A. AUTHORIZATION TO RECRUIT
1. Authorization requested
The appropriate departmental representative requests authorization to recruit from the WVU Tech Campus President or the President’s designee.
2.Once authorization to recruit is granted, the position must be properly established before attempts to recruit a person to fill that position are initiated.
Normally, national searches are required for full-time (1.0 FTE) benefits eligible faculty positions.
Normally, a search is required for benefits eligible non-faculty positions.
B. DEFINITIONS OF EMPLOYMENT CATEGORIES
1. Non-classified – to be deemed non-classified, a position must meet one of three criteria, as outlined in HEPC Series 8, Section 2.1.7: it must be one “designated by the president, wh[ich] is responsible for policy formation at the department or institutional level or reports directly to the president of the institution, or [which is] considered critical to the institution by the president.”1
2. Faculty Equivalent/Academic Professional - FE/AP positions are faculty-like positions in which the work assigned is essentially academic in nature, or which supports the teaching and research goals of WVU; these positions are most often assigned to academic units.
Note: The decision as to whether a position meets the criteria to be designated an NC position is made by Human Resources Classification and Compensation unit (HR C&C) and Social Justice. All new Non-Classified position requests are to be submitted first to HR C&C. The decision as to whether to designate a FE/AP position is determined by the Provost’s Office or if warranted forwarded to HR C&C, to begin the process.
3. Faculty - For purposes of this document, faculty positions include tenure, non-tenure, clinical, and library tracks as well as term faculty. Non-tenure track positions include lecturers and positions that use the prefix visiting, clinical, research, or adjunct.
C. CREATING/ESTABLISHING NEW POSITIONS
Non-classified & FEAP Positions
1. Position is created/established prior to any recruitment activity
A position must first be created/established and approved, as appropriate, by HR C&C, Social Justice, and/or the Provost’s office before recruitment or a search and selection process begins. There is a special position description form for NC and AP positions. It must be completed in full and submitted, along with the NC-AP coversheet, to HR C&C (NC) or the Provost’s Office (AP). These forms can be found on the Human Resources web site.
If you are uncertain as to whether or not a position can be designated non-classified or FE/AP, please consult with the Classification and Compensation unit first, so that you can complete the appropriate form. If, once submitted to HR, a position is found NOT to be non-classified or FE/AP, the description will need to be submitted on a classified PIQ (Position Information Questionnaire) form for review and placement as a classified position; consulting with HR first can save additional paperwork.
2. Administrator’s approval secured before submitting position description to Human Resources
Obtain all necessary approvals/signatures from the appropriate director, dean or VP. Submit the form to HR C&C.
3. Position Description reviewed
For Non-Classified Positions: When HR C&C receives the position description, it is reviewed to make certain that it meets the criteria for non-classified designation. If it does, HR approves and sends to Social Justice. If approved by Social Justice, the HR C&C unit notifies the WVU Tech HR Liaison so that the search and selection process can begin.
For FE/AP Positions: At the request of the Provost’s Office, if HR C&C determines that the position is neither classified nor non-classified, but may be a FE/AP, HR C&C so notes this on the description and returns it to the Provost’s office for review as a FE/AP. If the Provost’s office approves, the position description is then forwarded to Social Justice for approval and for the initiation of the search and selection process.
4. Decisions and Notification
Approvals:
• For all new NC and AP positions, if Social Justice and the Provost’s office approve the positions, they return all paperwork, with the appropriate signatures, to HR C&C, where a salary range will be established (using both external and internal comparable data) and the position will be created in Oracle.
• A notice which includes the approval coversheet, the position’s Oracle number, the approved position description and any additional information, will be emailed to the initiating department, EBO and appropriate parties.
• Departments are requested to note and keep this information. Once a candidate is hired, this will be needed to complete the salary administration web form to get the new employee on payroll.
Disapprovals:
Should the requested position be disapproved at any of the steps noted above, HR will work with the requesting department to find a workable solution.
• The President of WVU or his/her designee may overturn these decisions.
D. ESTABLISHING AND ORGANIZING THE SEARCH PROCESS
1. Search Committee formed
* If approval to proceed is granted by the appropriate administrator, the administrator will appoint a Search Committee and Chairperson.
* The Search Committee should be composed of representatives of various key constituencies with whom the incumbent will interact. Whenever possible, search committees should include members of protected classes (women, members of minority groups, veterans, and persons with disabilities).
