Brown Bag:Academic

RecruitmentJanuary 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 RequestsFTEs 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/search

plans.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, ItineraryInterviews 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 Rott916-734-4617

megan.rott@ucdmc.ucdavis.edu