1. THE FACULTY HIRING PROCESS
Sponsored by The Opportunity Development/Diversity Education Planning Office
May 15, 2008

2. Faculty Hiring Procedures
Chairs-Director Recruitment-Appointment Procedures
Full-Time, Regular Faculty Recruitment-Appointment Procedures
Full-Time, Temporary Faculty Recruitment-Appointment Procedures

3. Faculty Recruitment-Appointment Forms/Appendices
Appendix A- Position Vacancy Form
Appendix B- AA Recruitment/Selection Form
Appendix C- USG Applicant Clearinghouse Form (multi-part form)
Appendix D- AA Checklist and Approval of Pool
Appendix E- For the Record
Appendix F- Recommended Applicant
Appendix I- USG Applicant Clearinghouse Form

4. Faculty Hiring Procedures-Chairs & Directors
I. Obtain Approval to Search
Deans determine the need for a new or replacement chair/director and advise the Provost/VP of Academic Affairs.
II. Recommended Candidate
College searches for internal candidates first, approve per college policy, then a FTR is completed.
If internal candidate is not available, a search must be conducted per college policy.

5. Faculty Hiring Procedures-Chairs & Directors
II. Recommended Candidate (continued)
If an internal candidate is selected without a search, Appendix E and F must be completed, a dean/director letter of recommendation to the Provost must be completed along with the recommended candidate’s vita.

6. Faculty Hiring Procedures-Chairs & Directors
II. Recommended Candidate (continued)
If an internal candidate is selected with a search, the Appendix E and F must be completed, a dean/director letter of recommendation to the Provost must be completed along with the recommended candidate’s vita, and the search committee’s letter of recommendation must be included.

7. Faculty Hiring Procedures-Chairs & Directors
II. Recommended Candidate (continued)
If a candidate is selected with a search (see full-time Faculty Recruitment Procedures).

8. Faculty Hiring Procedures-Chairs & Directors
III. Employment
Following approval of recommended applicant by Provost and ODDEP, the Dean will send an offer letter requesting acceptance in writing
The Unit Personnel Coordinator will submit approval request to the Board of Regents.
Once the BOR has met and approved the appointment, the Provost will notify the Unit Personnel Coordinator.
After an offer of employment has been accepted, all applicants will received notification in writing, as per college policy, that a selection has been made.

9. Faculty Hiring Procedures-Chairs & Directors
IV. Maintenence of Search Records
Search records which include all approvals of recruitment proposals, copies of Affirmative Action compliance data forms, requests to fill academic position forms, and approval to hire forms will be retained by the Dean’s Office for three years after search is completed (Record Retention Series G HR-Citation or Reference:41 C.F.R. 60, 29 C.F.R 1607).
Departments are required to retain all applications, vitaes, ads, interview notes, etc. for three years after search is completed.

10. Faculty Hiring Procedures- Full-Time Temporary and Visiting
I. Obtain Approval to Search
Deans determine the need for a new or replacement of temporary position following consultation and budgetary analysis within the college.
II. Recommended Candidate
College searches for internal candidates first, approve per college policy, then a FTR is completed.
If internal candidate is not available, a search must be conducted per college policy.

11. Faculty Hiring Procedures- Full-Time Temporary and Visiting
II. Recommended Candidate (continued)
If an internal candidate is selected without a search, Appendix E and F must be completed, a dean/director letter of recommendation to the Provost must be completed along with the recommended candidate’s vita, and in colleges with department/school structures, a letter of recommendation to the dean is required.

12. Faculty Hiring Procedures- Full-Time Temporary and Visiting
II. Recommended Candidate (continued)
If a candidate is selected with a search (see full-time Faculty Recruitment Procedures).

13. Faculty Hiring Procedures- Full-Time Temporary and Visiting
III. Employment
Following approval of recommended applicant by Provost and ODDEP, the Dean will send an offer letter requesting acceptance in writing. A copy of the offer letter will be sent to the college/department unit head. The candidate will be required to return the following to the UPC:
Completed and signed Personal Data Form (PDF).
Original official transcript of highest degree earned that lists date of conferral.
The Unit Personnel Coordinator will submit approval request to the Board of Regents.
Once the BOR has met and approved the appointment, the Provost will notify the Unit Personnel Coordinator.
After an offer of employment has been accepted, all applicants will received notification in writing, as per college policy, that a selection has been made.

