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Southern Polytechnic State University
Policy and Procedure Manual
P&P Number: 802.02		 Original Date of Issue: 9-7-01
Last Revision: September 2001
Current Revision: January 2002

 

Filling Academic Dean Positions
 

Overview

This P&P includes the following main sections:

  • Background
  • Procedure for conducting the search
  • Documents used in filling academic dean positions

Background

To identify the best-qualified candidates for academic deans, SPSU normally uses advisory search committees. Such committees are appointed by the vice president for academic affairs (vpaa), with approval of the president. The vpaa and president ensure that the search follows all Regents and SPSU guidelines for the search process in general and for Affirmative Action.

Note:

The SPSU Affirmative Action officer serves in an advisory capacity to the search committee.

Procedure for Conducting the Search

The following steps generally characterize the process by which academic dean searches are conducted.

Note:

Some adjustments may be necessary depending on the needs of a particular search.

 

Step

Procedure Description
 

 

1.

Approval to Start the Search

The vpaa prepares a memo addressed to the president that does the following:

  • Requests permission to start the search
  • Provides justification for filling the position
  • Describes a proposed salary range
  • Offers suggestions to attract a diverse pool of candidates
  • Includes a signature line for the president's approval
 Responsibility: vpaa, president
 
 

2.

Forming the Search Committee

After the president informs the vpaa that the search has been approved, the vpaa appoints a search committee using the following guidelines for the respective units that the dean will manage:

 

 

Unit

Guidelines for forming search committee
   
   

Schools

At least half the committee members must be faculty from the school that the dean will manage.
   

Extended University (EU)

At least half the committee members must be EU staff.
   

Schools and EU

Some members may be selected from administrators and/or faculty from outside the unit, as long as the two guidelines above are followed.
 

 

 

 

 Responsibility: vpaa, president
 

 

3.

Drafting the Job Announcement

a.    After electing a chair, the search committee drafts a job announcement that may include many items but must include the following:

  • Title
  • Responsibilities of the position
  • Required qualifications

Note:

Must include a statement that the applicant should be qualified to make him or her eligible for tenure within a program offered by the school.
  • Desired qualifications
  • Statement that "The position is open until filled; review of application will begin [insert date]"

Note:

The anticipated salary should not be included in the announcement.

b.    After the committee agrees on the announcement, the document is submitted to the vpaa for approval.

Responsibility: search committee, vpaa
 

 

4.

Informing Human Resources and Completing Affirmative Action Form A

The vpaa sends a copy of the job announcement to the Human Resources Office and also submits Form A (see P&P No. 802.05) to the SPSU Affirmative Action officer.

 Responsibility: vpaa, Affirmative Action officer
 

 

5.

Placing Ads and Sending Announcements

After Affirmative Action Form A is approved, the vpaa or a designee places all advertisements and oversees the mailing of all announcements.

 Responsibility: vpaa
 

 

6.

Approving Evaluation Procedure, Forms, and Rating Scales

a.    The search committee prepares evaluation procedures, forms, and rating scales to be used in reviewing applications.

b.    The vpaa must approve these materials before the search committee begins reviewing applications.

 Responsibility: search committee, vpaa
 

 

7.

Collecting Application Materials

a.    All applications must be addressed to the vpaa.

b.    The vpaa's secretary or other designee is responsible for the following activities:

  1. Logging in and filing all applications and correspondence related to the position
  2. Making copies of all applications and related documents needed by the search committee
  3. Accumulating all "Voluntary Statistical Information Forms" returned by applicants (see P&P No. 811.0)
  4. Maintaining correspondence between SPSU and the applicants

Note:

All search materials are the property of SPSU.

 Responsibility: vpaa
 

 

8.

Completing Affirmative Action Form B

The vpaa submits Form B (see P&P 802.05) for approval to the SPSU Affirmative Action officer.

Note:

The committee will have access to the applications only after Form B has been approved.

 Responsibility: vpaa, Affirmative Action Officer
 

 

9.

Screening of Applications

The search committee screens all applicant files using the approved job announcement, procedures, forms, and rating scales.

 Responsibility: search committee
 

 

10.

Determining Candidates Recommended for Interviews

a.    After concluding its deliberations, the search committee gives the vpaa the following:

  • A list of candidates (normally containing three or more names) recommended for interviews
  • A proposed interview procedure for the vpaa's approval

    Note:

     The vpaa may choose to add or delete names from the list of proposed interviewees, based on his or her review of the applicant pool.

b.     The vpaa submits the list to the president for approval.

Responsibility: search committee, vpaa, president
 

 

11.

Completing Affirmative Action Form C

The vpaa submits Form C (see P&P No. 802.05) for approval to the SPSU Affirmative Action officer.

 Responsibility: vpaa, Affirmative Action officer
 

 

12.

