the recruitment process an overview of faculty, resident and fellow recruitment

The Recruitment The Recruitment ProcessProcess

An Overview of Faculty, An Overview of Faculty, Resident and Fellow Resident and Fellow

RecruitmentRecruitment

Recruiting Visits:Recruiting Visits:Setting Up the VisitSetting Up the Visit

Faculty Candidates:Faculty Candidates:

Research Research InvestigatorsInvestigators

Clinical LecturersClinical Lecturers

Assistant Professor Assistant Professor or higher, any or higher, any

tracktrack

Residents and Residents and Fellows:Fellows:

ResidentsResidents

Clinical FellowsClinical Fellows

Postdoctoral Postdoctoral FellowsFellows


Faculty CandidatesFaculty Candidates1.1. Select the dateSelect the date• Check dates with Check dates with

key faculty – select key faculty – select three or four datesthree or four dates

• Check with the Check with the candidate to see if candidate to see if any of these dates any of these dates will workwill work

• Repeat until you Repeat until you have an acceptable have an acceptable datedate

Residents and Residents and FellowsFellows

1.1. Select the dateSelect the date• Patti Connolly will Patti Connolly will

coordinate the dates coordinate the dates with the Resident with the Resident applicants.applicants.

• Program Directors Program Directors coordinate the dates coordinate the dates with the Fellow with the Fellow applicants.applicants.


Faculty CandidatesFaculty Candidates2.2. Determine Determine

Special NeedsSpecial Needs• Does the candidate Does the candidate

have any dietary have any dietary restrictions or restrictions or preferences?preferences?

• Does the candidate Does the candidate need any special need any special accommodations?accommodations?


2.2. Determine Determine Special NeedsSpecial Needs

• Does the candidate Does the candidate have any dietary have any dietary restrictions or restrictions or preferences?preferences?

• Does the candidate Does the candidate need any special need any special accommodations?accommodations?


Faculty CandidatesFaculty Candidates3.3. Length of StayLength of Stay

• For a 1For a 1stst visit, candidates visit, candidates arrive the afternoon of arrive the afternoon of Day 1, and depart the Day 1, and depart the end of the day on Day 2.end of the day on Day 2.

• For a 2For a 2ndnd visit, candidates visit, candidates may stay longer to see may stay longer to see the community – the community – maximum of 3 nights.maximum of 3 nights.

Residents and FellowsResidents and Fellows3.3. Length of StayLength of Stay

• MD Residents are invited MD Residents are invited for 1 day, with one night for 1 day, with one night hotel allowed.hotel allowed.

• MD/PhD Residents are MD/PhD Residents are invited for 2 days, with up invited for 2 days, with up to two nights’ hotel allowed.to two nights’ hotel allowed.

• Clinical Fellows are invited Clinical Fellows are invited for 1 day with one night for 1 day with one night hotel allowed.hotel allowed.

• Postdoctoral Fellows are Postdoctoral Fellows are invited for 1-1 ½ days with invited for 1-1 ½ days with one night hotel allowed, one night hotel allowed, unless the PI allows for an unless the PI allows for an additional night.additional night.


Faculty CandidatesFaculty Candidates4.4. Where to StayWhere to Stay Order of Order of

Preference:Preference:• Bell Tower Hotel Bell Tower Hotel • Campus Inn Campus Inn • Michigan League Michigan League

• We pay for room, We pay for room, meals and local meals and local calls.calls.


4.4. Where to StayWhere to StayOrder of Order of PreferencePreference::

• Bell Tower Hotel Bell Tower Hotel • Campus Inn Campus Inn • Michigan League Michigan League

• We pay for room We pay for room and local calls only.and local calls only.


Faculty CandidatesFaculty Candidates

5.5. AirfareAirfare• Northwest Terminal Northwest Terminal

makes the best 1makes the best 1stst impression.impression.

• Candidate pays for Candidate pays for coach ticket and submits coach ticket and submits original receipt for original receipt for reimbursement.reimbursement.

• In rare cases of financial In rare cases of financial hardship, we will pay for hardship, we will pay for the ticket up front.the ticket up front.

