Faculty Hiring Guide
Non-Temporary Appointments
Including Procedures for Hiring
Academic Administrators
Office of Compliance and Equity Management
117 Gilchrist Hall
Campus Code-0028
Phone: (319) 273-2846
Fax: (319) 273-7045
www.uni.edu/equity
Revised 09/15
TABLE OF CONTENTS
Introduction ............................................................................................................................................ 3
Suggestions for Successful Recruitment ................................................................................................ 4
Recruitment Procedures: A Step-by-Step Guide .............................................................................. 5-13
Preparing for the Requisition Process .................................................................................................... 5
Search Requisition Authorization Form ....................................................................................... 5
Preliminary Review of Search Committee.................................................................................... 5
Recruitment Plan ........................................................................................................................ 5
Advertising Development ......................................................................................................... 6-9
Sample Ads.............................................................................................................................. 7-8
Requisition Creation ............................................................................................................... 9-10
Screening and Selecting Applicants for Interviews......................................................................... 10-11
Interviews ............................................................................................................................................. 11
Confidentiality ............................................................................................................................ 11
References ........................................................................................................................ 11
Search Committee Recommendation.................................................................................... .…. 11
Selection. ....................................................................................................................................... .…. 12
Employment Offer. ................................................................................................................... . 12
Background Check ...................................................................................................................... 12
Degree Verification ..................................................................................................................... 12
PAF ............................................................................................................................................. 12
Notification to Applicants Not Selected ....................................................................................... 13
Storage of Search Materials......................................................................................................... 13
Extending or Closing Searches .................................................................................................... 13
Appointment Status Types ................................................................................................................... 14
Overview of Faculty Recruitment Process .................................................................................... 15
Definitions of Racial/Ethnic Groups and Other Protected Classes ...................................................... 16
APPENDICES
A. Example of Email Directing Applicants to Jobs@UNI................……………………….……....... 17
B. Examples of Appointment Letters to Selected Candidate…………………………….….……......18-22
C. Selection Procedures: Department Heads……………………..………………………….…….....23-24
D. Selection Procedures: Deans…………………….…………………………………….….…….....25-26
2
INTRODUCTION
The Faculty Hiring Guide describes the recruitment and selection process for faculty and
academic administrators at the University of Northern Iowa. It offers step-by-step procedures
from advertisement placement until the offer has been accepted. The sections of this guide
describe the responsibilities of search committee members, interviewing information, and the
affirmative action process. For additional assistance please contact:
Julie Weatherly, Equal Opportunity Specialist
Office of Compliance & Equity Management
117 Gilchrist Hall-0028
Phone: (319) 273-2846
FAX: (319) 273-7045
Website: www.uni.edu/equity
Email: julie.weatherly@uni.edu
To further assist with the recruitment and selection process, the Hiring Toolkit is provided at
http://www.uni.edu/equity/hiring-toolkit and includes:
 Jobs@UNI step-by-step user guides
 Ad development guidance and sample advertisements
 Sample interview questions and rating forms
 Reference check information
3
SUGGESTIONS FOR SUCCESSFUL RECRUITMENT
The University of Northern Iowa is committed to recruiting and maintaining a roster of faculty
who will continue the University’s long standing tradition of excellence. This commitment
embraces not only the desirability of promoting high academic standards, but also seeks faculty
representation from persons of color, women, persons living with disabilities and veterans at a
pace beyond that which might otherwise occur. This, we believe, enriches the working
environment for faculty members and the learning experience for students.

Recruit on a year-round basis. The department should continuously maintain contacts which
may be used for recruitment purposes when an opening occurs.

Advertise positions in appropriate professional journals, newsletters, electronic mailing lists,
and registries specifically designed to attract minority and other protected class applicants.

Post a link from your department/college websites to Jobs@UNI (http://jobs.uni.edu).

Use local, regional and/or national media for advertising positions.

Contact academic departments that offer doctoral or terminal degrees and who may have
candidates eligible for consideration.

Request that each member of your department and college assist in searching for minority
and women applicants.

Solicit assistance from professional organizations and colleagues for identifying minority and
women applicants.

Attend professional meetings which may assist in establishing contacts with potential
applicants for your department.

Contact minority and other protected class individuals who are referred to your department as
potential applicants even if a position is not currently available.

Maintain a record of applicants who are well qualified but not selected in previous searches.

Contact persons of color and women currently holding positions in research institutions,
industry, government, etc.

Maintain a current departmental mailing list of potential applicants.
4
RECRUITMENT PROCEDURES: A STEP-BY-STEP GUIDE
When a vacancy occurs within a department (resignation, retirement, promotion, etc.) a
requisition should be prepared using the Jobs@UNI system to request permission to fill the
position.
This Faculty Hiring Guide will provide information on the following:
 Requisition process
 Advertisement development
 Screening applications and interview selection process
 Selection and employment offer process
 Conclusion of search
Although the department heads are involved in conducting portions of the employment process,
the deans remain accountable for the entire search process.
Prior to beginning the requisition process, the following steps may be necessary:
 SEARCH REQUISITION AUTHORIZATION FORM
If preparing a request in Jobs@UNI for the first time, the Search Requisition Preparer
Authorization Form will need to be completed and submitted to Human Resource Services
(HRS) (http://uni.edu/hrs/sites/uni.edu.hrs/files/documents/jobs_authorization.pdf).
Notification will be emailed once the form has been received and you have been granted the
necessary access to the system.

