Faculty Hiring at The University of New Mexico

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Faculty HiringatThe University of New Mexico

• Presented by the Office of Equal Opportunity

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We Will Discuss

• General Principles
• Major Changes
• Forms and Process Review
• Post-Audits
• Questions?

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Section I General Principles

• UNM is an Equal Opportunity/Affirmative Action
  employer and educator and recognizes its
  responsibility to extend equal employment
  opportunities to all qualified individuals.
• UNMs policies and practices comply with laws and
  regulations of federal and state agencies and
  promote the practice of the true spirit of
  affirmative action and equal employment
  opportunity.

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General Principles Contd

• UNMs policy and practices promote positive steps
  to hire and promote qualified persons in
  protected groups to achieve a representation at
  UNM that is comparable to the labor pools from
  which it recruits and selects.
• Academic Departments are responsible for the
  integrity of their searches and are the keepers
  of the official and complete search file.

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Section II Major Changes
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Recruitment Period

• Reduced from a minimum of 30 (calendar) days to a
  minimum of 15 (calendar days).

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Hiring Forms

• Old Formset 2 and Form 3 collapsed into one (1)
  form.
• Minimal documentation required to be submitted
  with forms.
• Certifications required on each form.
• Faculty-specific Reason Codes list.

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Records Retention

• Academic Departments are responsible for keeping
  the official and complete search file.
• Academic Departments must maintain the search
  file for five (5) years from the date of closure.

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Post-Audit

• OEO will periodically review the complete search
  files held by Academic Departments on a
  post-audit basis.
• If concerns are discovered as a result of an OEO
  audit, the hiring process in the Academic
  Department will be monitored for a minimum of
  three (3) months.

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Section III New Forms and Process Review
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FORM 1Request To Initiate Faculty
HiringCertification Form
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Requirements/Commitments

• Identify Diverse Search Committee (must have 1
  female and 1 minority).
• Identify Recruitment Method at least one (1)
  national resource.
• Conduct targeted recruitment to protected groups
  in order to meet the Universitys
  responsibilities and commitments to its
  Affirmative Action goals.
• Retain detailed information in the search files
  for five (5) years.

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Attach the following document(s)

• Copy of the advertisement(s)

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Certification Signatures/Approvals

• Search Committee Chair
• Department Chair/Hiring Officer
• Dean/Director
• Provost/VP HSC
• Information for contact person for questions,
  revisions, etc.

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Form 1 Process Guidelines
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Advertisement

• Rank and Title of Vacancy (as defined in the
  Faculty Handbook).
• Minimum and Preferred Qualifications clearly
  stated.
• Minimum Qualifications must solicit a yes or
  no assessment.
• Affirmative Action statement clearly stated,
  i.e., The University of New Mexico is an Equal
  Opportunity/Affirmative Action Employer and
  Educator or EEO/AA
• Recruitment Period defined (minimum 15 days).

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Advertisement Contd

• Application deadline clearly stated Date
  specified (hard deadline) OR Best Consideration
  Date, Open Until Filled.
• Options for Advertisement Abbreviated Ad
  (position title w/mechanism to access complete
  info) Moderately abbreviated ad (position
  title/minimum requirements/mechanism to access
  complete information) Long ad (minimums and
  preferred qualifications must appear in the ad).

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Search Committee

• Charge from hiring official to Search Committee
  identifying expectations of hiring official for
  the committee and expected timelines. Includes
  specific tasks and confidentiality of all
  application materials.
• Search Coordinator is a non-voting member of
  committee. Can not screen applicants for
  minimums or desired qualifications.

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Search Committee Contd

• Search Committee must be diverse (1 minority and
  1 female cannot be the same individual).
• Search Committee must be made up of at least 3
  individuals. Search Committee should also
  reflect an adequate representation of interests
  such as Department faculty, staff, or students
  and community members.

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Recruitment Methods

• Recruitment period must be at least 15 calendar
  days.
• Must identify at least one (1) national
  recruitment/publication resource and/or website.
• Targeted recruitment must be conducted for each
  of the protected groups (Women, Asian, African
  American, Native American, Hispanic) for all
  vacancies.

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Recruitment Methods Contd

• Placement Goals must be identified and assessed
  utilizing the Universitys most current
  Affirmative Action Plan.
• Department must maintain documentation of
  recruitment resources, including targeted
  recruitment.

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Form 2Applicant to Hire Analysis Certification
Form
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Requirements/Commitments

• VEOIS cards sent to all applicants.
• All candidates were screened and evaluated using
  the same job related criteria and in the same
  manner.
• Hiring department met its Affirmative Action
  responsibilities in screening women and minority
  candidates.

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Attach the following documents

• Applicant Pool Listing
• Tracking Sheet
• Offer Letter
• CV of hire
• SOM-1 Form/Contract Memorandum

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Certification Signatures/Approvals

• Search Committee Chair
• Department Chair/Hiring Officer
• Dean/Director
• Provost/VP HSC
• Information for contact person for questions,
  revisions, etc.

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Form 2 Process Guidelines
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Applicant Pool Listing

• Verification that VEOIS cards sent.
• Names of all individuals who expressed interest
  and submitted complete application by deadline
  advertised.
• Candidates screened for minimum qualifications
  advertised, yes or no assessment. At least
  two (2) members of the Search Committee must
  screen for minimums.
• Candidates screened for preferred qualifications
  based upon the advertisement.

