Employment Search Policy
As an institution of higher education, and as part of its responsibility as a leader in education, Pace University commits itself to play an active role in developing a diverse workforce. It is an important goal of Pace University to provide to students, faculty and staff, opportunities to interact with colleagues from the widest possible range of racial, ethnic and cultural backgrounds.
It is also a goal of Pace University’s Affirmative Action program to provide for a formal and consistent framework designed to aid us in our affirmative recruitment and compliance with our goals and policies. It is the shared responsibility of the Affirmative Action Officer, the hiring official, the chairperson, the search committee, and all faculty and staff to ensure that these procedures are followed, that information about all position openings reaches the broadest possible range of appropriately qualified people, and that special care is taken to assure that recruitment information reaches members of traditionally underrepresented groups.
Pace University requires that a search committee be used for the recruitment, selection, and appointment of any individual(s) to full-time faculty positions, tenure or non-tenured track, that will be filled for longer than one year, or any position that can be renewed for a period of more than one year. A search is also required for administrative leadership positions (officers, department heads and some supervisory level positions). Please refer to the Faculty Handbook, as it may be changed from time to time, on the guidelines for Search Committees for Deans, Associate Provosts, Provost, President, Vice Presidents and other Senior Non-Academic Administrators. Oversight of this requirement vests with the Affirmative Action Officer. Exemption from this requirement may only be granted by the President, upon review and recommendation of the Affirmative Action Officer.
Searches are authorized vacancies that are not covered by this policy shall still be subject to the same affirmative action review requirements. Adherence to these requirements is the responsibility of the University Staffing and Recruitment department.
From time to time the search committee may choose to enlist the services of a search firm. The committee should work with the Affirmative Action Officer to ensure that the firm chosen is aware of the University’s affirmative action policy-and is willing and able to provide a diverse pool of candidates.
Search Committee members should take all reasonable steps to insure the confidentiality of search committee proceedings and records. However, should any information produced during the course of the search become public knowledge, the University reserves the right to issue appropriate statements.
The search for new personnel is also an exercise in public communications. A poorly worded advertisement, imprecise written communications and/or improperly handled interviews or unclear oral communications are all factors which may adversely reflect on the academic community’s perception of the University.
Applicants are looking carefully at the University. Remember the search is not a one-sided proposition. Unless great care is taken throughout the search process, the most highly qualified and attractive candidates may be lost or choose to withdraw because of poorly handled search.
PACE UNIVERSITY SEARCH PROCEDURES
Step 1. Recruitment Authorization
The provost and appropriate academic deans will after consultation with the department chair and faculty determine and arrange recruitment for all faculty positions. The department will be notified of approved positions as soon as possible, with August 15th as
a designated date for notification. The Dean and the department chair should agree on and select the members of the search committee.
When a replacement is needed or a new position is created, the hiring official, (the University Officer for administrative positions or the Dean for the schools), should complete a requisition with a job description, for approval. Replacement positions must
be approved by the division Officer or Dean, and all new positions must be approved by the President. The non-faculty requisition form is available on the Human Resources web site.
*Developing a position description.
The position description is a key element in the search process because it acts as the basis for drafting the position announcement and/or the advertisement, and it is the guide for the search advisory committee to use in evaluating the applicants. The hiring official (Dean or University Officer) with the consultation of the Affirmative Action Officer, will be responsible for drafting the position description.
The position description must accurately reflect the duties and responsibilities of the position and the minimum (bona fide) and preferred qualifications, as well as the essential functions of the position as defined by the Americans with Disabilities Act.
The law requires, and applicants have the right to expect, that applications will be judged against the stated measures, namely the position description and position qualifications. The procedure followed by a search committee and its staff should be designed to assure that all applicants are treated equitably.
The position description should include an outline of all duties and expectations. The list of criteria or qualifications may include professional, personal and public considerations. Some of these considerations may be:
1. Degrees required or deemed important: what is the minimal acceptable degree or configuration of degrees along with other qualifications?
2. What experience is required: teaching, research, practical, other?
3. What scholarly accomplishments: publications, presentations are necessary?
Step 2. H.R. will Post vacancy
Human Resources will post all approved position announcements (faculty and administrative) on the University’s job posting database found on the Human Resource’s web site. The Director of Human Resources Services oversees the regular update of the job posting database.
