Gonna CLA Tenure / Tenure-Track (Regular) Faculty
Search Procedures Checklist
May 24, 2012
_____ Dean authorizes Department Head to conduct search for tenure / tenure track position.
_____ Department Head submits via email, ccing mlarso10, possible names of diverse search committee members to
Dean. Dean appoints Search Committee emphasizing diversity as a core value. (All tenure and tenure-track
search committees must have at least five members.)
_____ Search Committee consults with UMD OEO regarding: search process, diversity targets, department
affirmative action goals, advertising sources and recruitment strategies.
_____ Search Committee consults with UMD Academic HR regarding: required search procedures, position
description, selection criteria and recruitment strategies.
_____ Search Committee, along with staff supporting the search:
1. Review the Equity and Diversity in the Search Process Toolkit website at:
https://diversity.umn.edu/eoaa/searchprocesstoolkit
2. Review the four EOAA videos found in Toolkit at first search committee meeting; keeping in mind
diversity is a core value at UMD. A list of attendees and the date of the videos were reviewed is
maintained in the search file.
3. Discuss and sign the confidentiality form.
_____ Search Committee in consultation with the Dean and Department Head prepares position description, search
plan, selection criteria, and ad copy utilizing consistent language in all documents. Position description and
associated documents are subject to approval by Department Head and Dean.
_____ Create on-line requisition via On-Line Employment System
Requisition Requirements:
 Resume/Curriculum Vitae and Cover Letter/Letter of Intent MUST be attached by applicant
 Position Description and/or Ad Copy and Selection Criteria [see template for abbreviated ad and
pointer ad guidelines] are pasted into Notes/History section of requisition. (Each in its own note;
max character count [with spaces] 1175.)
 Activate Guest User (enables committee members to view applicants on line)
 Indicate by adding a note the date the Search Committee has consulted with UMD OEO
 Indicate by adding a note the date the Search Committee has consulted with UMD Academic HR
Routing: HR Pro (for VCAA review and initial collegiate review), Department Head, Dean/VP, HR Pro
(VCAA), Employment Team. HR Pro returns to hiring authority for suggested revisions. The hiring authority
will not receive an email message when a requisition is returned. They will need to go into the system
periodically and check the status to see if further action is required. If editing is required, make the revisions
and restart the routing process with department head.
_____ Once requisition is fully approved and posted on line, advertise the position per the search plan. (Be sure to
retain copies of all ads in the search file.)
_____ Email your ad to Molly Larson for free posting to Higher Ed jobs.com (if you desire)
_____ At least 30 days after the published print ad, Search Committee reviews applications via
On-Line Employment System using criteria established for this position. (Log in using Guest User Name
and password provided.) Search Committee determines which candidates meet criteria and are to be referred
for pool inclusion.
_____ Search Committee Chair submits applicant interview pool recommendation*:
 Send an email memo to Department Head with the list of UNRANKED applicants referred for pool
inclusion, along with reason(s), based on selection criteria, for non-selection of qualified minority
and/or female applicants. Minority and/or female applicants can be obtained through the On-Line
Employment System via the “Get Reports List” (EEO summary).
 Print Department Head approval email and route it along with the justification for non-selection by the
Dean (showing Department Head approval). This should be done via hard copies, not email.
*Interview Pool Recommendation: include any applicants that are a "maybe", not necessarily just
those you will be interviewing by telephone and/or campus visit. Just because they are in the
interview pool does NOT mean you have to interview them.
_____ Once pool is approved, update applicants’ status via On-Line Employment System. (either “referred for
further review” or “not hired”)
See Appendix E of Employment System User Guide for Hiring Authorities
http://www1.umn.edu/ohr/hrpros/userguide/appendixe.html
_____ With authorization from the Dean, the Search Committee conducts interviews, telephone or on-campus.
_____ Once interviews are complete, update applicants’ status to “interviewed.”
_____ Complete the Hiring Certification Form
http://www.d.umn.edu/umdhr/Forms/hirecert.pdf
_____ Search Committee Chair submits the Hiring Recommendation Form and the Hiring Certification Form to
the Department Head for signature.
_____ Department Head routes the Hiring Recommendation Form and the Hiring Certification Form to the Dean for
signature.
_____ Dean’s office submits the Search Committee recommendation for hire, along with the vita of the candidate
and the Hiring Certification form, to VCAA for approval.
_____ Dean or designee makes position offer to approved candidate.
_____ Once a verbal acceptance is obtained, update applicant status to “offer made” via On-Line Employment
System
See Appendix E of Employment System User Guide for Hiring Authorities
http://www1.umn.edu/ohr/hrpros/userguide/appendixe.html
_____ Dean’s office sends out the official letter of offer and appropriate hiring documents.
_____ Notify interviewed, but not selected candidates that the position has been filled.
_____ Update remaining applicants to “not hired.”
_____ Close the search. Once candidate accepts the offer in writing, change the status to “offer accepted/hired” and
send an email to academhr@d.umn.edu asking to remove the posting from the web. When the status of the
posting has changed to “removed from web”, the HR Pro will be able to designate the position as filled and the
posting will be removed from Active postings. Closed requisitions are then found under Historical postings.
_____ Dean’s office submits Empl ID request form to VCAA to obtain the Empl ID of candidate.
_____ VCAA emails Dean’s Office the Empl ID of candidate.
_____ Dean’s office processes necessary hiring and payroll forms.