Residents and FellowsResidents and Fellows

5.5. AirfareAirfare• Residents and Clinical Residents and Clinical

Fellows make their Fellows make their own transportation own transportation arrangements, which arrangements, which are not reimbursed.are not reimbursed.

• Postdoctoral Fellows Postdoctoral Fellows pay for their own pay for their own airfare, unless the PI airfare, unless the PI chooses to pay for it chooses to pay for it from research funds.from research funds.


Faculty CandidatesFaculty Candidates6.6. Ground Ground

TransportationTransportation• Crown Ride LLC 239-Crown Ride LLC 239-

2222, for airport 2222, for airport shuttle service.shuttle service.

• Other services may be Other services may be used.used.

• Mileage is reimbursed Mileage is reimbursed in lieu of airfare, up to in lieu of airfare, up to the price of a coach the price of a coach ticket, if the candidate ticket, if the candidate prefers to drive in.prefers to drive in.

Residents and FellowsResidents and Fellows6.6. Ground Ground

TransportationTransportation• Residents and Clinical Residents and Clinical

Fellows make their own Fellows make their own transportation transportation arrangements, which arrangements, which are not reimbursed.are not reimbursed.

• Postdoctoral Fellows Postdoctoral Fellows pay for their own pay for their own ground transportation, ground transportation, unless the PI chooses unless the PI chooses to pay for it from to pay for it from research funds.research funds.


Faculty CandidatesFaculty Candidates6.6. Ground Ground

TransportationTransportation• For 2For 2ndnd visits with spouse visits with spouse

invited, you may rent a invited, you may rent a car in addition to using a car in addition to using a shuttle service.shuttle service.

• Enterprise Rent-A-Car will Enterprise Rent-A-Car will deliver the car to the deliver the car to the hotel and pick up from the hotel and pick up from the hotel. They also accept hotel. They also accept the p-card for payment the p-card for payment instead of making the instead of making the candidate pay and wait candidate pay and wait for reimbursement. for reimbursement.

Residents and FellowsResidents and Fellows6.6. Ground Ground

TransportationTransportation• Residents and Clinical Residents and Clinical

Fellows make their own Fellows make their own transportation transportation arrangements, which are arrangements, which are not reimbursed.not reimbursed.

• Postdoctoral Fellows pay Postdoctoral Fellows pay for their own for their own transportation unless the transportation unless the PI chooses to pay for it PI chooses to pay for it from research funds.from research funds.


Faculty CandidatesFaculty Candidates7.7. Dinner PlansDinner Plans• Plan on a dinner the Plan on a dinner the

first evening the first evening the candidate is here, candidate is here, unless flight times do unless flight times do not allow.not allow.

• If staying for more If staying for more than one night, we than one night, we may do dinners on 2 may do dinners on 2 nights, but that is at nights, but that is at the discretion of the the discretion of the host.host.


7.7. Dinner PlansDinner Plans• Residents are not Residents are not

given a dinner.given a dinner.• Clinical Fellows are Clinical Fellows are

not given a dinner.not given a dinner.• Postdoctoral Fellows Postdoctoral Fellows

may be given a may be given a dinner, at the dinner, at the discretion of and paid discretion of and paid for by the PI, from for by the PI, from research funds.research funds.


Faculty CandidatesFaculty Candidates7.7. Dinner PlansDinner Plans• Guests should be Guests should be

limited to no more limited to no more than 8 to ensure than 8 to ensure quality interactions.quality interactions.

• If no dinner is If no dinner is provided the first provided the first evening, order a gift evening, order a gift basket ($30-50 range) basket ($30-50 range) of snacks to be of snacks to be delivered to their delivered to their room prior to check-in.room prior to check-in.

Residents and FellowsResidents and Fellows7.7. Dinner PlansDinner Plans• Residents are not given Residents are not given

a dinner or snack a dinner or snack basket.basket.

• Clinical Fellows are not Clinical Fellows are not given a dinner or snack given a dinner or snack basket.basket.

• Postdoctoral Fellows Postdoctoral Fellows may be given a dinner may be given a dinner and/or a snack basket, and/or a snack basket, at the discretion of the at the discretion of the PI, paid for from PI, paid for from research funds.research funds.


Faculty CandidatesFaculty Candidates7.7. Dinner PlansDinner Plans• Try to use downtown Try to use downtown

Ann Arbor restaurants Ann Arbor restaurants for dinner.for dinner.

