The Recruitment Process

The following information is provided to assist departments/libraries in understanding general responsibilities related to recruitment. For information on specific policies and general resources, please explore this web site or contact FRPR. 

Advancing Excellence and Diversity | Overview of the Process 
Special Considerations

Advancing Excellence and Diversity 

Academic departments and search committees play a key role in building faculty excellence and advancing faculty diversity. The University relies heavily on the work of proactive search committees to maximize opportunities to recruit a diverse faculty. In doing so, we encourage search committees to:

  • Value diversity and inclusion;
  • Understand and comply with University equal employment policies and procedures;
  • Discuss unconscious bias and how to prevent it from negatively affecting decisions and actions;
  • Recruit a qualified and diverse applicant pool, including targeted outreach to under-represented groups;
  • Interview  top candidates fairly and equitably; and
  • Select the best, qualified person for the position.

FRPR is available to support you in your recruitment efforts and to assist you in advancing the University's diversity and inclusion goals.

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Important Reminders

Although copies of applicable recruitment records (see the chart above) should be maintained throughout the approval chain, the department/library is the official repository for these files. As a result, chairs/library directors is responsible for ensuring that these records are kept in a confidential, secure location and under the care of a responsible individual.

Departments/Libraries are responsible for maintaining all applications and support documentation for two (2) full years following the conclusion of the search.

All documents and forms referenced above can be found here.

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Special Considerations 

Confidentiality: An Important Obligation

As a commitment to fairness should permeate the selection process, search committees should maintain a commitment to a high level of confidentiality throughout the process. In an academic setting, this can sometimes be very difficult. However, members of selection/personnel committees must defy the academic norm of freely sharing information about committee activities and discussions.

In the early stages of the planning, search committees should discuss confidentiality and make appropriate plans to maintain it throughout the process. In general, in the recruitment and selection process “confidentiality” involves treating fellow members’ comments as privileged discussion, avoiding openly discussing committee business, taking care to appropriately secure applicant/candidate files, and identifying who will be responsible for public representations about the committee’s work. Good candidates may be lost when confidentiality is breached. As a result, search committees should take steps throughout the process to ensure it is maintained.

Professional Ethics

Acceptance of membership on a search/selection committee means that members have tacitly promised to conduct themselves in a highly ethical and objective fashion, to stay above the fray of school and departmental politics and not to allow personal alliances unduly influence their decisions and interactions. Members’ conduct, as a result, must be framed by the Faculty Code, Faculty Handbook, School constitution, department bylaws, the University’s Equal Employment Opportunity policies and procedures and the committee’s charge.

Scope of Authority

It is important for search committee members to understand their role and responsibilities and are careful to act within the scope of the authority delegated to them. Search committee members should only engage in those activities that have been expressly assigned by school or department bylaws, the committee’s charge, the department or the search committee chair. Questions concerning the scope of authority should be directed to the relevant department chair/director or other relevant administrator.

Fair and Equitable Consideration

Prior to screening applications, search committees should reexamine the position description containing the listing of basic and preferred qualifications and responsibilities. The law requires and applicants have the right to expect and receive a fair process and an equitable review of their dossier. Reviewing qualifications and responsibilities will help keep committee members focused on job-related priorities and help to avoid unlawful bias. Using evaluation instruments, throughout the selection/screening process, will also assist committee members and other participants in the search in remaining focused on job-related criteria.

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