PRELIMINARY REVIEW OF SEARCH COMMITTEE
A search committee can be drafted by the department head and/or the dean, and emailed to
the Office of Compliance and Equity Management (OCEM) for preliminary review if
desired. If a committee typically meets to discuss the details of the position and to develop
advertisement language, then it is necessary to request a preliminary review. If the
committee will meet after the requisition has been entered/approved in Jobs@UNI system,
then the committee will be reviewed at the time the requisition is approved.
Committees should reflect the diversity of our campus community and include, when
possible, minority representation from members of protected classes. The membership of the
search committee should not be announced until approval has been secured from OCEM.
1. RECRUITMENT PLAN
A recruitment plan should be determined by the department head, in consultation with the dean
and OCEM as necessary. All proposed sources that will be utilized to advertise the vacancy (i.e.
print ads, internet advertising, electronic mailing lists) will need to be entered in the Recruiting
Resources section during the requisition creation process. Once the requisition is submitted for
approval, the sources will be reviewed and approved by the dean, provost and OCEM.
Information on advertising locations and resources may be found here:
http://www.uni.edu/equity/advertising-locations-and-resources.
5
2. ADVERTISING DEVELOPMENT
Ad copy should be developed and submitted to the Office of Compliance and Equity
Management for review (a position announcement is no longer needed). Please allow at least
two working days for review of advertisement drafts. Responsibility for placing and funding
advertisements resides with the department head and/or dean. Discounted ad packages have
been purchased for several frequently used publications. Contact the Employment Manager in
HRS for more information regarding discounted ad opportunities.
External ads cannot be placed until approved by OCEM. All versions that will be used must
receive approval. Approval to advertise will be given by OCEM at the same time the position
has received approval in the Jobs@UNI system.
ADVERTISING COPY
Various versions may be prepared to meet the posting requirements of ad locations. The ad copy
is to include:
1.
The UNI logo. The official logo is to appear in all display ads and in all newspapers. To
obtain a logo, contact University Relations.
2.
The position’s University-approved title.
3.
Rank.
4.
Department.
5.
Responsibilities of the position.
6.
A brief description of the University and community, if desired. Please use the
standard descriptions of UNI and Cedar Falls available at
http://www.uni.edu/equity/description-uni-use-recruitment and
http://www.uni.edu/equity/description-cedar-falls-use-recruitment.
7.
The minimum required qualifications of the position.
8.
The following statement regarding background checks: “Pre-employment background
checks are required.”
9.
The following statement regarding application procedure to direct applicants to the
Jobs@UNI website: “To apply, visit http://jobs.uni.edu.”
10.
The following statement regarding timeline for applications: "Applications received by
date (a minimum of 10 working days) will be given full consideration."
11.
Specific ways the applicant may find out more information about the position including
the departmental website and search chair’s contact information.
The following Equal Opportunity/Affirmative Action statement is to be included in
ALL ads:
12.
6
UNI actively seeks to enhance diversity and is an Equal Opportunity/Affirmative Action
employer. The University encourages applications from persons of color, women,
individuals living with disabilities, and protected veterans. All qualified applicants will
receive consideration for employment without regard to age, color, creed, disability,
gender identity, national origin, race, religion, sex, sexual orientation, protected veteran
status, or any other basis protected by federal and/or state law.
The following smoke-free campus statement in italics and at the end of the ad: “UNI is
a smoke-free campus.”
______________________________________________________________________________
13.
Sample Ad
Assistant/Associate Professor
Department of Management
A tenure-track position as Assistant/Associate Professor of Management is available August 2016. The successful
candidate’s primary teaching responsibilities will be to teach leadership or project management courses to
undergraduate students enrolled in a new program that develops leadership skills through experiential and other
innovative learning activities. The successful candidate will also be able to contribute to one or more of the
traditional management areas such as organizational analysis & organizational behavior, human resources,
operations, supply chain, or strategy. Applicants who seek a balance in teaching/research responsibilities will find a
collegial work environment at UNI. Rank dependent on qualifications and experience. Required qualifications
include a Ph.D. in Management or a related business field. ABDs in Management or a related field with evidence of
degree completion by August 2016 will be considered. A record of excellence in teaching; demonstrated ability to
produce publishable research in business-related journals; and demonstrated organizational, communication and
interpersonal skills are also required. Active participation in appropriate professional associations is preferred. Visit
http://www.cba.uni.edu/management for additional information. Pre-employment background checks are required.
To apply, visit http://jobs.uni.edu. Applications received by September 1, 2015 will be given full consideration.
For more information, contact Dr. Atul Mitra, Professor of Management, at Atul.Mitra@uni.edu or by phone at
(319) 273-XXXX. UNI actively seeks to enhance diversity and is an Equal Opportunity/Affirmative Action
employer. The University encourages applications from persons of color, women, individuals living with
disabilities, and protected veterans. All qualified applicants will receive consideration for employment without
regard to age, color, creed, disability, gender identity, national origin, race, religion, sex, sexual orientation,
protected veteran status, or any other basis protected by federal and/or state law.
UNI is a smoke-free campus.
________________________________________________________________________
7
Abbreviated print ads may be used as a component of the overall advertising plan when
advertising in professional journals such as the Chronicle of Higher Education, Diverse Issues in
Higher Education, etc. Below are examples of abbreviated ads.
Assistant Professor
Department Name
Instructor
Department Name
The University of Northern Iowa seeks a tenure-track
Assistant Professor beginning August 2016.
Doctorate degree in (specify area) required. ABDs in
(specify degree area) will be considered with
evidence of degree completion by August 2016. For
details call (319) 273-XXXX or go to
http://jobs.uni.edu. Pre-employment background
checks are required. Applications received by “date”
will be given full consideration. UNI actively seeks
to enhance diversity and is an Equal
Opportunity/Affirmative Action employer. The