Seeking Permission to Interview USG Employees

a.    If any candidates listed on the approved Form C are employed at other institutions in the University System of Georgia (USG), the vpaa submits a memo to the president requesting permission to interview the applicants.

b.     The president notifies the president of the other USG institution before the applicant is contacted by SPSU.

c.     After such notification, the SPSU president informs the vpaa.

Responsibility: vpaa, president
 

 

13.

Conducting Campus Interviews

a.    Following approvals, the vpaa contacts all potential interviewees to determine if they are still available and to discuss the proposed salary range.

b.     After the vpaa approves the final interview list and procedure, the search committee schedules on-campus interviews with the committee, faculty, program heads, vpaa, and possibly other interested parties.

c.     The committee solicits oral and/or written comments from all parties involved in the interviews.

Responsibility: vpaa, search committee
 

 

14.

Evaluating the Finalists

a.    Based on all information it has received and its own discussion, the search committee meets with the vpaa to provide a list of acceptable candidates in unranked order and to offer comments on the candidates.

b.     The vpaa may choose options that include but are not necessarily limited to the following:

  • Considering only candidates on the committee's list of recommendations
  • Considering interviewed candidates who were not recommended by the committee
  • Asking the committee to revisit packages of applicants who were not interviewed
  • Extending the search
  • Closing the search

        In other words, the vpaa conducts an independent assessment of the applicants, reviewing files and possibly talking with faculty and staff not on the committee.

 Responsibility: search committee, vpaa
 

 

15.

Submitting a Recommendation to Hire

The vpaa submits his or her recommendation to the president for approval. This recommendation must include the rationale for the decision and a suggested salary within the previously approved range.

Responsibility: vpaa, president
 

 

16.

Completing Affirmative Action Form D

After the president approves the recommendation to hire, the vpaa submits Form D (see P&P No. 802.05) for approval to the SPSU Affirmative Action officer.

Responsibility: vpaa, Affirmative Action officer
 

 

17.

Making the Job Offer

Following all approvals, the vpaa generally proceeds as follows:

a.    Orally offers the position to the selected individual

b.    Informs the search committee upon receiving an oral acceptance from the candidate

c.    Sends an offer letter, which must include at least the following items:

  • The title of the position
  • The annual salary
  • The date of employment
  • The deadline to respond
  • Expected relocation expenses (if any)
  • Reference to tenure or probationary credit toward tenure (if applicable)

Note 1:

The offer letter must also advise the candidate that the offer is subject to approval from the Board of Regents.

Note 2:

When a formal letter is made to an employee of another USG institution, the letter must include a statement to the effect that acceptance can be made only if the SPSU position begins after all contractual obligations have been fulfilled at the other institution or after a replacement has been secured.

Note 3:

  • No offer of employment can be made that includes a starting date earlier than the day immediately following the Board of Regents' meeting at which the appointment will be considered. (The Board meeting date is determined by the Chancellor's Office.)

  • For the purpose of writing the offer letter, the vpaa may estimate the starting date after consulting with the president or his/her staff.

  • In any case, a new dean may not begin work until the Board of Regents has approved the appointment.
 Responsibility: vpaa
 

 

18.

Completing Final Documents for the Board of Regents

a.    When the candidate accepts the position in writing, the vpaa's office completes the appointment package as prescribed by the Board of Regents and SPSU policies.

b.     These forms and all official transcripts must be submitted to the president for approval.

c.     After approving the package, the president forwards it to the Chancellor's Office for Board of Regents' consideration.

Responsibility: vpaa, president
 

 

19.

Notifying Candidates

a.    The president informs the vpaa of the decision by the Board of Regents regarding the new dean's appointment.

b.     The vpaa's office notifies applicants about the results of the search.

Note: Applicants who were not selected may have been notified before Board action.

Responsibility: vpaa, president
 

 

20.

Submitting Documents to Human Resources

a.    The vpaa submits the following employment package to the Human Resources Office:

  • Offer letter
  • Acceptance letter
  • Affirmative Action checklist
  • Resume of the person hired

b.    Separately, the vpaa also submits to the Human Resources Office all documents related to the search process-that include but are not limited to the following list:

  • All applications
  • Correspondence
  • Procedures
  • Forms
  • Rating scales
Responsibility: vpaa
 

Documents Used in Filling Academic Dean Positions

Listed below are documents used for conducting the search:

  • Memo from vpaa to president requesting permission to start search
  • Job announcement /advertisements
  • Affirmative Action Form A
  • Affirmative Action Form B
  • Affirmative Action Form C
  • Affirmative Action Form D
  • Evaluation procedures, forms, and scales
  • Materials sent by and to applicants
  • Appointment package for the Board of Regents
  • Employment package for Human Resource
  • Miscellaneous memos, letters, and email
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