send email.’.

Step 12

Insert search process summary write-up in Notes/History section of Jobs at CU. Request that HR close the Jobs at CU posting.