University encourages applications from persons of
color, women, individuals living with disabilities, and
protected veterans. All qualified applicants will
receive consideration for employment without regard
to age, color, creed, disability, gender identity,
national origin, race, religion, sex, sexual orientation,
protected veteran status, or any other basis protected
by federal and/or state law.
The University of Northern Iowa seeks an Instructor for a
term appointment beginning August 2016. Earned master’s
degree in (specify degree area) required. For details call
(319) 273-XXXX or go to http://jobs.uni.edu. Preemployment background checks are required. Applications
received by “date” will be given full consideration. UNI
actively seeks to enhance diversity and is an Equal
Opportunity/Affirmative Action employer. The University
encourages applications from persons of color, women,
individuals living with disabilities, and protected
veterans. All qualified applicants will receive consideration
for employment without regard to age, color, creed,
disability, gender identity, national origin, race, religion, sex,
sexual orientation, protected veteran status, or any other basis
protected by federal and/or state law.
UNI is a smoke-free campus.
UNI is a smoke-free campus.
8
The abbreviated ad is to include:
1. The UNI logo.
2. The position's University-approved title.
3. Rank.
4. Department.
5. The minimum required qualifications of the position. If minimum requirements cannot
be included in entirety, requirements should NOT be listed and instructions on where to
find requirements should be included instead. Example: “For qualifications, as well as
application information, please visit http://jobs.uni.edu.”
6. The following statement regarding timeline for applications: "Applications received by
date (a minimum of 10 working days) will be given full consideration." Statement on
where to find timeline may be used instead (see #5 example above).
7. Specific ways the applicant may find out more information about the position including
the Jobs@UNI website. Search chair’s contact information optional.
8. The following statement regarding background checks: “Pre-employment background
checks are required.”
9. The following Equal Opportunity/Affirmative Action statement is to be included in
ALL ads:
UNI actively seeks to enhance diversity and is an Equal Opportunity/Affirmative Action
employer. The University encourages applications from persons of color, women,
individuals living with disabilities, and protected veterans. All qualified applicants will
receive consideration for employment without regard to age, color, creed, disability,
gender identity, national origin, race, religion, sex, sexual orientation, protected veteran
status, or any other basis protected by federal and/or state law.
10. The following smoke-free campus statement in italics and at the end of the ad: “UNI is
a smoke-free campus.”
3. CREATE A REQUISITION USING JOBS@UNI
Once the search committee, recruitment plan, and ad copy have been drafted, the request may
be entered into the Jobs@UNI system by the department head or designee. Step-by-step
instructions for creating a faculty requisition using Jobs@UNI are found here:
http://uni.edu/equity/sites/default/files/requisition_preparer_guide_05.31.12_8.docx
9
If you have previously completed a requisition, use the Clone a Requisition feature to copy much
of a past requisition to use as a starting point. Step-by-step instructions for cloning a faculty
requisition are found here:
http://uni.edu/equity/sites/default/files/clone_requisition_guide_02.04.13_2.docx
If a preliminary review of the search committee was not requested prior to creating a requisition,
please note that the committee make-up will be reviewed by OCEM during the requisition
approval process. Proposed committees should reflect the diversity of our campus community
and include, when possible, minority representation from members of protected classes. Don’t
just rely on the regulars, but bring a variety and balance to the process – consider age, rank,
discipline, race, gender, students, staff, community members, etc. Once you have these people at
the table, hear them out. They may bring different, yet valuable points of view that would
otherwise go unheard. The membership composition of the search committee should not be
announced until final approval has been secured from OCEM.
After the requisition is created and approved, the position posting will be “live” on the
Jobs@UNI website. Applicants will then be able to view the position details and submit
application materials for the vacancy. At this time, departments may proceed with placing
external ads with the advertising sources that have been indicated in the requisition.
4. SCREENING AND SELECTING APPLICANTS FOR INTERVIEWS
The search committee will review the applications and select a pool of applicants for on-campus
interviews. Phone screening candidates to collect additional information prior to on-campus
interviews is a great way to assist the search committee in determining which candidates to
invite to campus and is strongly encouraged. OCEM approval is not needed prior to
conducting phone screens. Search chair and committee member step-by-step instructions for
reviewing application materials and selecting candidates for interview using Jobs@UNI are
found here: http://www.uni.edu/equity/hiring-toolkit.
If an applicant attempts to apply for a vacancy without using the Jobs@UNI system, please email
the applicant to notify them that they will not be considered unless he/she applies through the
online hiring system. A sample email directing applicants to Jobs@UNI can be found in
Appendix A
Before arrangements are made for on-campus interviews, the search chair is responsible for
submitting a Pre-Interview Report requesting approval to bring selected candidates to campus.
Once notification is received that the Pre-Interview Report has been approved, on-campus
interviews may be scheduled. Step-by-step instructions for creating a Pre-Interview Report are
found here: http://uni.edu/equity/sites/default/files/searchchairguide_100412_6.docx
If additional interviewees are proposed after the initial on-campus interview pool has been
approved by OCEM, the search chair must prepare a second Pre-Interview Report for approval.
Interviews must be held on-campus and the interviewee must physically be present for the
interview. Phone screening candidates to obtain additional information prior to on-campus
interviews is a great way to assist the search committee in determining which candidates to invite
10
to campus. However, phone screening, the use of Skype, etc. does not replace the need for
an on-campus interview.
Please allow at least two working days for OCEM to grant approval for the selected on-campus
interview pool.
5. INTERVIEWS
It is important to know the basic requirements of an effective hiring process. To assist you, the
Hiring Toolkit contains sample interview questions arranged by topic, an interview rating form,
and a link to the Iowa Workforce Development’s “Successful Interviewing Guide” for a list of
interview topics/questions that are viewed as discriminatory and should be avoided. Refer to
http://www.uni.edu/equity/hiring-toolkit for these resources.

