Procedures for Conducting Affirmative Action Searches for University Assistant

The following procedures are designed to ensure a smooth search process and to provide clear documentation of efforts undertaken by all who serve Eastern Connecticut State University to support its affirmative action policy and goals. Any additional questions and concerns can be addressed by the Associate Vice President for Equity and Diversity, ext. 55791.

I. To Initiate a Search

1. Upon consultation with the President, the appropriate Vice President or Dean will notify the Chief Human Resources Officer and the Associate Vice President for Equity and Diversity that a university assistant hiring search is to be initiated. The notification will include a position description and projected starting date.
2. The appropriate Vice President or Dean shall appoint a search committee and chair and convene the first meeting.
3. The search chair will prepare a search plan that contains the position announcement, a timeline for the search (a negotiable closing date may be indicated); job advertisement copy, intended recruitment sources, and the name and address of the individual to whom all search correspondence should be sent. The plan should be submitted to the appropriate Dean or Vice President, Associate Vice President for Equity and Diversity and then to the President for approval. The Chief Human Resources Officer is responsible for placing the job advertisement.

II. The Search Process

1. The Associate Vice President for Equity and Diversity will meet with the search committee to review affirmative action guidelines and university recruitment policies.
2. The search committee will seek a diverse pool of candidates. The committee members are responsible for pursuing the recruitment strategies outlined in the search plan, including the personal recruitment of candidates. These efforts will be documented in the affirmative action recruitment log form.
3. Initial screening of applications will be conducted by the search committee. The search chair will be responsible for: acknowledging all applications, sending out affirmative action response cards, ensuring that application documents are complete, and maintaining a master list of the names and addresses of all applicants.

   Complete records are to be kept of all activities related to the search for filing with the search report, including recruitment lists, letters, and telephone calls.

   After reviewing all applications, the search committee may recommend three to five candidates to be interviewed. The search chair will submit the applications of all candidates and the names of those recommended for interviewing to the appropriate Dean, Director or Vice President, who will review these credentials in conjunction with the Associate Vice President for Equity and Diversity.

4. If approval to interview is denied at this point, the committee will be directed to work further with the candidate pool or reopen the search.

III. The Interview Process

1. If the appropriate management official gives approval to proceed with interviewing, candidates will be invited to campus.
2. The search committee should provide candidates with as much detailed information about the institution and position as is practicable prior to the interview.
3. The search committee should prepare a list of interview questions as a guideline.
4. Reference verification is required for all candidates prior to being scheduled for on campus interviews.

IV. The Hiring Process

1. Upon completion of interviews, the search chair will submit a search report which recommends three or more unranked candidates to the appropriate management official, Vice President, Associate Vice President for Equity and Diversity and the President for approval.

   Detailed information on all interviewed candidates should be provided, with a brief description of the strengths of each.

   If none of the finalists are deemed appropriate, the Vice President or Dean will confer with the search chair about whether to reconsider applicants in the pool expand the candidate pool or initiate a new search.

2. Once a candidate has been selected to receive an offer, the Vice President, Dean or appropriate designee will be responsible for contacting the candidate and conducting any necessary negotiations. After an offer has been made, the search chair will be responsible for completing the hiring process and informing all other candidates that the position has been filled.

Search Procedures - University Assistants, 9/19/2013