Step 3. Select search committee
Once an open position has been posted, the hiring official (Dean), after consulting with the department chair, will choose a committee chairperson. The Dean and the department should agree on and select the members of the search committee
For administrative positions, the President, division Officer or Dean will choose a committee chairperson.
The committee chairperson, with the approval of the appropriate administrative official, will select the members of the search committee to assure that every effort is made to include members of underrepresented groups and that the members have a legitimate interest in the selection process. In addition, student representation on the committee is required. The search committee chairperson and the Affirmative Action Officer will agree on the appropriate method to be used for the selection of students. The hiring official will contact the Affirmative Action Officer (AAO) to review composition of search committee members.
One member of the committee will serve as the Affirmative Action Representative (AAR). The AAR will assure that the search committee makes every effort to attract a diverse pool of candidates, will be responsible for mailing EEO self-identification forms to all applicants, and for completing the Applicant Flow Log.
See appendix A for a list detailing the responsibilities of hiring official and search committee members.
See appendix B & Appendix C for sample EEO questionnaire and Applicant Flow Log, respectively.
Step 4. Download or Copy AAO Checklist Form
The checklist will indicate all of the steps that are needed for a successful search. and provide a signature line for the AAO to initial approval of the composition of the search committee, the recruitment plan, and the Applicant flow log. Once a final candidate has been selected, the form will be added to the search file as proof of a valid search.
Step 5. Prepare recruitment plan in consultation with Affirmative Action Officer.
The Affirmative Action Officer has been designated by the President to review and approve all search recruitment plans. The plan needs to be approved at the beginning of the search.
The recruitment plan should identify what recruitment efforts will be made to identify underrepresented candidates. This should include a list of all publications in which advertisement will run, personal contacts with minority groups in the discipline, contact with minority organizations, and schools with significant numbers of minority enrollment. The Affirmative Action Officer can assist in locating organizations and suggesting advertising resources.
If the vacancy has been listed in a pooled advertisement placed by the University and approved by the Affirmative Action Officer, the recruitment plan can indicate that, but the committee may also choose to do additional advertising in discipline specific journals and websites. The committee is also encouraged to make outreach to minority individuals or organizations that could provide names of qualified individuals.
When a committee intends to recruit candidates at conferences, the members of the committee that attend the conference should meet and select those individuals they wish to invite to participate in the search process. The selected candidates should be listed on the applicant flow log, and subjected to the same search requirements as all the other candidates for the position.
See appendix D for a sample recruitment plan form.
Step 6. Advertise the position.
Once a recruitment plan has been approved, the Director of Human Resources Services places position specific advertisements for faculty and staff positions. Human Resources is charged with coordinating placement of all external position advertisement and will work with the recruiting unit to ensure appropriate listing of advertisements. This process ensures that appropriate language and artwork is used which achieves consistency in how Pace is presented to the external community. Additionally, it is important that the University make clear its commitment to equal opportunity and indicate that women and members of traditionally underrepresented groups are strongly encouraged to apply.
See appendix E for suggestions on encouraging applications from members of traditionally underrepresented groups.
Step 7. Receive resumes/applications and review pool.
The search committee chair is charged with collecting and responding to applications for consideration of a position. This individual should be sure that each resume is acknowledged, and that the resumes are kept secure (resumes/applications should be retained for two years). In addition, each applicant should be sent an EEO questionnaire and all applicants should be logged into the applicant flow tracking form.
Step 8. Review resumes/applications.
As resumes/applications are received, they should be subject to an initial screening. The purpose of the initial screening is simply to determine if the applicant meets the minimal requirements. It is a quantitative not qualitative review. If all requested materials have been received, and the applicant has the qualifications necessary for the position, the applicant has passed the initial screening. However, if all requested materials are not on hand, or if the applicant does not have the minimal education or experiential qualifications, he/she has not passed the initial screening. Applicants who fail to pass the initial screening should be notified as soon as possible and their files set aside. Once the first “cut” has been made, a more thorough review of the applications takes place.