CONFIDENTIALITY: All application documents submitted by an applicant or on behalf
of an applicant are considered confidential. Search-related materials should be shared only
with those directly involved with screening and selecting applicants for consideration until an
on-campus interview pool has been determined. At that time, limited information may be
released at the discretion of the Search Committee Chair and the Department Head. Faculty
or staff members whose family or close acquaintances are applicants are expected to refrain
from reviewing application materials. Applicants shall not have access to the Search
Committee deliberations, notes, or application materials.

REFERENCES: Several references should be contacted for each final applicant after
interviews have been conducted. References should be selected from the list provided by
the applicants and contacted either by phone or email. Documentation of the information
obtained from reference checks should be kept with the search file. Further information
regarding reference checking, including a sample reference check form can be found here:
http://www.uni.edu/equity/hiring-toolkit.
6. SEARCH COMMITTEE RECOMMENDATION
At the conclusion of the interview process, the search chair will prepare a Post-Interview
Report to provide the name(s) of the candidate(s) recommended for final selection to the
department head and dean. There is no established minimum or maximum number of candidates
that must be submitted, however all candidates found eligible after interviews should be
recommended. If only one candidate is recommended and that person is not approved by the
dean or declines the offer, then an entirely new search may need to be initiated. Although the
Post-Interview Report details are only entered by the chair, the candidate(s) recommended for
final selection represent what has been agreed upon by the committee as a whole. Step-by-step
instructions for creating a Post-Interview Report are found here:
http://uni.edu/equity/sites/default/files/searchchairguide_100412_6.docx
If a disagreement among committee member(s) occurs, the chair is to temporarily suspend the
search process immediately. The chairperson is to send a report describing the problem(s), as
well as all related materials to OCEM for review. OCEM will inform the chairperson of how to
proceed after the review.
11
7. SELECTION
After reviewing the search committee recommendations, the dean, in consultation with the
department head, shall select a candidate to be offered the position. The dean will prepare the
Search and Selection Summary and route it to the Executive Vice President and Provost for
review and approval. Step-by-step instructions for creating a Search and Selection Summary are
found here:
http://uni.edu/equity/sites/default/files/search_and_selection_summary_guide_100812_3.docx
8. EMPLOYMENT OFFER
A verbal employment offer may be made by the dean or designee once notification has been
received that the Search and Selection Summary has been approved by the Executive Vice
President and Provost. It must be made clear that the offer is contingent upon successful
completion of relevant background checks. If the offer is accepted, a letter of appointment
should be promptly sent to the candidate. All letters of offer must include a statement about
candidates providing documentation to verify their employment eligibility in the United States.
A sample appointment letter can be found in Appendix B. A copy of the signed acceptance letter
should be forwarded to OCEM.
A background check, degree verification and PAF should also be completed once an offer has
been accepted.
 BACKGROUND CHECK: Initiate the background check by emailing Human
Resource Services (HRS) at ps-employment@uni.edu with the name and email address of
the candidate and the departmental billing contact. HRS will report whether candidates
are “acceptable” or “unacceptable” to the appropriate hiring official. If the background
check is unacceptable, HRS will also notify the finalist in writing. Please refer to the
Policy for Conducting Pre-Employment Checks at http://www.uni.edu/policies/430 for
more information, and direct any questions regarding the background check policy to
HRS.
 DEGREE VERIFICATION: Initiate the degree verification process by instructing the
candidate to complete a Credential Release Form found here:
http://www.uni.edu/hrs/sites/uni.edu.hrs/files/documents/credential_release_form.pdf.
The candidate should then return the completed form to HRS, either in person, by fax:
(319) 273-2927, or by mail: UNI, Human Resource Services, 027 Gilchrist Hall, Cedar
Falls, IA 50614-0034. HRS will notify the appropriate hiring official once results are
obtained.
 PAF: Prepare a PAF to set up the new employee once notification of an acceptable
background check and degree verification has been received. Please ensure that funding
for the position has been made available in the appropriate account(s) to avoid delays.
If the selected candidate declines the verbal offer and more than one candidate has been
recommended by the committee for appointment, the dean may prepare a second Search and
Selection Summary and route it to the Executive Vice President and Provost for review and
approval so that a second offer may be made. When preparing the second Search and Selection
Summary, note in the “Other Comments” section the reason provided by the first candidate for
declining the position (if known).
12
9. NOTIFICATION TO APPLICANTS NOT SELECTED
Emails notifying applicants of their non-selection are to be sent by the search chair following a
signed acceptance letter and successful background check. Step-by-step instructions for
initiating the automated email process are found here:
http://uni.edu/equity/sites/default/files/initiating_email_notification_to_applicants_not_selected_
for_hire_11.01.12_1.docx
10. STORAGE OF SEARCH MATERIALS
Search related materials should be filed in the unit in which the search occurs for a period of
three years beginning with the date the position is filled. Records of searches that are under civil
rights review due to a filed complaint are to be retained indefinitely.
11. EXTENDING OR CLOSING SEARCHES

EXTENDING: OCEM should be contacted if a committee would like to consider extending
the full consideration date for a search. Extending a search allows the timeline for the receipt
of applications to remain open for an extended but specific timeframe. Advertisements for
extended searches are to be sent to OCEM for review and approval.

