Abbreviated Outline of Search and Hiring Procedures for Tenure-
Track and Tenured Faculty, and Instructors
(Authored by the Department of Equal Opportunity, 3-11-04)
Activities of the search committee should be CONFIDENTIAL.
A search committee should be appointed by the appointing authority. Try
to assign gender and ethnic diversity members to the committee. The Director of the
Department of Equal Opportunity (DEO) will be an ex-officio member of each search
committee. List the names, ethnicity, gender, and rank of the search committee members
and the name and phone number of the of the support person to the search
The search committee shall send the job vacancy announcement and the search plan to
the Director of DEO, Campus Box 144, or firstname.lastname@example.org, for approval
before a search begins.
Search Plan Guidelines
All search plans for Tenure-Track and Tenured Faculty, and Instructors shall be
submitted to the Director of the Department of Equal Opportunity (DEO) at
Campus Box 144 for approval before a search begins.
The following are suggested factors for the search committee to consider as it prepares
to develop a plan for recruitment. Publicity for a position should be designed to attract a
reasonably large pool of highly qualified candidates. There should be a good-faith effort
to reach out to competitive individuals who are members of underrepresented groups.
The most effective advertising plan combines a variety of sources, both written and
personal. IT IS STRONGLY RECOMMENDED THAT DEPARTMENTS UTILIZE AS
MANY OF THE FOLLOWING RECRUITMENT TECHNIQUES AS POSSIBLE:
Personalized recruitment of candidates to include minorities and women (list
names and phone numbers of persons you will contact)
Identify and tie into existing minority and female professional networks.
Direct mailing to departments, programs, or institutes
Sending job postings to advocacy groups/offices on campus
Posting in affirmative action publications (electronic or hard-copy)
Electronic job-lists for specific disciplines
Networking and posting at professional meetings
Networking with colleagues
Contacting minority or women’s caucuses of professional organizations
Establishing a recruitment relationship with Historically Black Colleges &
Universities, and universities and colleges with large numbers of Latino/a
Departmental web page
Tenure system positions must be advertised nationally. Other continuing appointment
system positions must be advertised nationally or within the geographic area customary
for the appointment. For suggested recruitment sources, please go to
Set up a file and maintain a log sheet of each application. Assign applicant number to
the file. Application number should begin with the number "1" and continue with
Acknowledge the Applications-
Promptly acknowledge the application with an original letter drafted by the search
committee chair. The letter of acknowledgement may be a simple note that states the
application has been accepted and will receive the attention of the search committee
shortly. Include the Equal Employment Opportunity Request for Voluntary Information
form with your acknowledgement letter and request that it be returned to the address
listed on the form. To access the Voluntary Information form, please go to
Screen to include applicants. Screening with the primary purpose of excluding
candidates may cause you to miss very attractive applicants. You are trying to find the
best qualified person for the job, and in that context, increase diversity. Remember that
attaining diversity may mean inclusion. Resist the tendency to measure individuals
against one standard.
All applicants should have the same interview method. Questions asked during an
interview must be job related regarding the applicants qualifications to do the job. To see
a quick reference detailing legal and potentially discriminating interview questions,
please go to http://www.colorado.edu/cu-diversity/about_deo.html
When letters of reference are seen by someone other than the search committee and
the appointing authority, the search committee will send their names to the Director of
DEO and title the list as "Extended Search Committee Members." Before you make
telephone calls to references, contact the applicant and tell him/her that you are about to
check references and may talk with people they have not listed. If the applicant tell you
names of people that he/she do not want you to call, contact other committee members
and determine if you should keep the applicant in the pool. If the applicant tells you that
you can speak to others, tell her/him that you understand that and you are documenting
When the applicant is not a citizen of the USA, you should learn the country the
applicant is from and contact the Office of International Education to learn the credentials
the applicant must have to work in the USA. You should then contact the applicant to
learn if they have the necessary credential. If they do not, work with the applicant to
contact the Office of International Education for help in attaining them. To see the form
covering International Education document, please go to http://www.colorado.edu/cu-
SEARCH SUMMARY REPORT
A Search Summary Report shall be developed after each faculty, administrator, or
unclassified staff search. The report shall be submitted to the Director of the Department
of Equal Opportunity for approval and verification before it is submitted to the
appointing authority. A copy of the search summary should be sent to the Interim Vice
Provost and Associate Vice Chancellor, Office of Diversity and Equity at Campus Box
018. The search summary should be filled with search committee records.
THE SEARCH SUMMARY EXPLAINS THE PROCESS THAT THE SEARCH
COMMITTEE USED TO IDENTIFY FINALISTS FOR THE POSITION. THE
SEARCH PLAN SHALL BE USED AS A GUIDE TO DEVELOP THE SEARCH
SUMMARY. IDENTIFY THE NAME AND PHONE NUMBER OF EACH
INDIVIDUAL PERSONALLY CONTACTED TO RECRUIT. THE SEARCH
SUMMARY SHALL INCLUDE THE FOLLOWING:
a. The approved search plan.
b. The approved vacancy announcement.
c. A copy of the Search Committee Information Form (A).
d. Name of finalist, by gender, race/ethnicity, and citizenship (when possible).
e. Recruiting Authorization Form (for faculty).
Records Retention Period
Search records should be retained for a minimum of seven years. Legal counsel advises
that you keep your records in their original form for a period of 3 years, after which time
you may convert them to microfiche or CD-ROM. Because a three year retention period
is expressly required by many of the federal regulations as well as Colorado’s Uniform
Records Retention Act, we recommend that the information maintained by your office be
retained for the three year period in the hard-copy form if that is the form of the original
In order to complete the requirements for applicant flow, after the hire is completed,
we need the following information:
Names of all applicants and their application date
Names of the applicants who qualified (meeting the minimum qualification in the
Names of persons on the short-list or semi-finalist
Names of applicants to be interviewed
Job class number
Department I.D. number
Instructor positions filled for one academic year or less are not required to have a
Instructor positions filled for more than one academic year shall follow the search
procedures listed above.