The second review is more qualitative in character than the initial screening. The search committee examines the material sent by applicants with great care and assesses the degree to which the applicant has met or exceeded the criteria established by the committee. At this point, it might be necessary for the search committee to contact applicants to ask more specifically how the applicant believes that he/she meets the established criteria. The search committee may also wish to explore the applicant’s continued interest in the position. The major purpose of any telephone conversation with the applicant is to explore how he/she meets the criteria.
Step 9. Review of Applicant Pool and Applicant Flow Log with Affirmative Action Officer.
The Applicant Flow Log will indicate which candidates have been selected for an interview as well as giving clear objective reasons as to why all other applicants have not been selected. After reviewing the Applicant Flow Log, the Affirmative Action Officer will notify the search committee to proceed with the interviewing process.
When an advertisement indicates a specific deadline date for receiving resumes/applications, the applicant flow log should be submitted as soon as possible after the stated deadline date. In the event that the advertisement states a deadline date, but indicates that applications will be accepted until the position is filled, the applicant flow log should be submitted on the stated deadline date. Any additional applicants must also be logged in and submitted on a final applicant flow log that will be submitted so that those applicants can be tallied into the applicant pool. In that instance, once the initial applicant flow log has been approved, the committee may begin interviewing.
Step 10. Check references.
Prior to interviewing, and after securing permission from the candidates(s) to conduct confidential reference checks, the search committee should request recommendations from the persons named as references in the original application letter. The letters or calls to references should be specific. The duties and qualifications of the position should be outlined, and the reference asked to address his/her remarks to the qualifications. It is also important that the relationship of the reference to the candidate be described. Persons contacted for references should be informed that their letter or telephone discussion will be kept confidential.
Pace requires at least three professional references for each candidate (personal references are not acceptable to form the basis for an employment decision). At least two of these references must be in writing. Conversations with references must be documented.
Step 11. Submit AAO checklist
Once the committee is ready to interview, the AAR should submit to the Dean the AAO checklist. The checklist should have the AAO’s signature indicating that the recruitment plan, and the applicant flow log have been approved by the AAO. This will indicate to the Dean that the committee has been approved to begin interviewing.
The Dean should sign the form and submit it to the provost. Once a final candidate(s) has been presented to the provost, the provost will sign the form and return it to the AAO.
The Human Resources representative on the committee will obtain the signatures and submit the form to the AAO before the committee begins interviewing.
Step 12. Conduct On-campus Interview.
This is an opportunity for the search committee to explore in detail the candidate’s experience, credentials, and suitability to the position and the institution. It is also an opportunity for the candidate to determine their continued interest in the position and the institution, so committee members should be prepared to provide the candidate the opportunity to ask questions as well. Normally, two candidates should be interviewed. The search committee should be consistent in their questions of all candidates so that they may be consistently evaluated.
In addition to the customary research presentation, faculty candidates should be informed of the requirement to teach an actual class with the students being asked for feedback as part of the interview process. Exemptions from this requirement are possible, but they should be sought only in isolated cases where scheduling or other circumstances make it impossible to schedule an actual class.
See appendix F for a table of appropriate/inappropriate interview questions.
Step 13. Select final candidate.
After all candidates have been interviewed the search committee should meet and agree on the selection of a final candidate(s) for recommendation to the hiring official, the Dean and Provost for faculty appointments, and to the President, division Officer or Dean for Administrative appointments. .
Step 14. Extension of Offer.
Faculty: The Dean, in consultation with the Provost, will negotiate the employment offer to the approved final candidate. After receiving the Provost’s permission, the Dean is authorized to extend a written offer of employment to a faculty candidate. The hiring department will receive a copy of the accepted offer letter.
Administrative: For Officer and Dean appointments, the President will approve the final candidate and extend the offer of employment. For all other administrative and staff appointments the Office of Human Resources is responsible for extending all (verbal and written) offers of employment.
Step 15. Complete and submit Affirmative Action Activity Form.
After a candidate has accepted the written offer of employment, the Affirmative Action Activity Form will provide summary information on that individual to be included in the job file.
See appendix G for a sample Affirmative Action Activity Form.