CLOSING: OCEM must be notified in writing when a decision is made to close a search.
Emails notifying applicants that a search has been closed are to be sent by the search chair.
Step-by-step instructions for initiating the automated email process are found here:
http://uni.edu/equity/sites/default/files/initiating_email_notification_to_applicants_not_select
ed_for_hire_11.01.12_1.docx
Also, the job posting should be removed from the Jobs@UNI site by following these
instructions (starting from the Faculty Search Committee Options homepage): Click on
Manage Search Advertising in the Administrative Tools section. Change the Ad End Date
to the previous day. In the Advertising Date Options section select Standard 14 Days or
Until End Date Above. Then click Edit Search.
13
APPOINTMENT STATUS TYPES
Descriptions and Recruitment Guidelines
Further information regarding appointment types can be found in the Master Agreement. A
brief description of each status is provided below:
Tenure Track – The initial appointment is probationary, which allows for the opportunity to meet
the requirements for tenure. Tenure track appointments require a search.
Renewable Term – The initial appointment is for a minimum of two years, with the first two
years of service considered probationary. After the initial two year appointment, reappointment
will be for one year at a time. Renewable term appointments are at the rank of instructor and
faculty do not earn tenure. Candidates must have earned a terminal degree in the field or be
recognized as having expertise by the search committee. The search process is consistent with
searches for tenure track positions. The number of renewable term appointments per College is
limited. See the Master Agreement for details.
Term – The appointment is for a minimum of two years and a maximum of four years. The
appointment expires as specified by the initial letter of appointment. When a term position
becomes vacant, a new search must be conducted. If the budget line for a term position changes
to probationary status, a full search must be conducted. Term appointments require a search.
Temporary – Full-Time, Part-Time or Emergency
Full-Time Temporary – The appointment is for one academic year, and may be renewed for
one additional year upon written request and approval from Compliance and Equity
Management. A full-time temporary appointment may not be continued beyond two
consecutive years. If the budget line for the temporary position changes to term or
probationary status, a new search must be conducted. Temporary appointments may be filled
by a search, but a search is not required. If advertising for the position is needed, a search
must be conducted.
Part-Time Temporary – The appointment is for one semester only and automatically
terminates at the expiration of the semester. Temporary appointments may be filled by a
search, but a search is not required. If advertising for the position is needed, a search must be
conducted.
Emergency Temporary – The appointment is made when circumstances require immediate
replacement of a faculty member, or when a vacancy occurs prior to the beginning of the fall
semester but not earlier than June 1. Emergency temporary appointments are not to exceed
one academic year. Emergency temporary appointments may be filled by a search, but a
search is not required. If advertising for the position is needed, a search must be conducted.
Tenure Eligible – The appointment may be used for searches involving academic administrators.
Clinical – The appointment is used in rare cases. Special permission must be obtained from the
provost prior to selecting this appointment type.
14
OVERVIEW OF FACULTY RECRUITMENT PROCESS
Jobs@UNI Action or Document:
Completed by:
Approved by:
Submitted via:
Requisition
Department Head or
designee
Department Head
Dean
EVP & Provost
OCEM
Jobs@UNI--requisition routed
through workflow for approval
Advertising Copy
Department Head,
Search Chair, or
designee
OCEM
Attached to requisition in
Jobs@UNI OR via email to
OCEM
Pre-Interview Report
Search Committee
Chair
Department Head
Dean
OCEM
Jobs@UNI--report routed
through workflow for approval
Post-Interview Report
Search Committee
Chair
___
Jobs@UNI--Post-Interview
Submission to Search
Administrator notifies Dean of
recommended candidate(s)
Dean or designee
Dean
EVP & Provost
Department Head
Jobs@UNI--summary routed
through workflow for approval
Search and Selection
Summary
Copies provided to:
OCEM
HRS
EVP & Provost
Department Head
Email HRS at
ps-employment@uni.edu with
the name and email address of
the candidate and the
departmental billing contact.
Ask candidate to complete the
Credential Release Form and
return to HRS.
Dean, with signature
from Offered Candidate
___
Department Head,
Search Chair, or
designee
___
Notification to Applicants Not
Selected
Search Chair or
designee
___
Jobs@UNI--notification initiated
using the Applicant
Communication Center
Close Requisition
Search Chair or
designee
___
Jobs@UNI--conclude search
process by clicking Close
Requisition
Letter of Offer with Signed
Acceptance
Pre-Employment Background
Check/Degree Verification
(see Policy 4.30)
15
DEFINITIONS OF RACIAL/ETHNIC GROUPS AND
OTHER PROTECTED CLASSES
RACE AND ETHNIC GROUPS
Multi-Racial
Any combination of the following:
American Indian or Alaska Native

Person who has origins in any of the original peoples of North and South America (including Central
America), and who maintains tribal affiliation or community attachment.
Asian

Person who has origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the
Philippine Islands, Thailand, and Vietnam.
Black or African-American

Person who has origins in any of the black racial groups of Africa. Terms such as "Haitian" can be
used in addition to "Black or African American."
Hispanic or Latino

Person who has origins in Cuba, Mexico, Puerto Rico, South or Central America, or other Spanish
cultures, regardless of race. The term "Spanish origin" can be used in addition to "Hispanic or Latino."
Native Hawaiian or Other Pacific Islander

