A Guide to Successful Searches � Checklist
A Guide to Successful Searches – Checklist Source: University of Arizona, revised A Guide to Successful Searches Mount Union College A resource framed on the previous work by University of Arizona Millennium Project, Offices of the Provost and Human Resources, and University of Arizona Diversity Coalition. The document was supplied as a part of the American Council on Education Fellows Program and is used with permission of Dr. Naomi Miller of the University of Arizona. A Successful Search Checklist DONE? TASK RESPONSIBLE PARTY TARGET DATE 1. Review “A Guide to Successful Department Chair Searches.” 2. Write draft position description. Department Chair 3. Appoint search chair. Department Chair 4. Appoint search committee and provide Department Chair and link to ““A Guide to Successful Searches” Search Chair to be read before first meeting. 5. Identify potential search advisory Department Chair and committee members (optional). Search Chair 6. Describe committee expectations and Department Chair expected outcomes. 7. Arrange for Search Committee Search Chair orientation. 8. Agree on decision-making approach. Search Committee 9. Review confidentiality guidelines. Search Chair 10. Develop search process timeline Search Committee including targets for advertising, initial screening, phone interviews and campus visits. 11. Using draft position description, Search Committee develop minimum and preferred candidate qualifications. 12. Develop operational definitions and Search Committee evaluation strategies for all qualifications. 13. Review /suggest enhancements to Search Committee position description. 14. Decide on application materials Search Committee required. 15. Write position announcement. Search Committee 16. Secure position description and Search Chair position announcement approval from Faculty Personnel Committee. A Successful Search Checklist (Continued) DONE? TASK RESPONSIBLE PARTY TARGET DATE 17. Approve position description and Faculty Personnel announcement. Committee 18. Develop draft recruitment plan. Search Committee 19. Solicit recruitment strategies from Search Chair Faculty Recruitment Council. Department Chair 20. Approve/modify recruitment plan. 21. Develop recruitment plan budget to Search Chair with include advertising, direct mail, Department Chair conference attendance, candidate travel, and campus visit cost (note: Human Resources can provide advertising costs) 22. Request nominations from the Search Chair with College community, especially Department Chair individuals well positioned to suggest viable and diverse candidates. 23. Write and place advertisements. Human Resources at Search Chair’s direction 24. Develop screening matrix., phone Search Committee and campus interview questions and reference check questions. 25. Secure Department Chair approval of Search Chair proposed screening process. 26. Approve/modify screening process. Department Chair 27. Invite nominees to apply. Search Chair 28. Acknowledge receipt of application Search Chair materials and describe anticipated timeline for search process. 29. Provide Faculty Personnel Search Chair (with data Committee with report on applicant pool provided by Human diversity. Resources) 30. Analyze diversity of applicant pool. Faculty Personnel Committee A Successful Search Checklist (Continued) DONE? TASK RESPONSIBLE PARTY TARGET DATE 31. “Certify” the applicant pool or direct Department Chair search committee to redouble efforts to create a diverse applicant pool. 32. Provide status report to affected Search Chair department and the College community as appropriate. 33. Notify applicants (if search is to be Search Chair extended or if they have been excluded from further consideration). 34. Develop and implement plan to Search Committee diversify applicant pool (if search is to be extended). 35. Return to step 27 (if search was Search Chair extended). 36. Review application materials and Search Committee document screening process. 37. Identify top candidates. Search Committee 38. Approve initial finalist list or direct Department Chair search committee to redouble efforts to create a diverse finalist list. Search Committee 39. Return to step 37 (if finalist list is rejected. 40. Conduct phone interviews and Search Committee document responses. 41. Develop finalist list. Search Committee 42. “Certify” finalist list or direct search Department Chair committee to extend search. 43. Notify finalists of plans to conduct Search Chair reference checks. 44. Conduct reference checks. Search Committee 45. Notify applicants who are no longer Search Chair under consideration. (If search is extended, return to step 47).) A Successful Search Checklist (Continued) DONE? TASK RESPONSIBLE PARTY TARGET DATE 46. Design campus visit itinerary to Search Committee include visits with potential colleagues and campus community members as appropriate. 47. Secure Department Chair approval of Search Chair campus visit itinerary. 48. Invite finalists to visit campus. Search Chair 49. Arrange travel and lodging Search Chair arrangements. Ask: “Will you require any special accommodations?” and “ To help us in meal planning, do we need to be aware of any food preferences or restrictions?” and “Are there groups or individuals with whom you’d like to meet during your visit?” 50. Revise campus visit itinerary, if Search Committee possible, based on candidate meeting requests. 51. Invite campus community members Search Chair and potential colleagues to meet with finalists. 52. Appoint individual(s) to greet Search Chair candidate at airport and return him/her to airport after visit. 53. Announce campus visits to the Search Chair College community. 54. Schedule search committee Search Chair members or others to accompany candidates during the campus visit. 55. Forward campus visit itinerary to Search Chair candidates. Include information on the Alliance community, the College, the hiring department, information on the value of Mount Union College employment, and dual career resources. 56. Contact candidate in advance of visit Search Chair or designee to answer questions, allay concerns and express excitement about impending visit. A Successful Search Checklist (Continued) DONE? TASK RESPONSIBLE PARTY TARGET DATE 57. Conduct campus visits. Search Committee 58. Evaluate candidates and write Search Committee recommendations for Department Chair. 59. Share recommendations/analysis Search Committee with Department Chair. 60. Select candidate or direct Search Department Chair Committee to close search or invite additional candidates. 61. Provide status report to affected Search Chair department and Faculty Personnel Committee (if search is terminated or extended). 62. Design offer, which may include Dean of the College start-up package, effort requirements, travel funds, and employment for partner. Ensure that proposed offer maintains departmental and College equity. 63. Make offer by phone or invite selected finalist (and family) to visit Alliance. Arrange for meeting with local realtor, if requested. Human Resources to discuss benefit options and Human Resources or the Academic Affairs Office to discuss dual career services as needed. Schedule meetings with individuals as requested by finalist. 64. Announce hire to search committee, Dean of the College department, the College Community, and the Alliance community. 65. Thank Search Committee for their Department Chair efforts. Request feedback on how future efforts might be improved. 66. Forward all search-related Search Chair documents to Human Resources. A Successful Search Checklist (Continued) DONE? TASK RESPONSIBLE PARTY TARGET DATE 67. Share committees’ feedback with Department Chair Human Resources or Office and Faculty Personnel Committee to support enhancement of College search guidelines. 68. Announce hire through press release Department Chair with to local media and appropriate assistance from College professional organizations. Advancement. 69. Share media announcements with Department Chair new hire. 70. Hold a welcome reception for new Department Chair hire. 71. Support the success of the new The College Community colleague.