Brown Bag:Academic

Recruitment

January 12, 2012

Office of Academic PersonnelMegan Rott, Analyst

Edward Callahan, PhDAssociate Dean for Academic Personnel

● What is diversity; why is it important; why is it relevant to recruitment?

● Unconscious Bias

http://www.aamc.org/opi/leadership/training.htm

● Department AP Coordinator’s Role

Helpful Recruitment Websites

• UC Davis School of Medicine Academic Personnel:

• http://www.ucdmc.ucdavis.edu/academicpersonnel/

• UCOP: Recruitment and Retention of Faculty:

• http://www.ucop.edu/acadpersonnel/documents/affirmative.pdf

• APM 500:

• http://manuals.ucdavis.edu/apm/apm-toc.htm

FTEs and Upgrade Requests

FTEs FTE search requires approval from the VC & Dean’s Office

(typically via Executive Associate Dean) with confirmation of approval from Assistant Dean for Administration

Upgrade Requests When is an upgrade approval needed?

Regular series search at Assistant, step IV, and above

Why?

Strategic planning for the future; creation/development of future leaders

http://www.ucdmc.ucdavis.edu/academicpersonnel/upgrades.html

Creation of the Search Plan

http://www.ucdmc.ucdavis.edu/academicpersonnel/searchplans.html

Position request form Serves as a cover page of the search plan

Collaborative Recruitment Worksheet (for joint appointments)

Academic Utilization Analysis (Hiring Goals) http://occr.ucdavis.edu/acadrecruittools/default.cfm

Creation of the Search Plan continued...

Apply by dates—what do they mean? First, full consideration Open till filled

Search Committee composition Woman, person of color, faculty from another department Senate series recruitment: Search Chair should be Senate as

should majority of committee

Position description Helps the committee evaluate each candidate based on the

same requirements and expectations specific to series/rank as well as clinical experience, research experience, teaching, service.

Creation of the Search Plan continued... Advertisements

All ads should include language that the University “is an equal opportunity / affirmative action employer with a strong institutional commitment to the achievement of diversity among its faculty, staff, and students ”

Send electronic version for posting on the Vice Provost and SOM AP website (tracking of these)

Strongly recommend placing in specialty specific journals or websites

AP posts “general” ads yearly on diversity websites

See handout

Position request form and search plan must be approved by AP prior to initiation of the recruitment

Search Plan is Approved, Advertisements Posted, Now What?

Applications Arrive Confidential applicant survey http://www.ucdmc.ucdavis.edu/academicpersonnel/

recruitment.html

Search Committee Reviews Conflict of interest (family, friends, direct mentors)

All committee members should be reviewing applications

Search Committee Meeting (AP Coordinator attendance) Evaluation of applicants according to position description

from search plan

Decision made on who to invite for an interview

Interim Recruitment Report (IRR)

IRR needs to be submitted and approved prior to inviting candidates for interviews

IRR Example (see handout): http://www.ucdmc.ucdavis.edu/academicpersonnel/

recruitment.html

Concrete reason for not inviting applicant for an interview (can refer to position description)

Notification to those not selected for an interview

Interview Process Organization

Hotel, Air Travel, Itinerary

Interviews with search committee members, department faculty---first visit should be consistent across candidates

Questions (committee should develop a standard set of questions that is asked to each candidate--chair could take this role; group interview; etc)

Evaluations / Feedback from those interviewing candidate

Making candidates feel welcomed

“Selling the University,” information re: POP, MOP, Strategic Plan, Faculty Development, Work-Life Balance, Diversity

Interview Process continued... Multiple interim recruitment reports

http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment.html

Reconvening of the search committee

Example #2 (see handout)

Second interviews

Asking the candidate who they’d like to meet/what they are interested in seeing

Seeing the area, real estate agent

Spouses/Partners

Search committee recommendation to Department Chair

Faculty vote

Final Recruitment Report (FRR) Completion of the report

Justification of why department is hiring this candidate over others interviewed

Copies of ads should be included

http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment.html

Example #3 (see handout)

FRR should be completed and approved by AP prior to preliminary offer being made to the candidate

Appointment timeline to estimate start date http://www.ucdmc.ucdavis.edu/academicpersonnel/

newhire.html

Preliminary Offer Letters (POL) Templates

Outlining expectations is important

http://www.ucdmc.ucdavis.edu/academicpersonnel/POLs.html

Process

Email Word version to AP Recruitment Analyst

Federation letters reviewed by Office of Academic Personnel

Senate letters reviewed by POL Review Committee who look at space, expectations, salary—making sure what is being offered can be delivered (must give committee 48 hours to review)

QUESTIONS?

Megan Rott

916-734-4617

megan.rott@ucdmc.ucdavis.edu