Person who has origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.
White

Person who has origins in any of the original peoples of Europe, the Middle East, or North Africa.
OTHER PROTECTED GROUPS
Women
Person with Disabilities

Person who has a physical or mental impairment that substantially limits one or more major life
activities; has a record of such an impairment; or is regarded as having such an impairment. (EEOC)
Age

Applicants and employees 40 years of age and older are protected from discrimination on the basis of
age in hiring, promotion, discharge, compensation, terms, conditions, or privileges of employment. In Iowa,
the age is 18. (EEOC)
Protected Veterans
(Definitions provided by the US Department of Education, unless otherwise noted)
16
APPENDIX A
EXAMPLE EMAIL DIRECTING APPLICANT TO JOBS@UNI
To:
Subject: Application Process
Thank you for your interest in employment at the University of Northern Iowa (UNI). In order
to be considered for the position of _____________ in the Department of _____________, it is
necessary that you apply for the position through our online hiring system. Please click here to
begin the application process for this position: http://jobs.uni.edu/faculty/view/(requisition
number). If you require assistance with the online application process, please use the “Contact
Us” link found on the Login page. Best wishes as you pursue future career opportunities and
thanks again for your interest in UNI.
Sincerely,
Name
Department
17
APPENDIX B-1
EXAMPLE OF APPOINTMENT LETTER--TENURE-TRACK
(To be sent by the Dean on letterhead)
[Date]
[Name]
[Address]
[City, State, Zip]
Dear [Name]
I am pleased to offer you the position of Assistant Professor of [Insert Title] at the University of Northern Iowa
on the recommendation of the Department of [Department] and the approval of Provost Jim Wohlpart.
The appointment as Assistant Professor, effective at the start of the 2016-2017 fall semester, is a probationary
tenure-track appointment with a starting 2016-2017 academic year salary of $[Salary]. In addition to the
salary, the University will make the appropriate payments to Social Security, retirement, life insurance,
disability insurance, and health and dental insurance programs in accordance with University regulations
governing your employment. Enclosed is an information sheet from UNI Human Resource Services which
gives you further information about this as well as information regarding beginning your employment here.
You will be reimbursed up to [$Dollar Amount] in moving expenses in accordance with the university moving
expense policy.
College specific paragraph about summer teaching.
College-specific paragraph about start-up funds and equipment, including statement about purchasing
before the end of the fiscal year if appropriate. Please include the following statement: In addition, all
equipment purchased with these funds is the property of the university and will remain with the
university at such time your employment with the university ends.
Any other college-specific information.
As an assistant professor, your primary duties and responsibilities will be teaching, service and research.
Teaching Assignments in the College of [College Name] may be both on and off campus, in courses offered
through the electronic medium or by other means of delivery. It may be necessary, of course, to modify your
assignment due to changing conditions within the College of [College Name].
The fall semester begins on August XX, 20XX. As a new probationary tenure-track faculty member, you are
expected to attend New Faculty Orientation (information enclosed) which will be held on August XX-XX and
the Fall Faculty Workshop on August XX. Classes begin on Monday, August XX.
Let me note that this offer of employment is contingent on your providing proof of your eligibility to work in
the United States and upon satisfactory completion of a pre-employment background check.
If these conditions of appointment are acceptable to you, please indicate your acceptance of this offer by signing
below and returning to the Dean’s Office by [Date] (within 10 days). A University ID (UID) number is also needed
to begin employment at UNI. To establish your UID, please go to www.uni.edu/newhire and follow the instructions
18
provided. Enter your new UID number after your signature below. If you have questions about the UID and CatID
creation process, call (319) 273-2422.
If you have questions about the offer, please feel free to contact either me or your department head. I look forward to
receiving your acceptance and to the many fine contributions you will make to the University of Northern Iowa.
Sincerely,
[Dean’s Name]
[Title]
Cc: Department Head
Provost
Compliance and Equity Management
___________________________________________
Your signature
___________
Date
_____________________
University ID#
[Name]
Enclosures:
Departmental Information about your Appointment
HR Information about benefits and starting employment at UNI
Information regarding New Faculty Orientation and the Fall Faculty Workshop
19
APPENDIX B-2
EXAMPLE OF APPOINTMENT LETTER—TERM
(To be sent by the Dean on letterhead)
[Date]
[Name]
[Address]
[City, State, Zip]
Dear [Name]
I am pleased to offer you the position of Instructor of [Title] at the University of Northern Iowa on the
recommendation of the Department of [Department] and the approval of Provost Jim Wohlpart.
This is a term appointment with a term of [Number] years which will begin on August XX, 20XX and end on
[Date].Your salary for 2016-2017 will be [Salary].
In addition to the salary, the University will make the appropriate payments to Social Security, retirement, life
insurance, disability insurance, and health and dental insurance programs in accordance with University regulations
governing your employment. Enclosed is an information sheet from UNI Human Resources which gives you
further information about this as well as information regarding beginning your employment here.
Optional Sentence: Enclosed is a memorandum from your department head, [Name], which gives you specific
information about your responsibilities. Evaluation procedures regarding full-time faculty are available in the
2013-2015 Master Agreement, http://www.uni.edu/vpaa/13-15facultycontract/index.shtml (specifically in Article 3),
and in the department’s evaluation procedures. You should consult with your department head regarding these
procedures.
The fall semester begins on August XX, 20XX. As a new faculty member, you are expected to attend New Faculty
Orientation (information enclosed) which will be held on August XX-XX and the Fall Faculty Workshop on August
XX. Classes begin on Monday, August XX.
Let me note that this offer of employment is contingent on your providing proof of your eligibility to work in the
United States, and upon satisfactory completion of a pre-employment background check.
