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.