III.    INITIATING THE SEARCH

 

  A.  IUPUI FACULTY APPLICANT MONITORING SYSTEM (FAM)

 

FAM is a multi-user database application developed in Microsoft Visual FoxPro 6.0. The software and data reside on a central network share at IUPUI.  A shortcut that launches the application is placed on the desktops of individuals who are involved in the process of hiring faculty in their unit.  Additional users who need access to FAM can contact their dean’s office who, in turn, can work with the Office of Equal Opportunity to get access.

 

  B.  ACADEMIC POSITION VACANCY

 

Once a position has been defined and a search is called for, the key administrator should ensure that the vacant position is posted to the IUPUI Faculty Applicant Monitoring System (FAM), with a position description and proposed advertisement(s) prior to initiating any recruitment activity, (Main Menu, Data Entry Menu, “Post A Vacant Position”, Appendices B, C ,& D).  At the time the vacancy is entered into FAM, it is assigned a unique alphanumeric code to the position for the purposes of inputting and retrieving position identity and information.   From within FAM, a user can search, edit, add, delete, print, and view position, applicant and offer information.

 

The academic position vacancy should contain the following information:

After the department’s vacancy has been added to the Faculty Applicant Monitoring System, it will appear on FAM's Main Menu“To Do Lists” for the school dean’s authorization.  The appropriate school dean administrator will go into FAM (Main Menu, Data Entry Menu, Sign-Offs, Sign-Off Menu, Appendices B, C, & E) to authorize position and recruitment approval.  The vacancy and the search and screen information is then forwarded to the Office of Equal Opportunity for determination that the recruitment plan is consistent with state and federal nondiscrimination requirements.  Upon approval, the vacancy is forwarded to the Office of Academic Policies, Procedures, and Documentation, whose approval attests to the general authorization to fill a position at the level and scope specified.  Electronic signatures and date approvals appear in FAM’s “Authorization Tab” of the vacancy (Appendix D).

                All academic position vacancies entered into FAM must be

                signed by the appropriate dean or vice chancellor (or designee) before

                approval by the Office of Equal Opportunity.

The Office of Equal Opportunity will contact the dean’s office of the appropriate school if the academic position vacancy is not approved, detailing any EEO/AA related concerns.  The dean/unit executive may respond to the concerns by either modifying the vacancy or by providing a rationale for the original and requesting another review. 

 

C.  APPOINTING SEARCH AND SCREEN COMMITTEES

 

The appropriate administrator or authorized hiring official appoints a search and screen committee to review and evaluate applicant materials.  The composition of the committee should reflect the broad interests of the unit, as well as gender and ethnic diversity.  Students, staff and community representatives may also serve on search committees.

 

Search committees serve in an advisory capacity to the hiring official, and thus, are only charged with forwarding recommendations.  Search committee members should gain a full understanding of their charge and the limits of their authority and responsibility from the hiring authority.

 

No member of the committee shall be a candidate for the position involved.  Search committee members who are related to, or have a close personal relationship with any of the candidates, should not participate in any discussion about those candidates or should resign from the committee.  In addition, some professional relationships may create a conflict of interest.  For example, if a student is an applicant and his or her graduate advisor is on the search committee, or the supervisor of an employee applicant is a committee member, this may create a conflict of interest.  Committee membership must be approved by the appropriate dean/vice chancellor (or designee) and the director of the Office of Equal Opportunity.

 

Appointing the search committee and convening the committee’s organizational meeting should be the very first step in the search and screen process.  Following appointment to the committee, each member should familiarize themselves with the IUPUI search and screen process.  Although specific dates for reviewing applications and conducting interviews may not be immediately known, committee members should reserve ample time to participate in the search process.

 

It is vital that hiring officials and members of search committees embrace the university’s effort to create a diverse and pluralistic workforce.  Together, they share responsibility for achieving the hiring goals outlined in the university's Affirmative Action Plan.

 

It is customary for a representative from the Office of Equal Opportunity to attend the first meeting of the search committee to brief them on:

Because searches that drag on interminably have a frustrating and negative effect on both the members of the committee and candidates, time lines and deadlines should be established and followed.  Activities for which the committee should establish dates and deadlines include:

At this initial meeting it is useful to discuss how and where search records will be kept.  Early in the search process, the committee should develop the various letters to be sent (letters requesting the names of candidates, letters  informing candidates that they have been nominated, letters acknowledging receipt of applicant’s materials and so forth).  Generally, all communications from the search committee should come from the chair or designee. 

 

The selection criteria and screening procedures should be determined at this point and not after materials from candidates have arrived.  The committee must determine how reference information will be collected, (e.g., letters, telephone calls, or a combination of both).

 

D.    RECRUITMENT AND ADVERTISING GUIDELINES

 

                        Recruitment efforts and advertisements announcing the position

                        vacancy may be initiated only after the Office of Equal Opportunity and

                        the Office of Academic Policies, Procedures, and Documentation have

                        approved the academic position vacancy in FAM.