If these conditions of appointment are acceptable to you, please indicate your acceptance of this offer by signing below
and returning to the Dean’s Office by [Date]. A University ID (UID) number is also needed to begin employment at UNI.
To establish your UID, please go to www.uni.edu/newhire and follow the instructions provided. Enter your new UID
number after your signature below. If you have questions about the UID and CatID creation process, call (319) 273-2422.
Sincerely,
[Dean’s Name]
[Title]
Cc: Department Head
Provost
Compliance and Equity Management
_________________________________________
___________
Your signature
Date
[Name]
Enclosures:
Departmental Information about your Appointment
HR Information about Starting Employment at UNI
Information regarding New Faculty Orientation and the Fall Faculty Workshop
20
_____________________
University ID#
APPENDIX B-3
EXAMPLE OF APPOINTMENT LETTER—RENEWABLE TERM
(To be sent by the Dean on letterhead)
[Date]
[Name]
[Address]
[City, State, Zip]
Dear [Name]
I am pleased to offer you the position of Instructor of [Course Title] at the University of Northern Iowa on the
recommendation of the Department of [Department] and the approval of Provost Jim Wohlpart.
This is a renewable term appointment with an initial term of two years which will begin on August XX, 20XX and
end on June XX, 20XX. Thereafter, reappointment will be for one year at a time, following assessment and
evaluation procedures from the Master Agreement (see below).
Your salary for 2016-2017 will be [Salary]. In addition to the salary, the University will make the appropriate
payments to Social Security, retirement, life insurance, disability insurance, and health and dental insurance
programs in accordance with University regulations governing your employment. Enclosed is an information sheet
from UNI Human Resources which gives you further information about this as well as information regarding
beginning your employment here.
Optional Sentence: Enclosed is a memorandum from your department head, [Department Head Name], which gives
you specific information about your responsibilities; teaching is your primary activity. Reappointment after two
years will be subject to a satisfactory performance evaluation by the departmental PAC and University
Administration. Evaluation procedures regarding full-time faculty are available in the 2013-2015 Master
Agreement, http://www.uni.edu/vpaa/13-15facultycontract/index.shtml (specifically in Article 3), and in the
department’s evaluation procedures.
The fall semester begins on August XX, 20 XX. As a new faculty member, you are expected to attend New Faculty
Orientation (information enclosed) which will be held on August XX-XX and the Fall Faculty Workshop on August
XX. General information about these pre-academic term activities are enclosed. Classes begin on Monday, August
XX.
Let me note that this offer of employment is contingent on your providing proof of your eligibility to work in the
United States, and upon satisfactory completion of a pre-employment background check.
If these conditions of appointment are acceptable to you, please indicate your acceptance of this offer by signing below
and returning to the Dean’s Office by [Date]. A University ID (UID) number is also needed to begin employment at UNI.
To establish your UID, please go to www.uni.edu/newhire and follow the instructions provided. Enter your new UID
number after your signature below. If you have questions about the UID and CatID creation process, call (319) 273-2422.
Sincerely,
[Dean’s Name]
[Title]
Cc: Department Head
Provost
Compliance and Equity Management
21
_________________________________________
Your Signature
[Name]
______________
Date
Enclosures:
Departmental Information about your Appointment
HR Information about Starting Employment at UNI
Information regarding New Faculty Orientation and the Fall Faculty Workshop
22
_________________
University ID#
APPENDIX C
PROCEDURES FOR THE SELECTION OF ACADEMIC DEPARTMENT
HEADS: EXTERNAL SEARCH
Academic department head recruiting shall be in accordance with Affirmative Action policy and
procedures and other applicable hiring and employment policies. The Faculty Hiring Guide is to
be reviewed and applied and the Jobs@UNI applicant tracking system is to be utilized.
Search and Screening Committee: The Committee shall be composed of a maximum of five
(5) tenured/probationary faculty members selected by the department in consultation with the
dean. In addition, one department head from within the college, and one faculty member from
within the college, may be appointed by the dean if so desired, making total Committee
membership seven (7) or less. The Committee should select at least two (2) students from within
the college in which the department is housed to meet with candidates separately and provide the
Committee with feedback regarding the student perspectives on the candidates. Any committee
member electing to become an active candidate shall be replaced on the committee according to
procedures above. A chairperson will be chosen by the dean in consultation with the
committee. Search committees are subject to approval by the Office of Compliance and Equity
Management (OCEM) through the requisition approval process.
Position Announcement: The committee will meet with the dean of the college to develop the
position announcement and to discuss the search policies and procedures. Position
announcements and ads are to be approved by OCEM through the requisition process and prior
to publication.
Recruitment Procedures: The committee shall pursue applications and nominations from a
wide variety of sources including the teaching faculty, administrative staff, professional
associations, and other colleges and universities if an external search is conducted. Recruitment
plans are to be approved through the requisition process.
The committee shall screen the applications and nominations. Screenings may be done via
telephone or electronic means in order to gather additional information from candidates prior to
the determination of on-campus interviews. The committee, in consultation with the dean, will
make arrangements for interviews by the committee, departmental faculty, and appropriate
university officials for a reasonable number of candidates. The candidate list is to be reviewed
and approved by Compliance and Equity Management through the Jobs@UNI system before
arrangements are made for on-campus interviews.
The committee chair will use the Jobs@UNI system to forward the unranked names of
acceptable candidates whom it endorses to the dean.
The committee chair should submit evaluation comments for each candidate interviewed. The
candidates shall not be numerically ranked. The dean will consult with the committee and the
23
department faculty prior to forwarding a recommendation to the Provost and Executive Vice