2. Social Justice Search Representative (SJSR) appointed
• One of WVU Tech’s trained SJSR’s will serve on the committee. Once approval of the position has been received by the hiring unit, it is their responsibility to assure that an SJSR has been contacted who can serve on the committee. They must contact the Social Justice office, which will provide to the department the name of the designated SJSR before a search can begin.
3. Role of the Social Justice Search Representative
• The SJSR is not a member of the Search Committee The responsibility for Affirmative Action in the search process rests with the search committee, not with the SJSR. The SJSR monitors the efforts of the Search Committee to act affirmatively in recruiting women and members of minority and protected groups (Blacks, Hispanics, Native Alaskans/American Indians and Asians), and serves as a resource to assist the Committee in its efforts. The WVU Tech Equal Opportunity/ Affirmative Action Plan Summary presents invaluable information regarding the University's Affirmative Action strategies to achieve those goals; a copy of the current edition of this document is available through each SJSR or in the AA/EO Office.
• The SJSR has an advisory role from the start of the process. The SJSR reviews the Affirmative Action Plan's goals and objectives to determine if women or minority groups are underutilized. The SJSR notifies the Search Committee if underutilization is identified. Where there is underutilization of minorities and/or women, special efforts should be made to attract those candidates.
E. RECRUITMENT AND ADVERTISING GUIDELINES
1. Final preparations to begin recruitment phase of search
The Chairperson of the search committee consults with the appropriate administrator, the SJSR and then with the committee to discuss use of the completed position description, advertising of the position, budget, time requirements, and other criteria for the search procedure.
• Requirements for Position Description and advertisements
The Position Description, and all subsequent advertisements or notices regarding the position, must meet the following requirements:
1) Must be accurate and specific
Guidance on appropriate interpretation of equivalencies appears below:
|
Degree |
Equivalency |
|
Bachelors |
Combination1: |
|
Bachelors |
Combination 2: 1. Associate Degree and, 2. Two years of full-time directly related experience at a commensurate level |
|
Masters |
1. Bachelors Degree and, 2. Two years of full-time directly related experience at a commensurate level |
|
Terminal Degrees |
Generally, No appropriate Equivalency |
2) Hires can occur only at the rank and or title identified in the advertisement.
3) At least ten working days must elapse between date of publication of advertisements and the beginning of the interviewing process.
4) The ad must contain the statement "West Virginia University is an Affirmative Action - Equal Opportunity Employer."
5) The WVU Tech logo should be used. This can be obtained from Institutional Advancement or on line at http://www.ia.wvu.edu/logos/
6) Advertisements should include a request for the names, addresses, and/or telephone numbers of at least three professional references.
7) Must contain a statement that the announcement is available in alternative format (e.g., large print, Braille, audio tape or disk) by contacting the Search Committee. Be certain to list the name, phone number, and addresses of the person to contact. If TDD is available, be certain to include the number.
8) Before ad copy is submitted to a publication, the SJSR must approve it.
• Sample ad copies are available on the Social Justice web site
• Departmental budget for search expenses determined
All expenses incurred in the search process are paid by the unit for which the search is being conducted (i.e., expenses for the search for the dean of a particular college are to be paid by the college).
2. Good faith efforts made
Good faith efforts to attract a diverse pool of applicants are an integral part of the Recruitment Plan. In consultation with the SJSR, the Search Committee determines appropriate and sufficient sources for the advertisement of the position and outreach for recruitment of candidates, especially those from underutilized groups. These sources should also target individuals with disabilities, and veterans.
1) The following forms of advertising are expected:
Non-classified and FEAP Positions
• Position announcements must be posted for a minimum of ten (10) working days in the following locations:
• Advertising in the Chronicle of Higher Education is required for all senior administrative positions. If the committee wants to be exempted from this requirement, justification should be presented to the Social Justice office for approval.
Full-time Faculty Positions
• Faculty positions are posted on the Provost’s web site (http://www.wvu.edu/~acadaff/fpo/positions.htm).
• Faculty positions should be advertised in publications
2) Additional advertising and outreach encouraged
Additional forms of advertising and outreach are used to further increase the diversity of the applicant pool for all Non-classified, FEAP and Faculty positions.
Various other outreach activities are determined. Applications and nominations are solicited through personal and professional contact networks. Use of the internet and list serves, particularly those targeted to minorities, women, and other protected groups is required. List serves should be specifically targeted by discipline and position type.
• All faculty and staff in the hiring unit should be made aware of vacant positions and encouraged to assist in recruiting a pool of qualified and diverse applicants.
• Distributing the position description to historically Black colleges and universities and to minority-oriented professional organizations, etc.