         

All permanent and continuing tenure-track faculty vacancies should be advertised nationally.  In certain instances, with the approval of the Director, Office of Equal Opportunity a position may be advertised on a more limited basis depending on the circumstances.  For consistency, all advertising associated with a position should cite the same application deadline.

 

Position vacancy announcements should be placed in the most appropriate journals, periodicals, newspapers, websites, etc., in order to reach qualified minorities, women, and persons with disabilities.  However, the best affirmative action recruitment strategies are innovative, constant, and multi-faceted.  For assistance with selecting appropriate recruitment sources, view the AA/EEO Recruitment Resources Report at http://www.iupui.edu/~oeo or contact the Office of Equal Opportunity.  In addition, the IUPUI Office of Faculty Development can provide assistance.

 

All required and preferred criteria associated with a position must be advertised.  The criteria should be job related and essential to successful on-the-job performance.  Careful consideration should be given to eliminating any criteria which might contribute to the exclusion of minorities, women and persons with disabilities.  For example, in fields where, typically, minorities and women have not been employed previously, requirements for extensive specialized experience should be scrutinized carefully to assure that such requirements are necessary and appropriate.

 

All FAM position vacancies and other advertisements announcing position vacancies must stipulate sufficient lead time between the posting date and the deadline date to attract a representative applicant pool and to permit interested applicants to respond.

 

IU is strongly committed to achieving excellence through cultural diversity.  The university actively encourages applications and nominations of women, persons of color, applicants with disabilities, and members of other under- represented groups. The following sample phrasing/language is recommended for communicating this commitment for advertising inclusive position descriptions.

        

The school and the department have explicitly endorsed efforts to increase the diversity of its ranks, and accordingly, candidates from groups currently under-represented in the school are encouraged to apply.  Successful candidates should possess specific competencies and demonstrated expertise in multicultural settings.  We seek a scholar who can serve as a role model, especially for minority students.

 

The department is particularly interested in and values candidates who have experience working with students from diverse backgrounds, and a demonstrated commitment to improving access and the conditions in higher education for under- represented students.

             

Candidates must be sensitive to the needs of and possess an interest in working with an ethnically and racially diverse student body.

 

The ideal candidate must be committed to the university’s goal of inclusiveness and have a demonstrated history of working effectively with persons of all races, genders, ethnicities, nationalities, sexual orientations, and religions.

 

Applicants whose work incorporates a global perspective and a demonstrated commitment to issues of diversity in higher education are particularly encouraged to apply.

 

We seek candidates with a demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disabled and ethnic backgrounds of the institution’s students and employees.

 

The successful candidate will have demonstrated experience working with diverse groups of  students, faculty and staff.

 

Experience in multicultural programming, advising student organizations, and working with diverse student groups is essential.

 

Experience working in a culturally diverse environment is highly preferred.

 

Appreciation of diverse cultures and peoples is essential.

 

The following language must be included in all advertisements announcing  position vacancies at IUPUI:

 

For advertisements of half page length or more -

        “IUPUI is an Equal Opportunity/Affirmative Action Institution.  Individuals who require a reasonable accommodation in order to participate in the application process must notify (person) at (address and telephone number), a reasonable time in advance.”

 

Abbreviated version for shorter advertisements -

        “IUPUI is an EEO/AA Employer, M/F/D.”

 

Recruiting at association/professional meetings and conferences is strongly encouraged as an excellent method of attracting interested potential applicants and conveying information about the university.  However, prior to inviting individuals identified through such efforts for official on-campus interviews, the search committee must seek approvals from the Office of Equal Opportunity via the Faculty Applicant Monitoring System (FAM) position vacancy.

 

E.    EQUAL EMPLOYMENT OPPORTUNITY INFORMATION REQUEST FORM

 

As applications are submitted, the hiring official or designee should insert their names and contact information into the Faculty Applicant Monitoring System (Main Menu, Data Entry Menu, “Enter a New Applicant”, Appendices B & C).  In the situation where a recruitment agency screens applicants’ materials and qualifications, the chair or designee must ensure that applicants’ information including candidates’ disposition reasons are inserted into FAM before a request to interview.

 

It is the policy of IUPUI to provide equal opportunity for all persons, and to prohibit discrimination based on race, color, sex, religion, age, national origin, sexual orientation, disability or veteran status.  Federal regulations require the Office of Equal Opportunity to collect and compile applicant flow data to ensure that our programs are administered in a non-discriminatory manner and as part of the university’s Affirmative Action Plan.  The Rehabilitation Act of 1973 and the Vietnam-era Veterans Readjustment Assistance Act of 1974 also require that disabled individuals, disabled veterans, and/or veterans of the Vietnam era be given the opportunity to voluntarily self-identify themselves for purposes of the affirmative action program.  Therefore, the Office of Equal Opportunity will, where possible, contact each applicant via email.  The email message contains a link to the Equal Opportunity Information Request Form on the OEO website (http://www.iupui.edu/~oeo/eeoirform.html). If the applicant’s email address is not available, a cover letter that directs them to the online form is sent to the applicant through U.S. mail.

 

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