University Faculty Search and Affirmative Action Overview

This content discusses the paramount characteristics for conducting faculty searches, including consistency, transparency, and equity. It emphasizes the importance of diversity and underrepresented minorities in the recruitment process, as mandated by Affirmative Action policies. Failure to meet Affirmative Action goals could lead to penalties and loss of federal funding. The process for faculty recruitment and the obligations of creating diverse applicant pools are outlined, along with the role of Department Chairs and Search Committees.

• Faculty search
• Affirmative Action
• Diversity
• Underrepresented minorities
• Recruitment process

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1. Juan S. Muoz, Ph.D. Vice Provost, Undergraduate Education & Student Affairs Office of the Provost

2. In conducting a faculty search, the following characteristics should be paramount: CONSISTENCY TRANSPARENCY EQUITY CONSISTENCY TRANSPARENCY EQUITY 2

3. Operating Policy and Procedure 32.16 Faculty Recruitment Procedure 3

4. DIVERSITY DIVERSITY UNDERREPRESENTED MINORITY ( URM ) UNDERREPRESENTED MINORITY ( URM ) 4

5. A central premise underlying Affirmative Action is that, absent discrimination, over time, an employer s workforce generally will reflect the gender, racial and ethnic profile of the labor pools from which the employer recruits and selects employees. Executive Order No. 11246 requires federal contractors that employ more than 50 employees and receive more than $50,000 in federal funds, which includes Texas Tech University, to have an Affirmative Action Plan and make good faith efforts to meet Affirmative Action goals. AA Plan obligations include good faith efforts to create diverse pools of applicants for open faculty positions. Goals and timetables are part of the requirements of an AA Plan for women and minorities. 5

6. FAILURE TO MEET AFFIRMATIVE ACTION GOALS COULD RESULT IN THE ASSESSMENT OF MONETARY PENALTIES AND THE LOSS OF FEDERAL FUNDING FOR RESEARCH AND OTHER ACADEMIC ACTIVITIES FAILURE TO MEET AFFIRMATIVE ACTION GOALS COULD RESULT IN THE ASSESSMENT OF MONETARY PENALTIES AND THE LOSS OF FEDERAL FUNDING FOR RESEARCH AND OTHER ACADEMIC ACTIVITIES 6

7. 1) Department Chair or designee requests vacancy position number from Office of Provost and Sr. Vice President (PSVP) 1) Department Chair or designee requests vacancy position number from Office of Provost and Sr. Vice President (PSVP) 2) Search Committee Chair submits position description and proposed advertisement to Office of PSVP and EEO Office (email to paul.ruiz@ttu.edu) for review and approval, no more than 2 working days before posting advertisements to Tech s online employment system 2) Search Committee Chair submits position description and proposed advertisement to Office of PSVP and EEO Office (email to paul.ruiz@ttu.edu) for review and approval, no more than 2 working days before posting advertisements to Tech s online employment system 3) Chair contacts Office of PSVP (Paul Ruiz, 742 briefing on OP 32.16, affirmative action, and EEO procedures 3) Chair contacts Office of PSVP (Paul Ruiz, 742- -7025) for briefing on OP 32.16, affirmative action, and EEO procedures 7025) for 7

8. 4) Committee begins to fill out Faculty Recruitment Procedure Checklist - - must fill out completely and maintain a copy for three years 4) Committee begins to fill out ATTACHMENT A Faculty Recruitment Procedure Checklist ATTACHMENT A 5) Committee prepares Hiring Screening Matrix - - compares each candidate s qualifications with those stated in the position description - qualifications for position should appear in the matrix, and scores for each qualification may be weighted if Committee decides that weighting is appropriate 5) Committee prepares ATTACHMENT C Hiring Screening Matrix ATTACHMENT C Sample Sample 8