• Soliciting nominations and recommendations from members of West Virginia University Institute of Technology community
• Contacting personal and professional colleagues
• Corresponding within personal and professional networks of Search Committee Members
• Professional publications should be used such as specialty journals.
• Posting on web sites and list serves that target members of underrepresented groups and that are relevant to the position
• Outreach and posting of part-time faculty positions in a variety ways is encouraged as well
• Human Resources web site has an extensive list of on line resources. (Care should be taken that sites advertised as free actually are free)
3. Implementing the Recruitment Plan
• Ad copy may be sent to Human Resources Liaison who will place the ad in the designated publication or it may be placed by the staff person assigned to the committee.
• At the same time the appropriate form for posting in the WVU Jobs Bulletin should be submitted to the Human Resources Employment Unit for Non-Classified and FEAP positions.
• The Search Committee develops a schedule of activities and organizes necessary clerical and resource support.
• A series of letters may be prepared for later use to facilitate routine processing of applications and nominations.
To Contacts
• requesting assistance in recruiting
To Nominees
To Nominators
To Candidates
• acknowledging application/requesting completion of Self- Identification Form
• rejecting applications
To References
F. PRE-INTERVIEW SEARCH & SCREENING GUIDELINES
1. Criteria established for screening applications
Before review of applications begins, the Search Committee, in conjunction with the SJSR, develops criteria for review of resumes, application materials, letters of reference, and information obtained from interviews.
2. Applications and nominations are processed as they are received.
• As completed applications are received by the Search Committee and the SJSR, a letter of acknowledgment and a Self-Identification Form (SID) should be sent to each applicant.
• The applicant should be asked to submit the SID form to the SJSR. Return rates for SID forms may vary significantly from search to search. The inclusion of a business reply return envelope or a self addressed stamped envelope usually increases the return rate. SID forms and the accompanying letter may be distributed and collected electronically.
3. SID forms collected
The SJSR collects the returned Self-Identification Forms (SID) for compilation of statistical information.
• The SJSR reviews the representation of women and minority persons in the pool of applicants.
• The Search Committee Chairperson consults with the SJSR before the application deadline to review representation of women and minority persons in preliminary applicant pool. At this point, the SJSR determines whether a more intensive strategy to recruit women and minority persons is necessary. This strategy may involve
additional advertising, telephone and personal contacts etc.
4. Applications sorted
The Search Committee sorts applications in a preliminary screening process taking into consideration any candidates from underutilized groups.
• The Search Committee should use the evaluation criteria discussed earlier to undertake a preliminary sorting of all applications.
• Unless otherwise stated in the advertisement or vacancy notice, it is assumed that resumes and application materials will be treated as confidential until references are requested.
• As applications are reviewed, advanced in, or eliminated from the search process, notes are to be kept by the Search Committee justifying the reasons for each decision.
5. Pool of qualified applicants determined
• A list of the “qualified” applicants (those who meet the minimum requirements) should be supplied to the SJSR. This will facilitate their compilation of statistics on the pool of “qualified” applicants.
• A rejection letter should be sent to those applicants who do not meet the minimum degree or experience requirements.
6. References checked
The Search Committee requests and reviews references for the persons to be interviewed.
• The Search Committee should request references for each candidate on the interview list.
• Individual committee members should
not ask the candidate to provide additional references. Such requests should be made only with knowledge and approval of the Committee Chair and Committee.
• The Search Committee should solicit letters of reference or contact references by telephone. A sample list of questions is available on the Social Justice web site.
• Thorough written records of information received through telephone reference checks should be maintained.
• All information and documentation received through review of references must be treated as confidential; all requests by candidates for confidentiality in review of documents and information received through references should be honored.
• Individual committee members are not permitted to contact a candidate’s colleagues without express permission
in writing of the candidate.
• The Search Committee should use the criteria as listed in the Job Description to carefully evaluate all information and commentary received from references.
• Based on its review of references, the Search Committee may wish to eliminate additional candidates from further consideration for interviews.
• The Search Committee should keep notes justifying all decisions to advance or eliminate candidates from further consideration in the search process.
7. “Short list” of candidates developed
The Search Committee develops a “short list” to be interviewed and consults with the appropriate administrator and the SJSR regarding the list.
• The Search Committee may wish to identify a "reserve" pool of candidates at this time; these candidates would be available for secondary consideration after the first round of interviews is complete.
• If candidates withdraw from the search, the candidate should provide written notification. If written notification is not available, complete documentation of the withdrawal should be done.