• The Chair’s office may The Chair’s office may be able to call-ahead be able to call-ahead with the p-card number with the p-card number to facilitate payment.to facilitate payment.

• Note on the itinerary Note on the itinerary who will pick up the who will pick up the candidate for dinner candidate for dinner and at what time.and at what time.


7.7. Dinner PlansDinner Plans• Residents are not Residents are not

given a dinner.given a dinner.• Clinical Fellows are Clinical Fellows are

not given a dinner.not given a dinner.• Postdoctoral Fellows Postdoctoral Fellows

may be given a dinner, may be given a dinner, at the discretion of the at the discretion of the PI, paid for from PI, paid for from research funds.research funds.

Recruiting Visits:Recruiting Visits:Planning the ItineraryPlanning the Itinerary

Faculty CandidatesFaculty Candidates8.8. InterviewsInterviews• Get list of faculty from Get list of faculty from

the host with whom the the host with whom the candidate should meetcandidate should meet

• Send candidate’s CV Send candidate’s CV and research statement and research statement (if any) to the faculty (if any) to the faculty participants.participants.

• Obtain availability for Obtain availability for each person.each person.

• Coordinate a schedule Coordinate a schedule designed to reduce designed to reduce travel time.travel time.


8.8. InterviewsInterviews• Resident interviews Resident interviews

are coordinated by are coordinated by Patti Connolly.Patti Connolly.

• Clinical Fellows Clinical Fellows interviews are interviews are coordinated by coordinated by Program Directors.Program Directors.

• Postdoctoral Fellows Postdoctoral Fellows interviews are interviews are coordinated by the coordinated by the host PI.host PI.



8. Interviews• E-mail tentative schedule E-mail tentative schedule

to participating faculty and to participating faculty and their support staff, along their support staff, along with the CV and Research with the CV and Research Statement, again.Statement, again.

• Follow up with a phone call Follow up with a phone call if no response within 1 if no response within 1 business day.business day.

• E-mail final itinerary, CV E-mail final itinerary, CV and Research Statement to and Research Statement to participants (including the participants (including the candidate) and support candidate) and support staff within 48 hours of the staff within 48 hours of the visit.visit.


8. Interviews• Resident interview Resident interview

schedules should be e-schedules should be e-mailed to participants 48 mailed to participants 48 hours prior to interview.hours prior to interview.

• Clinical Fellow Clinical Fellow interviews should follow interviews should follow the faculty schedule.the faculty schedule.

• Postdoctoral Fellows Postdoctoral Fellows interviews are interviews are coordinated by the host coordinated by the host PI and often are with the PI and often are with the lab only.lab only.


Faculty CandidatesFaculty Candidates9. Itinerary

Header• Block M in yellowBlock M in yellow• Name and degree of Name and degree of

candidatecandidate• Title of candidateTitle of candidate• Where candidate is fromWhere candidate is from• Purpose of the visitPurpose of the visit• Dates of visit.Dates of visit.

• See handout exampleSee handout example

Residents and FellowsResidents and Fellows9. Itinerary Header• Resident itineraries are on Resident itineraries are on

Program Director’s Program Director’s letterhead and contain the letterhead and contain the purpose of the visit, name, purpose of the visit, name, degrees and University of degrees and University of the candidate, Date, and the candidate, Date, and Prospective program Prospective program (AP/CP/Research…) See (AP/CP/Research…) See handout example.handout example.

• Clinical Fellow itineraries Clinical Fellow itineraries should follow the faculty should follow the faculty pattern.pattern.

• Postdoctoral Fellows Postdoctoral Fellows itineraries may be less itineraries may be less formal as they are usually formal as they are usually with the host PI’s lab only.with the host PI’s lab only.


Faculty CandidatesFaculty Candidates10.Itinerary Body• Begin itinerary with the Begin itinerary with the

flight information – time, flight information – time, airline, flight number.airline, flight number.

• List their ground List their ground transportation information transportation information with contact phone number.with contact phone number.

• List their hotel name, List their hotel name, address, phone number and address, phone number and confirmation number.confirmation number.

