Faculty Search Procedures

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These procedures apply to searches for typical long-term academic positions, including tenure system faculty, fixed term faculty, or academic specialists. Exceptions to these procedures are allowed for research specialists, postdocs, or other positions funded by start-up or grants, summer only hires, one-semester appointments, enrollment pressure hires, visiting faculty, and for reappointments.

The NatSci Director of Undergraduate Studies will carry out the responsibilities assigned to the Associate Dean for Faculty Development for searches involving academic specialists in advising or curriculum development. 

Steps

Action

Responsible 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.  Out-of-cycle requests should be sent to the dean’s office and will follow this same workflow. 

Unit Administrator

 

2

The dean notifies unit administrators which searches have been approved. The NatSci associate dean for faculty development is copied on notification.

Dean/Associate Deans/HR Coordinator

 

3

The search committee chair schedules the first search committee meeting to include the associate dean for faculty development. The associate dean for faculty development 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 associate dean for faculty development for preliminary review (prior to entering into EBS):

  • a position description/advertisement[1]
  • a brief narrative of search process (from initial screening of applicants to interview)
  • evaluation criteria and assessments
    • stage-specific criteria if more than one stage of screening is planned
    • rank-specific if the search will be open rank
  • on-campus interview format and questions (can defer to when short list is submitted for approval—see step #9)

Search Committee Chair

 

5

The associate dean for faculty development reviews submitted documents and recommends changes if appropriate. The associate dean for faculty development notifies the search committee chair (with a copy to NatSci HR coordinator) that the position is approved to be entered into EBS by the unit

Associate Dean for Faculty Development

 

6

Upon approval of the position, the search committee chair provides the completed NatSci New Academic Position Request form to the unit staffing coordinator for entry of the position into EBS. All position requests should indicate at least two identical positions for situations where multiple candidates are identified in 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 PageUp.

NatSci HR Coordinator/
I3/
AHR

 

8

AHR notifies the unit staffing coordinator via email that the position has been posted on PageUp. Once the position is posted, it can be externally advertised. Candidates MUST submit applications through PageUp.

Search Chair/
Unit Staffing Coordinator

 

9

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 with complete applications and packets (in one PDF) to the associate dean for faculty development at natsci.dean@msu.edu for review and approval using the Academic Final Interview List Approval Form.  (Interview questions and on campus interview format 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.
  • 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/
Associate Dean for Faculty Development

 

10

Upon associate dean for faculty development approval of the Academic Final Interview List Approval Form, the unit staffing coordinator uploads the form to the PageUp, 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 PageUp), the search chair invites candidates to campus.  The search committee interviews and evaluates candidates using the approved criteria, questions, and process. 

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

Search Chair /Search Committee

 

12

The search committee follows unit Bylaws makes hiring recommendations to the unit administrator, who then makes hiring recommendations to the dean.

Search Chair/ Unit Administrator

 

13

If approved, unit sends completed Required Components of Offer Letters form to the dean, and 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 PageUp (Applicant Tracking System’s Training Staffing Coordinator Guide).

Search Chair/ Unit Staffing Coordinator

 

 

[1] Advertisement 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.”

 

[2] In 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.