Faculty Handbook

Procedures for Adding or Refilling Any Unclassified Faculty Position

Overview of Process

  1. Approval to Add or Refill a Position and to Advertise for a Position - The department (or Unit) should contact the Academic Dean to request a new or refill a faculty position.  The Dean will initiate the appropriate steps noted in the below Position Action Form Procedures.
  2. Development of Procedure for Recruitment - Upon approval of the Position Action Form, the Department (or Unit) must meet with the Executive Assistant to the President/Chief Diversity Officer to develop a recruitment plan.
  3. Screening of Candidates and Selection of Interviewees - The Department (or Unit) and/or Search Committee shall review candidate application materials to determine those candidates to be interviewed.
  4. Affirmative Action Approval - Upon selection of principal candidates, the Department (or Unit) or Search Committee Chair shall meet with the Executive Assistant to the President/Chief Diversity Officer to verify the proper selection of principle candidates prior to invitation for interview.
  5. Selection of Final Candidate - Upon successful completion of the recruitment process, the Department (or Unit) or Search Committee Chair, in consultation with the Dean, shall make their recommendations and obtain the approval of the Executive Assistant to the President/Chief Diversity Officer. The Academic Dean will consult with the Associate Vice President for Human Resources for verification of starting salary and verbal offer of employment. 
  6. Background Check of Final Candidate - After the Provost/Vice President for Academic Affairs has approved the final candidate, the Associate Vice President for Human Resources will work with the Academic Dean or designee for the final offer of appointment and to arrange for the background check to be completed.
  7. Appointment Letter - Upon acceptance, the President in consultation with the Associate Vice President for Human Resources shall prepare an Appointment Letter.
  8. Finalization of Search Process  - The Department (or Unit) or Search Committee Chair shall finalize search materials and verify all candidate reimbursement forms, Affirmative Action forms, and other required documents are completed.

Detailed Recruitment Process

  1. Approval to Add or Refill Position and Advertise for Position
    Approval for adding or refilling an unclassified faculty position is initiated by the Chairperson of a Department or Head of a Unit before the end of the Spring Semester. A Justification and Position Description should be sent to the Dean who will then initiate the above Position Action Form procedures.
    1. Justification - For instructional departments - the request should detail the departmental need with both curricular and workload justification. For administrative, library, athletic or counselor areas - analysis of workload justification is sufficient.
    2. Position Description - All requests should contain a proposed position description for advertising and/or posting.  The Chairperson's request should be forwarded to the appropriate Academic Dean.  The Academic Deans shall make their recommendation to the Provost/Vice President for Academic Affairs sometime during the summer months (June, July, and August).  The Provost/Vice President for Academic Affairs shall make the final decision regarding position allocation.  Approval/disapproval of position allocation will be communicated by the Provost/Vice President for Academic Affairs, in consultation with the Associate Vice President for Human Resources, to the Academic Dean, and Chairperson or Unit Head, with appropriate instructions no later than September 1st.   Positions approved to be filled will be allocated for the following academic year, unless noted differently. 

    Note: Requests for refilling unexpected vacancies may be made as soon as they are known to the department or unit.
  2. Development of Procedure for Recruitment
    An Affirmative Action Recruitment and Hiring Plan must be developed jointly between the Chairperson or Unit Head and the Executive Assistant to the President/Chief Diversity Officer. Forms and format for the Affirmative Action Report, that must be submitted prior to formal interviews, will be reviewed in the Plan's development (see D. below).  Upon approval to advertise, Human Resources, in consultation with the Chairperson or Unit Head will finalize with the Executive Assistant to the President/Chief Diversity Officer a job description/position announcement and composition of the Search Committee. The President reserves the right to have representatives on all University Search Committees and/or to approve the membership of all such committees. Only minimum acceptable qualifications should be used in the job description. Recruitment sources will include present adjunct faculty, women, and minorities (the Executive Assistant to the President/Chief Diversity Officer shall provide information on sources for candidates), and advertising in appropriate publications.
  3. Screening of Candidates and Selection of Those to be Interviewed
    The screening of candidates should be carried out by a search committee according to a predetermined procedure of the department or unit. The Executive Assistant to the President/Chief Diversity Officer is available to help develop such procedures. Screening should be accomplished by the same search committee members to provide realistic comparison and to address each of the following consistently:
    1. Uniform Method - A uniform method to evaluate all candidates should be used, based only on appropriate job related qualifications. Differential criteria of competence are not to be applied to male and female candidates or to majority and minority candidates.
    2. In-person Questioning - Only those questions which elicit information of an individual's qualifications for employment are to be asked.