• List faculty interviewers List faculty interviewers with name, title, office with name, title, office address and phone number. address and phone number. Highlight their names in Highlight their names in bold text.bold text.


Residents and FellowsResidents and Fellows10.Itinerary Body• Resident itineraries start Resident itineraries start

with the appointments and with the appointments and should contain the same should contain the same information as the faculty information as the faculty itineraries, except no phone itineraries, except no phone number is needed. See number is needed. See handout example.handout example.

• Clinical Fellow itineraries Clinical Fellow itineraries should follow the faculty should follow the faculty pattern.pattern.




10.Itinerary Body• List the name of the escort List the name of the escort

between each appointment, between each appointment, along with the time the along with the time the escort should arrive to escort should arrive to meet the candidate.meet the candidate.

• For the seminar, be sure to For the seminar, be sure to schedule time for schedule time for preparation immediately preparation immediately prior to the seminar.prior to the seminar.

• List the name of the List the name of the seminar and the room seminar and the room number on the itinerarynumber on the itinerary


Residents and FellowsResidents and Fellows10.Itinerary Body• Resident are generally Resident are generally

escorted by one person, so escorted by one person, so do not need to be noted on do not need to be noted on the itinerary.the itinerary.Residents do not give Residents do not give seminars, so this step may seminars, so this step may be omitted.be omitted.

• Clinical Fellow itineraries Clinical Fellow itineraries should follow the faculty should follow the faculty pattern, with the exception pattern, with the exception that the seminar step may that the seminar step may be omitted.be omitted.



Faculty CandidatesFaculty Candidates10.Itinerary Body• For dinners, note the For dinners, note the

name of the restaurant, name of the restaurant, time, participants and time, participants and who will pick up the who will pick up the candidate, and the time candidate, and the time of pick up.of pick up.

• List the name of the List the name of the transportation service for transportation service for the return to the airport, the return to the airport, as well as the time and as well as the time and location of pick up..location of pick up..

• List the time and flight List the time and flight information for the information for the departing flight.departing flight.


Residents and FellowsResidents and Fellows10.Itinerary Body• Residents are not Residents are not

provided dinner nor provided dinner nor transportation, so this transportation, so this does not apply.does not apply.

• Clinical Fellows are not Clinical Fellows are not provided dinner nor provided dinner nor transportation, so this transportation, so this does not apply.does not apply.

• Postdoctoral Fellows for Postdoctoral Fellows for whom the PI chooses to whom the PI chooses to pay for dinner and/or pay for dinner and/or transportation, should transportation, should follow the faculty follow the faculty pattern. Otherwise, this pattern. Otherwise, this may be omitted.may be omitted.



11.Second Visits• Spouses/Significant Others Spouses/Significant Others

invited to come.invited to come.• Airfare, transportation, Airfare, transportation,

lodging, meals and local lodging, meals and local calls are reimbursed.calls are reimbursed.

• Rental vehicle should be Rental vehicle should be provided. Have the car provided. Have the car delivered to the hotel and delivered to the hotel and picked up at the end of the picked up at the end of the visit.visit.

• Length of stay may be 1 - Length of stay may be 1 - 3 nights, depending on the 3 nights, depending on the candidate’s availability.candidate’s availability.

Residents and FellowsResidents and Fellows11.Second Visits• Residents:Residents: Some Some

residents wish to return for residents wish to return for a 2a 2ndnd visit. For these, the visit. For these, the policies are the same as a policies are the same as a 11stst visit. Select residents visit. Select residents may be strongly recruited, may be strongly recruited, in which case other in which case other expenses may be paid on a expenses may be paid on a case-by-case basis.case-by-case basis.

• Clinical FellowsClinical Fellows follow follow the same policy as the the same policy as the Residents above.Residents above.

• Postdoctoral FellowsPostdoctoral Fellows expenses are paid as expenses are paid as determined by the PI for determined by the PI for 22ndnd visits. visits.


Faculty CandidatesFaculty Candidates11.Second Visits• Determine spouse’s Determine spouse’s

profession, if any. profession, if any. • If this will be a spousal If this will be a spousal

recruitment effort, contact recruitment effort, contact the Chair’s office for the Chair’s office for direction.direction.

