Library Faculty Search Process

Transcription

1 Library Faculty Search Process The strength of the faculty is a vital part of providing quality library service to the MTSU community. The search process should ensure that a broad pool of qualified applicants is recruited for the vacancy, the qualifications of each candidate are carefully reviewed, and candidates receive adequate communication. Responsibilities: The committee, coordinator, administrative services librarian, dean, and executive aide work together for a successful hire. The search committee recruits, screens, and assesses candidates, balancing the pressure to fill the position and the desire to keep applicants interested with the task of building the best possible pool of applicants. The Executive Aide monitors applications, handles requests from the committee, and prepares paperwork for the University administration. The Administrative services librarian serves as a consultant to the committee on policy and procedural questions and as the point of contact with applicants.

2 Page 2 STEPS IN THE SEARCH PROCESS Letter of resignation forwarded Individual submits letter of resignation. Position and EEO/AA Goals reviewed Dean, coordinator and administrative services librarian review position and current affirmative action goals. Decision made to fill position Once it is determined that the position should be filled, the recruitment process is initiated Position Description and Recruitment Plan prepared The coordinator develops the responsibilities and qualifications statements and recommends members for a search committee. After review by the administrative services librarian and the dean, the recruitment plan is submitted to the university s online application system by the administrative office Search Committee appointed The dean appoints and meets with the search committee Advertisements Placed Once the plan is approved, the position is advertised. Positions are ordinarily advertised nationally to encourage the broadest range of applicants. Applications RECEIPT Applications are only accepted online. All candidate contact is through the administrative office. REVIEW Committee members will receive a password to access candidate dossiers 30 days after the advertisements have appeared. Members will use the Candidate Individual Assessment Form or some other systematic method to review applications. Committee creates three categories: 1: Obtain references 2: Hold for possible references 3: Do not obtain references

3 Page 3 References The committee recommends candidates for whom references and transcripts should be requested and notifies the administrative office. Once finalist pool is approved and references are received, the committee reviews candidate dossiers and again divides into three categories: 1: Recommended Interviewees 2: Recommended finalists and backup interviewees 3: Do not interview Finalists recommended The committee submits the list of three pools of candidates (interviewees, backups, & rejects) along with the Candidate Summary Assessment Form for all candidates to the administrative office. The administrative office prepares finalist pool documentation for approval. Interviews Scheduled The dean reviews with the administrative services librarian and the coordinator the recommendations for finalists. Once University approval is given, candidate interviewees are recommended by the committee. Phone interviews are recommended in order to narrow down the finalist group to those invited to campus for in-person interviews. Interviews are scheduled by the administrative office. The committee prepares interview questions, reviews the schedule and hosts the interviewees. Committee Report Following interviews, the committee submits a report to the coordinator on the strengths and weaknesses of the interviewees. Offer made The Dean reviews the committee strengths and weaknesses report and confers with the Coordinator and the Administrative Services Librarian prior to making a recommendation. Upon University approval of the Dean s recommendation, the administrative services librarian negotiates an offer with the successful candidate. Contract written and signed Once the candidate has accepted the offer, the Provost s office prepares a contract to be signed by the candidate.

4 Page 4 INDIVIDUAL RESPONSIBILITIES COORDINATOR Ensure letter of resignation is forwarded to the dean Review position, library staffing needs, and affirmative action goals Submit draft vacancy announcement (description & requirements) and suggested committee membership to administrative services librarian. Review final vacancy notice Receive search committee report of strengths and weaknesses and provide feedback to the dean on candidates DEAN Review position, library staffing needs, and affirmative action goals with administrative services librarian and coordinator Appoint and meet with search committee. All search committees must include female and minority representation. Review position description Review recommendations for interviews Review final report of committee

5 Page 5 ADMINISTRATIVE SERVICES LIBRARIAN Review position, library staffing needs, and affirmative action goals Meet with committee to review search process Review position description Prepare Faculty Recruitment Plan Handle advertisements for locations identified in recruitment plan. Serve as contact with candidates Serve as liaison with search committee Develop interview schedule for review by committee Following approval, make offer and negotiate terms with successful candidate EXECUTIVE AIDE Submit Recruitment Plan for approval Monitor applications Correspond with candidates as necessary Request references and transcripts Send information packet to interviewees Make travel and lodging arrangements for interviewees Prepare hiring packet for Academic Affairs Maintain application materials for two years

