University of Vermont

College of Arts and Sciences

Resources for Chairs & Administrators

Non-Tenure Track Faculty Recruitment Procedures

1. Confirm Recruitment

Obtain a confirmation of the proposed recruitment from the Dean. Discuss special needs/circumstances at this time.

2. Submit Documentation for the Recruitment

Submit the following electronic documents to casbiz@uvm.edu :

  1. Recruitment Form
  2. Proposed Advertising Language
    Your ad must include:
    1. the effective date of position
    2. position title
    3. date applications will begin to be reviewed
    4. College diversity statement:
      * The College is committed to fostering and affirming an inclusive, multi-cultural, multi-ethnic environment for its students, staff and faculty. In their cover letters, applicants are requested to include a description of how they can contribute to the College's goals in this area.
    5. College AA/EO statement:
      * The University of Vermont is an Affirmative Action/Equal Opportunity employer. The Department is committed to increasing faculty diversity and welcomes applications from women and underrepresented ethnic, racial and cultural groups and from people with disabilities.
    6. Application Instructions:
      * Departments must accept electronic applications. Departments may choose to accept paper applications (or not).
      Online Applications: Apply online at www.uvmjobs.com. Search for the position using department name (insert here) only. Attach curriculum vitae to your application. In addition, (other non-attachable materials) and three (3) or more hardcopy letters of recommendation should be sent to:
      William Smith
      Search Committee Chair
      Department Address
      Paper Applications: A curriculum vitae, (other materials), and three (3) or more hardcopy letters of recommendation should be sent to the above address.
3. Obtain Formal Approval of the Recruitment
    1. The CAS HR Business Office will e-mail copies of the recruitment form and ad to the Assistant Dean for Administration and the Associate Dean responsible for diversity.
    2. The CAS HR Business Office will review the documents and forward a hard copy of the recruitment form and ad to the Assistant Dean. 
    3. The Assistant Dean will sign and forward the recruitment documents to the Associate Dean. 
    4. The Associate Dean will sign and return the recruitment documents to the CAS HR Business Office. 
    5. The CAS HR Business Office will e-mail the recruitment form and ad to Financial Analysis & Budgeting (with cc to Department Admin).
    6. The Department will receive email approval to proceed with the recruitment from the Office of the Provost.  Take no further recruiting action before completing step G.
    7. Schedule a diversity recruiting meeting with the search committee, the Department Chair, the Associate Dean, and the Executive Director of AA/EO or designee to discuss:  recruitment procedures and strategies, the position advertisement, and the Diversity Recruitment Plan.  You may take no further action until your advertisement and Diversity Recruitment Plan are approved by the Associate Dean.
4. Implement Recruitment Plan
    • Work with the Employment Office to post position on-line.
    • Place advertisements and proceed with other recruiting strategies.
    • Collect applications.
    • Screen applicants.
    • Select proposed interviewees.
5. Request Permission to Conduct Interviews

Note:  If you are conducting an entirely electronic search through the PeopleAdmin system (no paper applications were accepted), you will continue with the electronic process and not forward via paper.

    1. Prepare a written request to gain approval to conduct interviews (on-campus, telephone, or at professional meetings). The written request should be sent to the Associate Dean and should include the following information:
      1. Position number, title, and department conducting search
      2. A description of the search process
      3. Where the ads appeared, including electronic placements, with a copy of the print ad.
      4. Specific actions the department took to widen its pool of applicants, with supporting evidence (e.g., a telephone log, copies of emails, etc.)
      5. Justification for all applicants not selected for interviews
      6. The names of candidates who included a diversity statement in their cover letters and were not selected
      7. Supporting materials (e.g., c.v.) for each potential interviewee
      8. A rationale for the selection of each potential interviewee
        Note:  Retain copies.  You will be submitting this packet again, along with additional information, in step 7. B.
    2. Meet with the Associate Dean to discuss and gain approval of proposed interviewees.
    3. The Associate Dean will forward an approved hardcopy of the request to the CAS HR Business Office.
6. Conduct Interviews

If interviewing at Professional Meetings: Prior to interviewing at a professional meeting, obtain a copy of the protocols to share with the search committee.

7. Request Permission to Extend an Offer of Employment

Note:  If you are conducting an entirely electronic search through the PeopleAdmin system (no paper applications were accepted), you will continue with the electronic process and not forward via paper.

    1. The decision to recommend whether to make an offer, and to whom, should be reached after discussion by the faculty in the departments and programs involved in the search. Once a decision has been made, the Department Chair must have approval from the Associate Dean, the Dean, the Provost (or designee), and the Executive Director of Affirmative Action/Equal Opportunity or designee, before making an offer.
    2. In order to gain approval, departments should send a written request to the Associate Dean. The written requests should include:
      1. Position number, title, and department conducting search
      2. A description of the search process
      3. Where the ads appeared, including electronic placements, with a copy of the print ad
      4. Specific actions the department took to widen its pool of applicants, with supporting evidence (e.g., a telephone log, copies of emails, etc.)
      5. Justification for all applicants not selected
      6. The names of candidates who included a diversity statement in their cover letters and were not selected
      7. Supporting materials (e.g., c.v.) for each potential candidate
      8. A discussion of the strengths and weaknesses of the candidate in comparison to the other finalists
      9. A discussion of the other candidates to whom an offer might be made should the preferred candidate decline
    3. The Associate Dean will review the request and forward it to the Dean for approval.
    4. The Dean will return the approved request to the CAS HR Business Office.
    5. The CAS HR Business Office will forward the request to the Office of the Provost for approval.
    6. The CAS HR Business Office will “close? requisition in PeopleAdmin.
    7. The department will receive notification of central approval via an e-mail from the Office of the Provost.
8. Appointment Paperwork
    1. Appointment letter templates are available on the Arts & Sciences website.
    2. Send a draft e-version of the letter to casbiz@uvm.edu for review.
    3. Once draft is approved, forward to the CAS HR Business Office:
      1. the signed original letter
      2. one copy of the letter
      3. an addressed envelope
      4. Personal Action Set-Up form
      5. Distribution form
9. Candidate Acceptance

When the candidate has signed the appointment letter and returned it to the Dean, the Dean's Office will forward a copy to Human Resources.

10. International Hires

If the finalist is not a U.S. citizen or permanent resident, the Department Chair must immediately inform the Office of International Education so they can assist the department and the individual hired in the immigration process.

11. Failed Searches

If the search is judged by the Department or Dean or the Provost (or designee) to have failed, it will be closed. The Department must begin the process over again if they want to reopen the search.

October 31, 2008

Last modified September 23 2014 03:48 PM

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