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Applicant Pool Listing Contd

• Hiring department conducted a second look at all
  applicants that self-identified in one or more of
  the protected groups.
• Interviewees identified. Reason codes assigned
  to all bona fide applicants.
• Interview itinerary must be consistent for all
  interviewees.

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Applicant Pool Listing Contd

• Department must maintain individual evaluation
  conducted by each search committee member and any
  other documentation of mechanisms utilized to
  identify interviewees.
• Department must maintain documentation utilized
  in screening interviewees interview questions,
  presentation evaluations, forum evaluations
  and/or other venues.

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Applicant Pool Listing Contd

• Identify the successful candidate. Department
  must maintain documentation that supports the
  selection and compares the successful candidate
  to the other interviewees.
• Department must maintain documentation that
  supports that it meets the Universitys
  Affirmative Action responsibilities and
  commitment to maintaining and increasing the
  diversity of its faculty workforce.

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Applicant Pool Listing Contd

• Department must submit a copy of the successful
  candidates CV and tentative offer letter with
  tentative offer language.
• Gender/Ethnicity must be identified for all
  candidates, either self-identification or
  department reasonable effort.

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Tracking Sheet

• Total number of applicants reported on the
  Applicant Pool Listing MUST be the same as those
  reported on the Tracking Sheet.
• Indicate applicants who did not meet minimum
  qualifications by gender and ethnicity with
  totals.
• Indicate applicants who DID meet minimum
  qualifications by gender and ethnicity with
  totals.
• The data must be the same as the data reported in
  the Applicant Pool Listing.

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FORM 4Request To Deviate From Search Process
Form
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Search Requirements

• Change the composition of the search committee
  after the screening has begun
• Allow 2 or more selections to be made from the
  same applicant pool
• Extend recruitment period (re-advertisement of
  vacancy)
• Other

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Attach the following documents

• Memorandum of justification
• Relevant supporting documents

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Certification Signatures/Approvals

• Search Committee Chair
• Department Chair/Hiring Officer
• Dean/Director
• Provost/VP HSC
• Information for contact person for questions,
  revisions, etc.

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FORM 5Alternative Faculty Appointment Request
Form
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Categories

• (1) Voluntary Lateral Transfer
• (2) Named in a contract or grant award
• (3) Professional service appointmentnot to
  exceed six months
• (4) Sole source
• (5) Underrepresented and/or established placement
  goal

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Categories Contd

• (6) Acting or interim appointments
• (7) Spouse/domestic partner hiring for designated
  positions only (faculty and staff)
• (8) Change in Employee Status
• (9) Specialized Provider
• (10) Competitively chosen by outside entity

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Categories Contd

• (11) Special professional distinction
• (12) Academic administrative appointment
• (13) Visiting Facultynot to exceed two academic
  semesters or one year
• Definitions of each category is provided with the
  form

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Attach the following documents

• Memorandum of justification
• Relevant supporting documents
• Offer letter with tentative language
• CV of hire

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Certification Signatures/Approvals

• Search Committee Chair
• Department Chair/Hiring Officer
• Dean/Director
• Provost/VP HSC
• Information for contact person for questions,
  revisions, etc.

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FORM 3Temporary Part-Time Certification Form
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Requirements/Commitments

• VEOIS data requested of all applicants
• All candidates were screened and evaluated using
  the same job related criteria and in the same
  manner
• Hiring department met its Affirmative Action
  responsibilities in screening women and minority
  candidates.
• Retain detailed information in search file for 5
  years

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Attach the following documents

• Advertisement
• Applicant Pool list with reason codes
• Tracking Sheet

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Certification Signatures/Approvals

• Search Committee Chair
• Department Chair/Hiring Officer
• Dean/Director
• Provost/VP HSC
• Information for contact person for questions,
  revisions, etc.

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Process Highlights

• Recruitment must last for a minimum of 15
  calendar days
• Recruitment requires that advertisement be placed
  in a local newspaper at least two separate times
  during the same 12-month period
• Advertisement must clearly state that selections
  will be made for fall, spring and summer
  semesters for a 12-month period

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Process Highlights Contd

• Advertisements must be submitted to OEO each time
  an advertisement is posted
• Hiring official may or may not use a search
  committee if used, must be diverse and have
  minimum of 3 members
• Temporary Part-Time form must be submitted for
  each semester that the department hires temporary
  part-time faculty must be submitted no later
  than six (6) weeks after hired date for each
  semester

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Exceptions

• If OEO conducts an audit and problems are
  identified, the hiring units temporary part-time
  hires will be monitored for 1 full year.
• See Faculty Hiring Guidelines for exceptions to
  the temporary part-time process
• See Faculty Hiring Guidelines for Continuing
  Education/Branch Campus instructor hires where a
  particular instructor is part of the course
  proposal

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Section IV Limited Internal Competitive Searches
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Process

• May conduct for an academic administrative
  appointment such as director, assistant and
  associate dean, department chairs, and assistant
  and associate department chairs
• Submit a Form 1
• Five (5) working day recruitment period
• May recruit using a listserv to appropriate pool
• Submit a Form 2 in accordance with the standard
  competitive process

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Section V Post-Audits
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Records Retention

• Academic departments are the official record
  keeper of the official and COMPLETE search file.
• Academic departments must maintain the search
  file for five (5) years from the date of closure.

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Post-Audit

• OEO will periodically review the complete search
  files held by Academic Departments.
• If concerns are discovered as a result of an OEO
  audit, the hiring process in the Academic
  Department will be monitored for a minimum of
  three (3) months.

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QUESTIONS