6 Page 6 SEARCH COMMITTEE Begin to review applications 30 days after the advertisement has appeared. Create three categories: 1: Obtain references; 2: Hold for possible references 3: Reject Eventually there may be category 1A (those to interview) and category 1B (those to hold as backup) Screen applications and recommend candidates for whom references should be obtained. Indicate candidates who can be deleted from further consideration. Review references and recommend finalists (typically 2-3 candidates are interviewed for an opening but the finalist pool can contain more names). Often it is helpful, in developing the list of finalists, for the committee to contact candidates by phone to provide or obtain additional information. This contact will be coordinated with the Administrative Office and should be conducted by the entire committee, using consistent questions, at a time convenient to the candidate. Complete applicant assessment form for all candidates Keep in timely communication with administrative office for candidates who can be deleted from consideration Develop list of questions to pose to each candidate interviewed Review interview schedule Arrange details for candidate luncheons Participate in hosting interviewees, conduct interviews, and present a list of strengths and weaknesses for each interviewed candidate

7 Page 7 ONLINE STEPS FOR FACULTY RECRUITMENT Go to the website At the log in screen type: User Name and Password To view applicants Click View Active Your open position should appear in the table Click 'view' under the title There you will see a list of applicants. You can view/print their application, cover letter, CV, etc.

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9 Page 9 SAMPLE User Services Librarian Instruction / Reference (Position #XX) Assessment Form Name Ranking (1=Highest, 2=medium, 3=weak) E D U C A T I O N ALA MLS? Yes No Institution Date Other Institution A B I L I T I E S & K N O W L E D G E Demonstrated teaching skills Ability to work creatively & effectively in a team environment to enhance library programs & services Ability to work well with students, faculty, and staff Ability to quickly learn new technologies and skills Broad knowledge of print and electronic reference sources

10 Strong commitment to quality user services Library Faculty Search Process Page 10 Excellent communication & organizational skills Knowledge of current trends in library instruction and information literacy Ability to meet p&t requirements Preferred: Ability to create online instructional content using relevant applications C O M M E N T S Get References/Transcripts? (Y/N)

11 Page 11 SAMPLE CANDIDATE SUMMARY ASSESMENT FORM User Services Instruction (Position #401530) Name Demonstrated teaching skills Broad knowledge of print & electronic reference sources Strong commitment to quality user services Excellent communication and organization skills Ability to meet promotion and tenure requirements

12 Page 12 Name (continued) Ability to work creatively & effectively in a team environment Ability to work well with students, faculty, and staff Ability to quickly learn new technologies & skills Knowledge of current trends in library instruction & information literacy

13 Page 13 FULL-TIME FACULTY HIRING CHECKLIST For Executive Aide 1. PAF Form (full time faculty DO NOT sign PAF) 2. Academic Preparation Certification Form (SACS Form) *** 3. Start-up request form 4. A-2 IF Salary is over $75K OR Chair, Dean, or VP position (sent before hiring package for Board approval; once approved, send the rest of the package) 5. Candidate s Letter of Application (from online) & Final Correspondence from Chair to Candidate (terms of employment) 6. Vita (from online) & any other attachments 7. Three current letters of recommendation addressed to search committee chair (must be from external sources) 8. Signed Background Check Form 9. Signed Employment Application 10. Original Transcripts of ALL College Degrees SENT DIRECTLY TO MTSU (cannot be issued to student!!!!) ***If an exception to SACS criteria please include justification on the SACS form including documentation of a minimum of 3 external sources of experience, honors, awards, etc that speak directly to the individual s ability to teach and to exhibit an understanding of learning outcomes.

14 SALARY RECOMMENDATION FOR FACULTY CANDIDATE Library Faculty Search Process Page 14 Position # CIP Code DEPARTMENT: CANDIDATE: Current MTSU Employee: YES No Highest Degree: (Is this degree considered "terminal" in the field? Yes No ) EXPERIENCE CREDIT EVALUATION Credit is given as follows: Years Exp. Credited Yrs. Exp. 1) One year credit for each year of higher education experience 2) One year for every two years related experience 3) One year for every three years high school teaching experience (in the Department of Educational Leadership & Elementary & Special Education, the ratio is one year for every two years of K-12 experience.) TOTALS SALARY RECOMMENDATION: RANK RECOMMENDATION: REMARKS: DEPARTMENT CHAIR DATE COLLEGE DEAN DATE Following review by the Dean please submit this form and a copy of the candidate's vita to P/VPAA:

15 Page 15 COMPLETED BY ACADEMIC AFFAIRS Cohort Salary Recommendation: Market Study Salary Recommendation: Rank Recommendation: REMARKS: Approved Salary/Salary Range Provost/VPAA or Designee Date

16 OFFER CONFIRMATION Library Faculty Search Process Page 16 This is to confirm that we are recommending you for the position of <TITLE> at the rank of <RANK> with an annual salary of <$SALARY> and a start date of <DATE>. Please let me know that you agree with these terms by a return . Since only the University can make an official job offer, the Provost's Office will be preparing a contract for your signature.