President through the Jobs@UNI system.
In unusual circumstances, the dean, in consultation with the department faculty, may request
provost approval to seek a variance from any or all of the above procedural steps. Any
variances, including a search waiver, are to be approved by the Assistant to the President for
Compliance and Equity Management or designee.
(Policy 6.02 approved June 1, 2015)
24
APPENDIX D
PROCEDURES FOR THE SELECTION OF DEANS
Recruitment and hiring for dean positions shall be in accordance with Affirmative Action policy
and procedures and other applicable hiring and employment policies. The Faculty Hiring Guide
is to be reviewed and applied and the Jobs@UNI applicant tracking system is to be utilized.
Search and Screening Committees:
Dean of Academic College: The committee, at minimum, shall be composed of five (5) faculty
members, two (2) students, three (3) department heads, one (1) staff member from the unit, and
one (1) representative of the Academic Affairs Council. The student members shall consist of
two (2) students appointed by the Northern Iowa Student Government with the consent of the
Student Senate. The administrative and staff members shall be appointed by the Provost and
Executive Vice-President and will include three (3) department heads and one representative
from the Academic Affairs Council. The faculty members shall be selected by the College
Faculty Senate, or other representative body, by a method to be determined by that body. The
committee chairperson shall be appointed by the Provost and Executive Vice President in
consultation with the committee.
Dean of Graduate College: The committee, at minimum, shall be composed of five (5) faculty
members, two (2) graduate students, two (2) department heads, one (1) staff member from the
unit, one (1) representative of the Academic Affairs Council, and (1) one representative from the
Division of Continuing Education and Special Programs. The administrative and staff members
shall be appointed by the Provost and Executive Vice President and will include two (2)
department heads, one (1) representative from the Academic Affairs Council, and one (1)
representative from the Division of Continuing Education and Special Programs. The faculty
members shall be selected by the University Graduate Council, with representation from each
academic college. The Graduate College Graduate Student Advisory Board shall appoint two (2)
graduate students. The committee chairperson shall be appointed by the Provost and Executive
Vice President in consultation with the committee.
Dean of Continuing Education and Special Programs: The committee, at minimum, shall be
composed of five (5) faculty members (with representation from each academic college), two (2)
students, two (2) department heads, one (1) staff member from the unit, one (1) representative of
the other deans, and one (1) representative from the Graduate College. The student members
shall consist of two (2) students appointed by the Northern Iowa Student Government with the
consent of the Student Senate. The administrative and staff members shall be appointed by the
Provost and Executive Vice-President and will include two (2) department heads, one (1)
representative from the Academic Affairs Council, and one (1) representative from the Graduate
College. The faculty members from each academic college shall be selected by the respective
College Faculty Senates, or other representative body, by a method to be determined by that
body. The committee chairperson shall be appointed by the Provost and Executive Vice
President in consultation with the committee.
Dean of Library Services: The committee, at minimum, shall be composed of six (6) faculty
members (with representation from each academic college, the library, and the Graduate
25
College), two (2) students, two (2) department heads, one (1) staff member from the unit, and
one (1) representative of the Academic Affairs Council. The student members shall consist of
two (2) students appointed by the Northern Iowa Student Government with the consent of the
Student Senate. The administrative and staff members shall be appointed by the Provost and
Executive Vice-President and will include two (2) department heads and one (1) representative
of the Academic Affairs Council. The faculty members shall be selected by the respective
College Faculty Senates, or other representative body, by a method to be determined by that
body. The committee chairperson shall be appointed by the Provost and Executive Vice
President in consultation with the committee.
Procedure:
Position Announcement: The committee will consult with the Provost and Executive Vice
President to develop the position announcement and to discuss the search policies and
procedures. Position announcements and ads are to be approved by OCEM through the
requisition process and prior to publication.
Recruitment Procedures: The committee shall pursue applications and nominations from a
wide variety of sources including the faculty, administrative staff, professional associations, and
other colleges and universities. Recruitment plans are to be approved through the requisition
process.
The committee shall screen the applications and nominations. Screenings may be done via
telephone or electronic means in order to gather additional information from candidates prior to
the determination of on-campus interviews. The committee, in consultation with the Provost and
Executive Vice President for Academic Affairs, will make arrangements for interviews by the
committee, departmental faculty, and appropriate university officials for a reasonable number of
candidates. The candidate list is to be reviewed and approved by Compliance and Equity
Management through the Jobs@UNI applicant tracking system before arrangements are made for
on-campus interviews.
The Committee Chair will use the Jobs@UNI applicant tracking system to submit the unranked
names of acceptable candidates whom it endorses to the Provost and Executive Vice President
with specific comments or advice the Committee wishes to offer. The Provost and Executive
Vice President will consult with the department heads of the college and with the Dean's Search
and Screening Committee prior to making a recommendation to the President through the
Jobs@UNI applicant tracking system. The Provost and Executive Vice President will inform the
faculty and others at an appropriate time about the President's recommendation to the Board for
an appointment.
The Provost, in consultation with unit faculty, may request Presidential approval to seek a
variance from any or all of the above procedural steps. Any variances, including a search
waiver, are to be approved by the Assistant to the President for Compliance and Equity
Management or designee.
(Policy 6.03 approved June 1, 2015)
26