14. Faculty Hiring Procedures- Full-Time Temporary and Visiting
IV. Maintenence of Search Records
Search records which include all approvals of recruitment proposals, copies of Affirmative Action compliance data forms, requests to fill academic position forms, and approval to hire forms will be retained by the Dean’s Office for three years after search is completed (Record Retention Series G HR-Citation or Reference:41 C.F.R. 60, 29 C.F.R 1607).
Departments are required to retain all applications, vitaes, ads, interview notes, etc. for three years after search is completed.

15. Faculty Hiring Procedures- Full Time Regular
I. Obtain Approval to Search
Deans determine the need for a new or replacement faculty appointment following consultation and budgetary analysis within the college.
II. Vacancy Form-Appendix A
College completes a Vacancy Form
UPC reviews for accuracy and completeness
The UPC obtains the dean’s/director’s signature and forwards to Provost for review, approval, and assignment of a log number.
The Provost returns the original form to the UPC, and forwards a copy to ODDEP.
ODDEP sends a good faith efforts to the UPC if the position is underutilized in minorities/women.

16. Faculty Hiring Procedures- Full Time Regular
III. Applicant Clearinghouse Forms (Appendix C & I)
The UPC contacts ODDEP for a PVA number
ODDEP retrieves a PVA and s the PVA number to the UPC
The UPC completes Appendix I using the PVA number, attaches the position job description and contact information for potential applicants, and forwards to ODDEP for review and approval.
ODDEP forwards Appendix I, and the additional position information to the University System of GA Clearinghouse for review and processing.
The Clearinghouse will post the position on the USGA Clearinghouse website.

17. Faculty Hiring Procedures- Full Time Regular
IV. Search Committee
Responsibility of the college/department
If the unit has 15 or more faculty, the search committee will have to consist of at least 5 members
If the unit employs less than 15 faculty, the search committee will have to consist of at least 3 members.
Diverse committees are encouraged
The unit head serves as the committee’s compliance resource member

18. Faculty Hiring Procedures- Full-Time Regular
V. Advertisements
There must be at least one national ad in print
The ad must specify rank, qualifications, responsibilities and the EEO statement
GSU logo is strongly recommended
Re-advertisement is required if the search process is changed
Rigorous recruitment procedures are expected to yield the most diverse pool of applicants

19. Faculty Hiring Procedures- Full Time Regular
VI. Application Materials
Will be received by the recruiting unit’s search chair (not HR).
All applicants will be sent ODDEP’s web address asking them to voluntarily self identify for affirmative action reporting purposes.
The chair should keep an itemized list of materials from each candidate (A letter of application and vita is required).
The chair must retain materials for at least 3 years after search has ended.

20. Faculty Hiring Procedures- Full Time Regular
VII. Approval of the Interview Pool
After the position is closed, and before any on-campus interviews are held, the recruiting Unit contacts ODDEP for tallies to assist in completing the AOP-Appendix D.
The recruiting unit completes an AOP-Appendix D, attaches vita of candidates selected for an interview and Appendix B. The AOP is then forwarded to the UPC for review. The UPC will forward to Dean for approval, and the Dean’s office/UPC will forward to ODDEP for review and approval.
ODDEP date stamps AOP upon receipt and forwards to EEO Specialist II for review and approval.
EEO Specialist II reviews AOP, approves or asks for additional information. After approval, the EEO Specialist II will forward to Assistant to send approval , copy, prepare for UPC pick up, and file copy.
Approval or delay notifications with take place within 2 business days of receipt.

21. Faculty Hiring Procedures- Full Time Regular
VIII. Screening and Interviewing

22. Faculty Hiring Procedures- Full Time Regular
III. Employment
Following approval of recommended applicant by Provost and ODDEP, the Dean will send an offer letter requesting acceptance in writing
The Unit Personnel Coordinator will submit approval request to the Board of Regents.
Once the BOR has met and approved the appointment, the Provost will notify the Unit Personnel Coordinator.
After an offer of employment has been accepted, all applicants will received notification in writing, as per college policy, that a selection has been made.

23. Faculty Hiring Procedures- Full Time Regular
IV. Maintenence of Search Records
Search records which include all approvals of recruitment proposals, copies of Affirmative Action compliance data forms, requests to fill academic position forms, and approval to hire forms will be retained by the Dean’s Office for three years after search is completed (Record Retention Series G HR-Citation or Reference:41 C.F.R. 60, 29 C.F.R 1607).
Departments are required to retain all applications, vitaes, ads, interview notes, etc. for three years after search is completed.