• If the spouse has a private If the spouse has a private sector profession, and wishes sector profession, and wishes to meet with people to to meet with people to discuss opportunities, discuss opportunities, contact the Chair’s office to contact the Chair’s office to have this process started.have this process started.

• Candidates may bring Candidates may bring children with them. Make children with them. Make appropriate child care appropriate child care arrangements with the arrangements with the candidates.candidates.

Residents and FellowsResidents and Fellows11.Second Visits• Residents:Residents: Not Not

applicable.applicable.

• Clinical FellowsClinical Fellows Not Not applicableapplicable

• Postdoctoral FellowsPostdoctoral Fellows and spousal expenses are and spousal expenses are paid as determined by paid as determined by the PI for 2the PI for 2ndnd visits. visits.


Faculty CandidatesFaculty Candidates11.Second Visits• Set up an Around Town Tour Set up an Around Town Tour

(734-662-7790) to introduce (734-662-7790) to introduce the community.the community.

• If desired, set up a visit with a If desired, set up a visit with a realtor. Ren and Susan realtor. Ren and Susan Snyder have done an Snyder have done an excellent job for us. (734-excellent job for us. (734-761-9429).761-9429).

• Obtain a copy of the Ann Obtain a copy of the Ann Arbor Observer for the Arbor Observer for the candidate. Lynn McCain gets candidate. Lynn McCain gets 5 copies/month for 5 copies/month for distribution.distribution.

• Gather information that may Gather information that may be informative:websites to be informative:websites to school information, map of school information, map of Ann Arbor, a copy of the Ann Arbor, a copy of the Annual Report, etc.Annual Report, etc.

Residents and FellowsResidents and Fellows11.Second Visits• Residents:Residents: Not Not

applicable.applicable.

• Clinical FellowsClinical Fellows Not Not applicableapplicable

• Postdoctoral FellowsPostdoctoral Fellows and spousal expenses are and spousal expenses are paid as determined by paid as determined by the PI for 2the PI for 2ndnd visits. visits.

Recruiting Visits:Recruiting Visits:Miscellaneous NotesMiscellaneous Notes

For All CandidatesFor All Candidates• Personally pick up the candidates at their hotel and Personally pick up the candidates at their hotel and

escort them to their first appointment. Do not use escort them to their first appointment. Do not use a taxi service or make them find their own way a taxi service or make them find their own way here.here.

• Keep the candidates on schedule. Be sure escorts Keep the candidates on schedule. Be sure escorts arrive on time and knock on the door 1 min. early, arrive on time and knock on the door 1 min. early, to provide wrap-up time.to provide wrap-up time.

• Have a bottle of water handy to offer the candidate.Have a bottle of water handy to offer the candidate.• Offer to keep their coat, etc. in your office. If the Offer to keep their coat, etc. in your office. If the

candidate needs to go outside, have the escort candidate needs to go outside, have the escort bring the coat to the candidate when needed.bring the coat to the candidate when needed.

• Offer restroom breaks from time to time for the Offer restroom breaks from time to time for the candidate.candidate.

Recruiting Visits:Recruiting Visits:Miscellaneous NotesMiscellaneous Notes

For All CandidatesFor All Candidates• Remember the meal limits when planning meals. If Remember the meal limits when planning meals. If

the limits are exceeded, the host must pay out of the limits are exceeded, the host must pay out of his/her own pocket.his/her own pocket.

• Maintain an upbeat and friendly attitude. Maintain an upbeat and friendly attitude. Do not Do not complain.complain. Look for the positive. Look for the positive.

• Show a genuine interest in the candidate. Ask about Show a genuine interest in the candidate. Ask about them, their interests, research, etc. and listen to them, their interests, research, etc. and listen to them. People respond positively to those who show them. People respond positively to those who show an interest in them.an interest in them.

• Your impressions of the candidate are important. If Your impressions of the candidate are important. If you have concerns, pass them along. Your you have concerns, pass them along. Your information may be vital in the recruitment decisions information may be vital in the recruitment decisions that will be made.that will be made.

• Keep lunch groups to a reasonable size. You cannot Keep lunch groups to a reasonable size. You cannot have effective discussions in a large group.have effective discussions in a large group.

the recruitment process an overview of faculty, resident and fellow recruitment

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