8. Pool of finalists determined
Telephone or video interviews may be held with the “short list” of candidates to determine the pool of finalists.
• Refer to number 4, page 22, for information on interviewing protocol.
• Approval must be requested if using a written interview.
G. INTERVIEW GUIDELINES FOR ON-CAMPUS
1. On-campus interviewers determined
The Search Committee identifies individuals, groups, and external constituencies to be included in the on-campus interview process.
• Depending on the scope and nature of the search, the committee should consider including some or all of the following individuals and groups in the interview process:
* Students and/or representatives of student government
* Faculty members and/or representatives of the Faculty Senate
* Staff members and/or representatives of the Staff Council
* Chairpersons
* Directors
* Deans
* Vice Presidents
* Provost
* President
*Visiting Committees and other appropriate external constituencies
* Social Justice Officials
* Representatives of other key campus groups, as appropriate
* Human Resources (Benefits)
2. Interviewers receive interview evaluation form
The Search Committee develops a written interview evaluation form in conjunction with the SJSR to be distributed to all interviewers prior to the actual interviews.
3. The Search Committee invites candidates to campus for interviews.
• The Chairperson of the Search Committee should contact each candidate to extend the formal invitation for an interview.
• Ideally at least three (3) candidates should be interviewed.
• Depending on the number of persons or groups with whom the candidate(s) will meet, the on-campus interviews may be up to two days in length.
• As soon as the schedules for interviews are finalized, the candidates should be contacted to discuss the format for the interviews, make appropriate travel and hotel arrangements, discuss reimbursement guidelines, and make a general offer of assistance to coordinate the visit to Montgomery.
• Candidates should be asked at this time if they require any accommodation to facilitate the interview process.
• Written itineraries, relevant travel materials, and reimbursement forms should be sent to the candidates immediately.
• Communication with the candidates should include information about the WVU Tech web site.
4. The SJSR reviews interviewing “Do’s and Don’ts” with the committee.
Interviewers should be aware that the West Virginia Human Rights Commission and University policy specifically forbids pre-employment inquiries that express, "directly or indirectly," a limitation, specification, or discrimination as to age, ancestry, color, disability, marital status, national origin, race, religion, sex, sexual orientation, or veteran status. Questions regarding health, maternity status or citizenship may be inappropriate as well. However, candidates may be asked if they are legally eligible to work at WVU Tech by the anticipated start date.
Appendix L presents a document entitled Do's and Don'ts for Interviewing Job Applicants that should assist interviewers in making appropriate pre-employment inquiries.
It is recommended that the search committee in consultation with the SJSR develop a list of questions which will be consistently used as the basis for interviews.
5. On-campus interviews are held.
Several basic guidelines should be followed in all on-campus interviews:
• A member of the Search Committee or an appropriate designated staff person should be available to escort the candidates to and from all interviews, meetings, social activities, and travel stations.
• In the actual interview session, the designated escort(s) should introduce each candidate and, where practical, the interviewers.
• Copies of the candidate's resume and the interview evaluation form should be distributed to all interviewers before the interview.
• The candidate may be asked to make brief introductory remarks on general topics such as his/her reason for applying for the position, qualifications, and relevant experience. This general introduction may be followed by a question-and-answer session and finally by an invitation for the candidate to make concluding remarks. (NOTE: It may not be necessary or advisable to develop a rigid format for individual one-on-one interviews.)
• Campus and community tours and social activities are an important component of the on-campus interview process.
6. Senior Administrator interviews candidates
A Senior Administrator in the Provost’s Office must interview candidates for senior rank or immediate tenure.
• Any candidate for appointment at the rank of Associate Professor or Professor, or a faculty position that involves the immediate award of tenure, must be interviewed by the Provost or President.
• Any candidate for a faculty position which involves resource commitments beyond those which a College or School can provide for "start up" equipment and/or research laboratories must be interviewed by the Provost or President.
H. FINAL CANDIDATES AND OFFERS OF EMPLOYMENT
1. Search Committee meets immediately after interviews
The Search Committee should plan to meet as soon as possible after the completion of the final interview so that their report to the appropriate administrator is submitted in an expeditious manner.
2. Search Committee submits report to administrator
The Search Committee submits to the appropriate administrator a written report containing the strengths and weaknesses of each of the final candidates (all those candidates who were interviewed).
• The Search Committee should keep notes on all decisions made regarding candidates.
• The West Virginia University Institute of Technology Affirmative Action Plan specifies that when candidates are assessed to be substantially equally qualified for a position, a member of a protected class should be given preference as long as underutilization exists. If members of two protected classes are substantially equally qualified for the position, the member of the more underutilized class should be given preference.
