Southern Polytechnic State University Policy and Procedure Manual P&P Number:  802.01			Original Date: December 1992 Previous Revisions: April 7, 2000 Approved: March10, 2006
Filling Teaching Faculty Positions
Contents	This P& P includes the following main sections: q Background q Procedure for conducting faculty searches q Documents used in faculty searches
Background	To identify the best-qualified candidates, SPSU normally uses search committees to fill all tenure-track positions.  Such committees are appointed by the school dean seeking to fill the position, with approval of the vice president for academic affairs (VPAA).  The dean and VPAA ensure that the process follows all Board of Regents and SPSU guidelines for searches and for Affirmative Action.  Note: The SPSU Affirmative Action officer shall serve in an advisory capacity to the search committee.
Procedure for Conducting Faculty Searches	The following steps generally characterize the process by which faculty 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 Using information provided by the dean, the VPAA prepares a memo addressed to the president that does the following: q Requests permission to start the search q Provides justification for filling the position q Describes a proposed salary range q Offers suggestions to attract a diverse pool of candidates q Includes a signature line for the president’s approval Note: A memo of request may cover more than one faculty search. Responsibility: dean, VPAA, president

Procedure for Conducting Faculty Searches	2.	Forming the Search Committee a. After the president notifies the VPAA that the search has been approved, the VPAA informs the dean, who then proceeds to appoint a faculty search committee and to appoint the committee chair. Note: The committee should be composed primarily of persons in the discipline to be hired except in cases where faculty members within the discipline are not available. b. The dean calls the first committee meeting and attends the meeting to give the committee its charge. Responsibility: VPAA, dean
	3.	Drafting the Job Announcement a. The search committee drafts a job announcement that may include many items but must include the following: < Title < Responsibilities of the position < Required and desired qualifications < Statement that “The position is open until filled; review of application will begin _______” 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 dean for approval, who then submits it to the VPAA for approval. Responsibility: search committee, dean, VPAA
	4.	Informing Human Resources and Completing Affirmative Action Form A The dean sends a copy of the job announcement and the completed Faculty Personnel Job Request Form to the Human Resources Office and also submits Form A (see P & P No. 802.05) to the SPSU Affirmative Action officer. Responsibility: dean, Affirmative Action officer

Procedure for Conducting Faculty Searches	5.	Placing Ads and Sending Announcements After Affirmative Action Form A is approved, the dean or a designee places all advertisements and oversees the mailing of all announcements. Responsibility: dean
	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 dean must approve these materials before the search committee begins reviewing applications. Responsibility: search committee, dean
	7.	Collecting Application Materials a. All applications must be addressed to the dean b. The dean’s secretary or other designee is responsible for the following: 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: dean’s office
	8.	Completing Affirmative Action Form B The dean 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.

Procedure for Conducting Faculty Searches	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 dean the following: < A list of candidates (normally containing three or more names) recommended for interviews < A proposed interview procedure for the dean’s approval Note: The dean 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 dean submits the list to the VPAA for approval. Responsibility: search committee, dean, VPAA
	11.	Completing Affirmative Action Form C The dean submits Form C (see P&P No. 802.05) for approval to the SPSU Affirmative Action officer. Responsibility: dean, Affirmative Action officer

Procedure for Conducting Faculty Searches	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 dean submits a memo to the president (with copy to VPAA) requesting permission to interview the applicants. b. The president notifies the president of the other USG institution before the applicant is contacted by SPSU, following Board of Regents’ policy 803.05. c. After such notification, the SPSU president informs the VPAA and dean. Responsibility: dean, president
	13.	Conducting Campus Interviews a. Following approvals, the dean contacts all potential interviewees to determine if they are still available and to discuss the proposed salary range. b. After the dean approves the final interview list and procedure, the search committee schedules on-campus interviews with the committee, faculty, department chair, dean, and possibly other interested parties. c.   The committee solicits oral and/or written comments from all parties involved in        the interviews. Responsibility: dean, search committee
	14.	Evaluating the Finalists a. Based on all information it has received and based on its own discussion, the search committee meets with the dean to provide a list of acceptable candidates in unranked order and to offer comments on the candidates. b. The dean 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 dean conducts an independent assessment of the applicants, reviewing files and possibly talking with faculty and staff not on the committee. Responsibility: search committee, dean

Procedure for Conducting Faculty Searches	15.	Submitting a Recommendation to Hire The dean submits his or her recommendation to the VPAA with a suggested salary within the previously approved range. Responsibility: dean, VPAA
	16.	Completing Affirmative Action Form D After the VPAA’s approval of the recommendation to hire, the dean submits Form D (see P&P No. 802.05) for approval to the SPSU Affirmative Action officer. Responsibility: dean, Affirmative Action officer

Procedure for Conducting Faculty Searches

17.

Making the Job Offer Following all approvals, the dean generally proceeds as follows: a. Orally offers the position to the selected individual b. Informs the faculty upon receiving an oral acceptance from the candidate c. Asks the VPAA to send 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 offer 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: q 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.) q For the purpose of writing the offer letter, the VPAA may estimate the starting date after consulting with the president or his/her staff. q In any case, a new faculty member may not begin work until the Board of Regents has approved the appointment. Responsibility: dean, VPAA

Procedure for Conducting Faculty Searches	18.	Completing Final Documents for the Board of Regents a. When the candidate accepts the position in writing, the dean’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 VPAA for approval. c. After approving the package, the VPAA forwards it to the president for approval. d. Following presidential approval, the recommendation is forwarded to the Chancellor’s Office through PeopleSoft for Board of Regents’ consideration. Responsibility: dean, VPAA, president
	19.	Notifying Candidates a. The VPAA informs the dean of the decision by the Board of Regents regarding the faculty appointment. b. The dean’s office notifies applicants about the results of the search. Note: Applicants who were not selected may have been notified before Board action. Responsibility: dean, VPAA
20.	Submitting Documents to Human Resources a. The dean 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 dean also gives the Human Resources Office all documents related to the search process, including but not limited to the following: < All applications < Correspondence < Procedures < Forms < Rating scales Responsibility: dean

Documents Used in Faculty Searches

Listed below are documents used for conducting the search: q Memo from VPAA to president requesting faculty search q Job announcement / advertisements q Affirmative Action Form A q Affirmative Action Form B q Affirmative Action Form C q Affirmative Action Form D q Evaluation procedures, forms, and scales q Materials sent by and to applicants q Appointment package for VPAA q Employment package for Human Resources q Miscellaneous memos, letters, and email