Faculty Search Procedures

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Step Action Responsibile Party Date Completed
1 The unit administrator submits a proposal for faculty searches for the upcoming academic year. The proposal must include the name of the search committee chair. Due in NatSci dean’s office April 15.   Unit Administrator  
2 The dean notifies unit administrators which searches have been approved. The NatSci faculty advocate is copied on notification. Dean  
3 The search committee chair schedules the first search committee meeting to include the faculty advocate. The faculty advocate will discuss best practices for faculty searches and highlight pertinent ADAPP and NatSci-specific material. Search Committee Chair/Unit Staffing Coordinator  
4 The search committee chair submits the following items to the faculty advocate for preliminary review (prior to entering into EBS):
  • a position description/advertisement1
  • evaluation criteria
    • stage-specific criteria if more than one stage of screening is planned
    • rank-specific if the search will be open rank
  • a brief narrative of the search process (from initial screening of applicants to interview)
  • interview questions (can defer to when short list is submitted for approval--see step #9)

Note: all assessments of applicants must be documented and such documents retained by the unit for >3 years.

Search Committee Chair  
5 The faculty advocate reviews submitted documents and recommends changes if appropriate. The faculty advocate notifies the search committee chair (with a copy to NatSci HR coordinator) that the position is approved to be entered into EBS. Faculty Advocate  
6 The search committee chair notifies the unit staffing coordinator that the position is approved. The unit staffing coordinator enters the position into EBS. All position requests should indicate that at least one multiple identical position (formerly shadow position) is needed in case more than one candidate is identified from the search. Search Chair/Unit Staffing Coordinator  
7 The NatSci HR coordinator approves the Academic Position Request in EBS at the college level. It is automatically routed to the Office of Inclusion and Intercultural Initiatives (I3). After I3 approval, the position request is routed to Academic Human Resources (AHR), which posts the position on the Applicant Tracking System/PageUp. NatSci HR Coordinator/I3/
AHR.
 
8 AHR notifies the unit staffing coordinator via email that the position has been posted on the Applicant Tracking System/PageUp. Once the position is posted, it can be externally advertised. Candidates MUST submit applications through the Applicant Tracking System/PageUp. Search Chair/Staffing Coordinator  
9 The Applicant Tracking System/PageUp automatically informs the search committee chair and the unit staffing coordinator that applications are ready for review. The search committee reviews applicants using the established criteria and approved process to determine which candidates will be interviewed. The unit staffing coordinator sends the proposed interview list to the faculty advocate for review and approval using the Academic Final Interview List Approval Form. (Interview questions and a brief description of the interview process must be submitted for approval at this time if they were not submitted and approved at step #4.)  If the number, quality, or diversity of the pool of applicants is not satisfactory, the search committee may extend the application period, and strategies to increase the applicant pool/quality/diversity should be employed. Also, the search chair and unit staffing coordinator begin compiling information for the Search Committee Report, which will be attached to the appointment form in EBS once a candidate has been chosen. Search Committee/Unit Staffing Coordinator/Faculty Advocate  
10

Upon faculty advocate approval of the Academic Final Interview List Approval Form, the unit staffing coordinator uploads the form to the Applicant Tracking System/Page Up, changes the application status to "interview list sent to compliance panel," and changes the job status to "compliance review."2 

Interviews may not be conducted until I3 provides final approval of the interview list in the Applicant Tracking System/PageUp.

Search Chair/Unit Staffing Coordinator  
11 Once I3 approval is received (through the Applicant Tracking System/PageUp), the search chair invites candidates to campus.  The search committee interviews and evaluates candidates using the approved criteria, questions, and process.  Search Chair /Search Committee  
12 The search committee makes hiring recommendations to the unit administrator, who then makes hiring recommendations to the dean. Search Chair/ Unit Administrator  
13 If approved, the offer letter is sent from the dean. Dean/Unit Administrator  
14 When the offer is accepted, the unit staffing coordinator completes the “Recommend Applicant for Hire” procedure in the Applicant Tracking System’s Training Staffing Coordinator Guide. Search Chair/Staffing Coordinator  

1Advertisement must include statements that MSU is an equal opportunity employer and provides partner employment assistance. Recommended language below:

“MSU is an affirmative-action, equal-opportunity employer and is committed to achieving excellence through a diverse workforce and inclusive culture that encourages all people to reach their full potential. The University actively encourages applications and/or nominations of women, persons of color, veterans and persons with disabilities. MSU is committed to providing a work environment that supports employees' work and personal life, and offers employment assistance to the spouse or partner of candidates for faculty and academic staff positions.”

Or

“MSU is an affirmative-action, equal-opportunity employer and is committed to achieving excellence through diversity. The University actively encourages applications of women, persons of color, veterans, and persons with disabilities, and we endeavor to facilitate employment assistance to spouses or partners of candidates for faculty and academic staff positions.”
 

2In cases where outstanding applicants are identified after the list of candidates to be interviewed has been approved by I3, the unit staffing coordinator completes the “Amendments” section of the Academic Final Interview List Approval Form and repeats steps in step #10. This request must be approved by I3 before these additional candidates are invited to interview.