Academic Search Process Office of Diversity, Equity, and Access University of Illinois at Urbana-Champaign

Overview of Changes Overview of Process New Manual Changes Revised Roles HireTouch Forms Workshops Diversity Advocate/Search Committee Member/Chair/Hiring Official Upcoming Changes Office of Diversity, Equity, and Access

Hiring/Search Process Review Meeting with Deans and Vice Chancellors Administrative Review and Restructuring (ARR) Equal Employment Opportunity (EEO) Committee  Associate Chancellor Pratt-Clarke and myself met with the deans and vice chancellors to receive feedback and also the ARR EEO Committee sent out a survey asking for suggestions for improvements. Office of Diversity, Equity, and Access

Meeting with Deans and Vice Chancellors Concerns Need flexibility on search committees for faculty searches Need training for search committee members Ability to make an offer to a candidate quicker than the current process Need help with recruiting minority and female candidates Office of Diversity, Equity, and Access

ARR EEO Committee The ARR EEO Committee sent out a survey to over 400 individuals to ask for feedback regarding the hiring process. 30% response rate   Office of Diversity, Equity, and Access

ARR EEO Committee 50% of respondents stated the following: Too many approvals on forms Takes too long to approve forms Policies are unclear Inconsistent internal college policies are problematic   Office of Diversity, Equity, and Access

ARR EEO Committee 40% of respondents stated the following: HireTouch is too slow Too many clicks to get to the approvals page Need help with recruitment suggestions and costs associated with advertising   Office of Diversity, Equity, and Access

ARR EEO Committee 10% of respondents stated the following: Need search training   Office of Diversity, Equity, and Access

Hiring Process Changes Concern Solution Unclear guidance on required procedures vs. recommended procedures, including diversity of Search Committees OEOA revised the Search Manual and forms to provide greater clarity Too many approvals OEOA reduced the number of approvals on the search, finalist, summary, waiver and appointment change forms Need training for search committee members OEOA implemented training Unclear role of AA Officer/EEO Officer/EEO Committee OEOA clarified search related roles Lack of diverse applicant pools OEOA will be working with departments to help recruit and diversify the applicant pool Recruitment Costs OEOA will continue to help departments with recruitment costs and provide suggestions HireTouch Problems Version 3 and 4 of HireTouch will provide quicker loading of pages in HireTouch Internal College/EEO Committee Policies OEOA is asking College/EEO Committees to review and provide clarity on their internal policies   The Office of Diversity, Equity, and Access (OEOA) is redesigning, simplifying, and clarifying the search process based on the over 300 comments received as part of the ARR Search and Hiring Process Survey.   In response, the following are changes that OEOA will be making before August 16, 2012:

Clarifying Search Roles EEO Officer EEO Vice Chair Diversity Advocate   Office of Diversity, Equity, and Access

Clarifying Search Roles EEO Officer College/Administrative Unit Level Charged with oversight of Affirmative Action Program and Diversity Initiatives for College/Unit Work with EEO Vice Chair to review internal policies, practices and procedures related to the search/hiring process Review placement goals Review recruitment plans Monitor retention efforts Monitor search process and be a resource   Office of Diversity, Equity, and Access

Clarifying Search Roles EEO Officer Ensure Diversity Advocates are aware of the campus’ and college/administrative unit’s internal policies, procedures, and expectations related to affirmative action, diversity, and inclusivity Approve (or delegate approval to EEOO Vice Chair) search, summary, appointment change and waiver forms .   Office of Diversity, Equity, and Access

Clarifying Search Roles EEO Vice Chair Assist EEO Officer Senior Administrator with HR and Search Experience   Office of Diversity, Equity, and Access

Clarifying Search Roles Diversity Advocate Review the department’s affirmative action placement goals Review the Diversity of Applicant Pool and Finalist Pool Report Encourage the search committee to utilize best practices in evaluating diverse applicant pools Office of Diversity, Equity, and Access

Clarifying Search Roles Diversity Advocate Help with extra recruitment efforts (Good Faith Efforts) Professional Organizations Direct and Personal Contact Engaged local/regional networks of people in related fields at corporations/businesses Encourage faculty who will be attending professional conferences to recruit for present and future positions. Maintain close contact with U of I graduates Survey departments at other institutions to see which of them have strong records in awarding PhDs to underrepresented individuals and contact them for the names of candidates   Office of Diversity, Equity, and Access

HireTouch Changes HireTouch Forms Search Finalist Notification Summary Office of Diversity, Equity, and Access

HireTouch Changes Search Form Diversity Advocate noted on the search form Search committee member job titles are no longer noted on the form Form will be approved by College/EEO Officer and OEOA Office of Diversity, Equity, and Access

Required Recruitment Sources Required Recruitment Sources Scope Required Recruitment Sources Posting National AbilityLinks.org Higher Ed Jobs HIreTouch Job Board Illinois Diversity Diversifying Higher Education Faculty in Illinois Program (DFI) CIC Doctoral Directory The Registry Automatic posting to HireTouch Job Board, , HigerEdJobs, Illinois Diversity OEOA will send Diversity Advocate and Search Chair the information from the DFI, CIC and The Registry The department will need to post at Abilitylinks.org Regional Automatic posting to HireTouch Job Board, Illinois Diversity, HigerEdJobs Local HireTouch Job Board Automatic Posting Internal HireTouch Job Board and email to those in department Department sends email Office of Diversity, Equity, and Access

New Required Recruitment Source Illinois Diversity Automatic Posting to Website Outreach to over 13,500 local community partners Historically Black Colleges & Universities Veterans Diversity Organizations Professional/Technical Groups State Workforce Agencies You will upload advertisements, evaluation criteria, and interview questions at this time. Office of Diversity, Equity, and Access

HireTouch Changes Finalist Notification Form The finalist compliance form is now the finalist notification form Written justification no longer required for this form Need the applicant status codes to reflect finalists The form approver is OEOA You will upload advertisements, evaluation criteria, and interview questions at this time. Office of Diversity, Equity, and Access

Finalist Notification Form Applicant Status Codes Not reviewed Incomplete application Does not meet minimum qualifications – education/degree Does not meet minimum qualifications – experience/skills Meets minimum qualifications – lacks preferred education/degree Meets minimum qualifications – lacks experience/skills Screening or Phone Interview Finalist/Campus Visit Interview Withdrew Declined Offer Hired Office of Diversity, Equity, and Access

HireTouch Changes Summary Form Diversity Advocate provides information on good faith efforts Search Committee and Hiring Official Recommendation Approvers College/EEO Officer Search Contact OEOA   Office of Diversity, Equity, and Access

HireTouch Changes Appointment Change Form and Waiver Approvers College/EEO Officer OEOA   Office of Diversity, Equity, and Access

OEOA Workshops Monthly HireTouch Workshops Monthly Workshop for Search Chairs, Committee Members, Diversity Advocates, and Hiring Officials College Workshop Office of Diversity, Equity, and Access

Upcoming Changes in HireTouch January 2013 Targets of Opportunity Program Dual Career Academic Couples Program New Academic Professional Appointments over $90,000 Executive Officer Appointments Office of Diversity, Equity, and Access

Questions   Office of Diversity, Equity, and Access