    Note: Strong consideration should be given by the search committee to having the Executive Assistant to the President/Chief Diversity Officer brief the committee at the onset of the search as to affirmative action and equal opportunity concerns.
  4. D. Affirmative Action Approval: Interviews of Principal Candidates
    1. Following the department or unit search and evaluation, one or several candidates may be chosen to be interviewed by the Academic Dean and Provost/Vice President for Academic Affairs. Once these principal candidates have been identified, each should be informed by the search committee chair to send an official transcript from the institution of their highest degree to the department or unit.
    2. Prior to the submission of the name(s) of the principal candidates(s) to the Academic Dean and the Provost/Vice President for Academic Affairs, the head of the search committee must submit the Affirmative Action Report to the Executive Assistant to the President/Chief Diversity Officer. This report includes:
      1. Applicant Data Chart - summary of the results of the search procedure
      2. Affirmation Action Data Sheet - distribution of candidates by minority status and gender
      3. All applications and resumes
      4. The basis and reason for final decisions on principal candidates, including the results of the examination of documents, academic credentials, and interviews.
    3. The Executive Assistant to the President/Chief Diversity Officer will review all information and notify the Provost/Vice President for Academic Affairs, Human Resources, and the head of the search committee that the report has been reviewed and accepted and that final interviews may be arranged. With this approval, the head of the search committee should assemble the following materials for each principal candidate and present them to the Dean or Director prior to the interview:
      1. Resume
      2. Official transcript (or unofficial transcript while official transcript is being requested).
    4. Following the Academic Dean's interview, the materials (resume and transcripts) will be provided to the Provost/Vice President for Academic Affairs for his/her review.  At the completion of the interviews of the principal candidates and after affirmative action approval has been received in writing, the Academic Dean will make a formal recommendation to Carolyn Lanier who, in turn, submits the approval in writing to Associate Vice President for Human Resources. The Associate Vice President will then prepare a salary proposal, which will be reviewed with the Department Chair, Academic Dean and the Provost prior to an offer being presented to the candidate.
  5. Letter Offering Position
    The Associate Vice President for Human Resources will make the offer of employment to the candidate stating terms and requesting the candidate's willingness to accept the appointment. Upon confirmation of all documents and credentials, via a formal background check, the appointment will be formally approved by the President.

Position Action Form Procedures

The Position Action Form (PAF) is used to either establish a new position or to initiate a recruitment process in order to fill a current vacancy.  The recruitment process cannot begin until the Human Resources Department receives a completed PAF.

Establishing a New Position

  • Prior to establishing a new position the appropriate Vice President will consult with the Vice President for Finance & Administration to determine if funding for the position exists.
  • After receiving this approval the appropriate Vice President will inform the Associate Vice President for Human Resources.
  • The Human Resources Department will then work with the department supervisor on identifying the appropriate job level for this position.  Unclassified positions (Management & Confidential, SUOAF, and AAUP) will be handled by the Associate Vice President for Human Resources and Classified positions (Clerical, Maintenance, & the Connecticut Police & Fire Union) will be handled by the Assistant Director of Human Resources – Recruitment.
  • Based on the information gathered from the Department Supervisor/Chair, the Assistant Director of Human Resources – Recruitment will complete a PAF and electronically distribute it to the Department Supervisor/Chair, Dean (if applicable), and the appropriate Vice President for their approval.  Electronic approvals will be sufficient.
  • Once the approvals have been received the Assistant Director of Human Resources – Recruitment will review, approve, and forward it to the Director of Financial Planning & Budgets and the Vice President for Finance & Administration for final approval.
  • Once the final approval has been received the Assistant Director of Human Resources – Recruitment will email a copy of the completed PAF to all signatory/approval individuals, as well as the Executive Assistant to the President/Chief Diversity Officer, informing them that they are authorized to begin the recruitment process.  If the position is within the SUOAF or Management & Confidential ranks it may require approval of a newly created job description from the Council on Employee Relations (CER) and/or SUOAF union leadership prior to beginning the recruitment process.
  • If, for some reason, the Vice President for Finance & Administration, in consultation with the appropriate Vice President, does not approve the PAF, within two (2) business days of the receipt of the PAF they will inform the Assistant Director of Human Resources – Recruitment of such who in turn will notify the Department Supervisor/Chair and Dean (if applicable).

Refilling a Current/Upcoming Vacancy

  • Once the Human Resources Department becomes aware of an upcoming position vacancy due to a resignation, retirement, etc., the Assistant Director of Human Resources – Recruitment will contact the Department Supervisor/Chair in order to assess their intentions with regards to refilling the position vacancy.
  • The Human Resources Department will then work with the department supervisor on identifying the appropriate job level for this position.  Unclassified positions (Management & Confidential, SUOAF, and AAUP) will be handled by the Associate Vice President for Human Resources and Classified positions (Clerical, Maintenance, & the Connecticut Police & Fire Union) will be handled by the Assistant Director of Human Resources – Recruitment.
  • Based on the information gathered from the Department Supervisor/Chair & the Assistant Director of Human Resources – Recruitment, the appropriate Vice President will consult with the Vice President for Finance & Administration to determine if funding for the position exists.
  • After receiving this confirmation, the appropriate Vice President will inform the Associate Vice President for Human Resources.
  • The Assistant Director of Human Resources – Recruitment will complete a PAF and electronically distribute it to the Department Supervisor/Chair, Dean (if applicable), and the appropriate Vice President for their approval.  Electronic approvals will be sufficient.
  • Once the approvals have been received the Assistant Director of Human Resources – Recruitment will review, approve, and forward it to the Director of Financial Planning & Budgets and the Vice President for Finance & Administration for final approval.
  • Once the final approval has been received the Assistant Director of Human Resources – Recruitment will email a copy of the completed PAF to all signatory/approval individuals, as well as the Executive Assistant to the President/Chief Diversity Officer, informing them that they are authorized to begin the recruitment process.  If the position is within the SUOAF or Management & Confidential ranks it may require approval of a newly created job description from the Council on Employee Relations (CER) and/or SUOAF union leadership prior to beginning the recruitment process.
  • If, for some reason, the Vice President for Finance & Administration, in consultation with the appropriate Vice President, does not approve the PAF, within two (2) business days of the receipt of the PAF they will inform the Assistant Director of Human Resources – Recruitment of such who in turn will notify the Department Supervisor/Chair and Dean (if applicable).

Form: Position Action Form

Rev. 8/00
Rev. 9/06
HR-Rev. 8/08

HR-Rev. 7/11

HR-Rev. 7/12

HR-Rev. 7/14

 


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