3. The appropriate administrator selects a final candidate.
If the administrator considers none of the candidates acceptable, he or she may ask the Search Committee to consider the reserve pool of candidates.
4. Search and Selection Activity Report completed
The Committee Chair and the SJSR work together to complete the “Search and Selection Activities Report” form.
A copy of the “Search and Selection Activities Report Form” is available on the Social Justice web site.
5. Submission of the Search and Selection Activities Report and the Draft Offer Letter –
Searches for Faculty or FEAPS:
The Search and Selection Activities Report is submitted to the Office of the VP for Academic Affairs along with the draft appointment letter. The form will then be forwarded to the Social Justice office, where it is accepted or rejected.
Non-classified Searches:
• Before the employment offer is extended, the salary to be offered must be approved by the Department of Human Resources based on relevant market and internal equity considerations. Departmental or Hiring Authority exceptions and challenges to the recommendations made by the Classification and Compensation Unit may be requested through the appropriate President, Vice President, or Executive Officer.
• An offer letter is submitted to the appropriate WVU Tech Campus President, or their designee;
• The Search and Selection Activity Report Form is then forwarded to the Social Justice Office and returned as accepted or rejected.
6. No offers extended prior to approval
All Searches: No verbal or written offer can be made until the letter is approved and the Search and Selection Activity Report is approved by the Social Justice Office.
• Annotated sample offer letters for faculty positions may be found on the Social Justice web site.
• The sample offer letters may be modified as appropriate for non-classified positions.
7. Hiring officer notifies the selected candidate
Upon approval of the appointment letter and acceptance of the Search and Selection Activity Report by the Social Justice Office, the appropriate hiring authority notifies the selected candidate.
8. If the offer is rejected
• Should the candidate reject the offer, the hiring unit immediately notifies Social Justice and the Human Resources Classification & Compensation Unit
• The position may be offered to the next candidate by following the procedures outlined in Steps 3 through 7 in this section.
• It is not necessary to resubmit all of the same documentation to Social Justice but a new Search and Selection Activity Report is required.
9. Internal Searches
For internal searches for Chairpersons, Assistant, and Associate Deans, refer to the Social Justice web site.
I. CLOSING THE SEARCH
1. Remaining candidates notified
The Search Committee notifies all remaining candidates of the selection of an individual to fill the position.
2. Search files closed
The search files are closed and the files are kept for at least 3 years from the date of appointment.
• All documentation, records and reports relating to the search process, including records of all written and verbal contact with applicants, must be retained for a minimum of three years, and usually are kept in the "hiring" unit.
J. INITIAL PROCESSING REQUIREMENTS FOR NEW EMPLOYEES
Note: All candidates must meet immigration/work eligibility requirements before they are allowed to begin work for WVU Tech or to be put on payroll.
1. Appropriate forms submitted
The hiring unit forwards the Assignment/Salary Administration Form to the Payroll Department with a copy of the acceptance letter and Search and Selection Activities Report. This form should include the position title and the Oracle position number established for the position as noted in the documents returned electronically by the HR Classification & Compensation Unit to the department. Without these attachments, the Assignment/Salary Administration Form will not be processed.
2. Scheduling occurs
Upon receipt of the salary administration web form in HR, the Employee Data Services (EDS) team from Finance will schedule:
1) a processing date for the employee, and
2) a benefits orientation session (if the employee is benefits-eligible) within the first month of employment.
3. Required training attended
All new employees must attend a New Employee Orientation workshop which includes a session on Sexual Harassment Awareness.
K. ADVANCEMENT AND FUTURE SALARY ADJUSTMENTS
The WVU Tech Campus President or their designee must approve any future salary adjustment, other than that which is a part of a regular University adjustment program.
Current WVU Tech employees may advance in one of the following ways:
1. Application for promotion on a traditional career ladder
An employee may apply for promotion to the next highest rank such as from Assistant Professor to Associate Professor or Associate Professor to Professor. More information on the faculty promotion and tenure process is available on the Provost’s web site at:
http://www.wvu.edu/~acadaff/fpo/promotion_tenure.htm.
2. Application for promotion or transfer through a competitive search
A current WVU Tech employee may apply for a new or vacant position and competes against other internal and/or external candidates.
3. Position Review
A department may request that HR Classification & Compensation review the position. If this review indicates a significant change:
Note: None of these three processes guarantees that the employee will advance. Rather they are opportunities for the employee to receive consideration for advancement.