STEP 1
The chair of the search committee works with the appropriate dean's office to obtain
forms and answers to search-related questions. A copy of the document entitled Search
Committees: A Toolkit (published by the College and University Professional Association
for Human Resources [CUPA-HR]) is available in the appropriate dean's office to assist
search committees in their work.
Additional questions regarding policies and procedures for the faculty/unclassified
search should be directed to the Assistant Vice President for Academic Affairs in
the Office of the Vice President for Academic Affairs.
The chair of the search committee should also contact the EEO representative in the
Office of Human Resources to determine if the position is currently underutilized
in minorities or females. If the position being filled is underutilized in minorities
or females, the chair of the search committee and the EEO representative will discuss
strategies to increase the number of minority and female applicants in the applicant
pool. Please call the EEO representative with any questions related to equal employment
opportunity.
STEP 2
Complete the Request for Faculty/Unclassified Position form (Exhibit A).
STEP 3
The vacancy announcement format (Exhibit B) is standard for most positions.
Vacancy announcements for deans and vice presidents typically require a recruitment
brochure instead of the standard vacancy announcement. The chair of the search committee
will work with the appropriate dean's office and University Relations to produce the
recruitment brochure. Wording for the vacancy announcement and advertisement should convey final intent. For example, do not specify that a Ph.D. is required
when a candidate who is ABD may be considered; rank should be compatible with appointment,
i.e. assistant professor or higher for a tenure track appointment. Samples of vacancy announcements are available in the appropriate dean's office.
STEP 4
In consultation with the Assistant Vice President for Academic Affairs, search committee
chairs should determine what type of advertising (print, electronic, etc.) is desirable
and what is required by state and federal guidelines.
Search committee chairs should determine if additional advertising in publications,
newspapers, listservs, etc. is desirable.
Complete the advertisement using wording that is consistent with the information provided in the vacancy announcement.
Samples of advertisements are available in the appropriate dean's office. To be included
at the end of each advertisement is the acronym EOE.
A copy of the advertisement must be included with the Request for Faculty/Unclassified Position form and vacancy announcement in order to post the position. Copies of all ads posted should be kept in the appropriate
dean's office. If no advertisement is used, write "no ad" at the top of the form.
STEP 5
After completing steps 1 through 4, send the Request for Faculty/Unclassified Position, vacancy announcement and advertisement to the Budget Office for review of the budget available for the salary. The Budget
Office will forward the paperwork to the Office of the Vice President for Academic
Affairs.
Any required revision(s) to the documents will be conveyed to the dean or chair of
the search committee. Corrected copy will be provided to the Assistant Vice President
for Academic Affairs.
The Office of the Vice President of Academic Affairs will obtain the necessary approvals
for the remainder of this portion of the process. The dean will be informed once approvals
are in place so that the search may continue. Copies of the paperwork will be sent
to the dean and Office of Human Resources.
At this juncture, the vacancy announcement must be sent as an e-mail attachment to
the Office of Human Resources and the Assistant Vice President for Academic Affairs.
HR will then communicate with Printing Services regarding the posting of the vacancy
announcement on the Winthrop website.
STEP 6
After receiving approval to post the position, the chair of the search committee (or
designee) will, if necessary, place the advertisement in the appropriate publications,
newspapers, listservs, etc. The advertisements are funded by the hiring department
or the appropriate dean's office.
Advertisements cannot be altered from the original wording and format that was included
in the approved paperwork. Any changes should be routed and approved by the appropriate
dean's office, Office of the Vice President for Academic Affairs and the Office of
Human Resources. Questions regarding the use of a procurement card or a P.O. number
to pay for the advertisement should be directed to the Purchasing Department.
STEP 7
The chair of the search committee should establish a job vacancy folder for the search.
Since the amount of information submitted by candidates for unclassified and faculty
positions can be significant, individual candidate folders should be established to
include all information submitted by that candidate. See Stage IV, Step 4 for records
retention requirements.
Note: The completed applicant data record form is not added to the file until after
the recruitment and hiring process is completed.