9. Efforts to secure externally funded research are expected Expectation should be made clear to all applicants 9

10. 6) Committee must carefully review its search procedures to ensure that applicants from all groups have been fairly considered - Committee must be pro exceptional candidates Committee must carefully review its search procedures to ensure that applicants from all groups have been fairly considered pro- -active active in creating a diverse pool of 7) After the first screening round scheduling interviews certified qualified URM and other diverse applicants to apply for the open position) After the first screening round but before scheduling interviews, the search process must be certified (a review of Committee s efforts to recruit but before , the search process must be 10

11. a) Certification must be completed within five working days of receipt. b) Completed ATTACHMENT B Action In-Progress Review) and Committee matrix should be sent to the VP for Institutional Diversity and the EEO Office (email to paul.ruiz@ttu.edu) to review the search effort and the applicant pool. c) Committee s search will not be certified unless the Committee demonstrates it has made all reasonable efforts to diversify its applicant pool before on-campus screening occurs for the position. ATTACHMENT B (Faculty Searches Affirmative 11

12. 8) After the search has been certified, the Committee must continue to monitor materials posted online and carefully review its search procedures to ensure that all applicants from all groups have been fairly considered during the screening process. Recommended: Develop campus itinerary for interviewees Recommended: Develop standardized interview proposal and questions 8) After the search has been certified, the Committee must continue to monitor materials posted online and carefully review its search procedures to ensure that all applicants from all groups have been fairly considered during the screening process. 9) Candidates are invited to and interviewed on campus - Finalists for Full Professor will also be interviewed by PSVP representative 9) Candidates are invited to and interviewed on campus 10) The Finalist is referred to Dept. Chair/Dean/Provost 10) The Finalist is referred to Dept. Chair/Dean/Provost 12

13. 11) A copy of and forwarded to the SVP or Provost designee if a URM candidate rejects an offer of employment and the reasons for that decision are known. A copy of ATTACHMENT D and forwarded to the SVP or Provost designee if a URM candidate rejects an offer of employment and the reasons for that decision are known. ATTACHMENT D should be completed should be completed 12) Exception to the search process for Strategic Hires Exception to the search process for Strategic Hires 13

14. 13) Department Chair will request the selected candidate s employment by submitting to the PSVP Office a Personnel Action Form (PAF) and the Committee s completed 13) Department Chair will request the selected candidate s employment by submitting to the PSVP Office a Personnel Action Form (PAF) and the Committee s completed Attachment A Attachment A 14) Appointment request may then be recommended by the Dean of the school or college 14) Appointment request may then be recommended by the Dean of the school or college 15) Only the Provost can offer an official Letter of Appointment to the selected candidate 15) Only the Provost can offer an official Letter of Appointment to the selected candidate 16) Department Chair is responsible for obtaining official transcript for all degrees earned and faculty appointees. Department must forward documents to the PSVP Office. 16) Department Chair is responsible for obtaining official transcript for all degrees earned and vitae faculty appointees. Department must forward documents to the PSVP Office. vitae for new for new 14

15. 17) By the time of the appointment, TTU Human Resources Dept. must have received, along with the PAF a) the appointee s official transcript; b) the appointee s curriculum vitae; c) the appointee s references; and d) the appointee s proof of authorization to work in the U.S. By the time of the appointment, TTU Human Resources Dept. must have received, along with the PAF: 18) Departments will faculty recruitment activities three years Departments will retain an electronic record of faculty recruitment activities for a period of up to three years from the time of appointment. retain an electronic record of for a period of up to from the time of appointment. 15

16. 19) A complete copy of the recruitment record should be sent by the Committee Chair to the PSVP Office at the conclusion, or closing of the search. The file will include a) CV of selected candidate; b) copy of job description/position requirement; c) copy of interview questions/itinerary; d) copy of completed Evaluation Matrix/voting results; e) copy of final offer letter/rejection letter; f) copy of completed Attachment A; f) reasons for the ranking/rejection of potential candidates, if applicable; and, g) copy of completed Attachment B. A complete copy of the recruitment record should be sent by the Committee Chair to the PSVP Office at the conclusion, or closing of the search. The file will include: 16