Office of Academic Personnel
Megan Rott, Analyst
Brown Bag:
Academic
Recruitment
January 12, 2012
Edward Callahan, PhD
Associate Dean for Academic
Personnel
●
What is diversity; why is it important; why
is it relevant to recruitment?
●
Unconscious Bias
http://www.aamc.org/opi/leadership/training.htm
●
Department AP Coordinator’s Role
Helpful Recruitment Websites
•
UC Davis School of Medicine Academic
Personnel:
•
•
UCOP: Recruitment and Retention of
Faculty:
•
•
http://www.ucdmc.ucdavis.edu/academicpersonnel/
http://www.ucop.edu/acadpersonnel/documents/affirm
ative.pdf
APM 500:
•
http://manuals.ucdavis.edu/apm/apm-toc.htm
FTEs and Upgrade Requests
FTEs

FTE search requires approval from the VC & Dean’s Office
(typically via Executive Associate Dean) with confirmation
of approval from Assistant Dean for Administration
Upgrade Requests

When is an upgrade approval needed?


Why?


Regular series search at Assistant, step IV, and above
Strategic planning for the future; creation/development of
future leaders
http://www.ucdmc.ucdavis.edu/academicpersonnel/upgra
des.html
Creation of the Search Plan


http://www.ucdmc.ucdavis.edu/academicpersonnel/searc
hplans.html
Position request form



Serves as a cover page of the search plan
Collaborative Recruitment Worksheet (for joint
appointments)
Academic Utilization Analysis (Hiring Goals)

http://occr.ucdavis.edu/acadrecruittools/default.cfm
Creation of the Search Plan
continued...


Apply by dates—what do they mean?

First, full consideration

Open till filled
Search Committee composition



Woman, person of color, faculty from another department
Senate series recruitment: Search Chair should be Senate as
should majority of committee
Position description

Helps the committee evaluate each candidate based on the
same requirements and expectations specific to series/rank
as well as clinical experience, research experience, teaching,
service.
Creation of the Search Plan
continued...

Advertisements




All ads should include language that the University “is an equal
opportunity / affirmative action employer with a strong
institutional commitment to the achievement of diversity
among its faculty, staff, and students ”
Send electronic version for posting on the Vice Provost and
SOM AP website (tracking of these)
Strongly recommend placing in specialty specific journals or
websites
AP posts “general” ads yearly on diversity websites


See handout
Position request form and search plan must be
approved by AP prior to initiation of the
recruitment
Search Plan is Approved,
Advertisements Posted, Now What?

Applications Arrive



http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment
.html
Search Committee Reviews



Confidential applicant survey
Conflict of interest (family, friends, direct mentors)
All committee members should be reviewing
applications

Search Committee Meeting (AP Coordinator attendance)

Evaluation of applicants according to position description
from search plan
Decision made on who to invite for an interview
Interim Recruitment Report (IRR)


IRR needs to be submitted and approved prior
to inviting candidates for interviews
IRR Example (see handout):



http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment
.html
Concrete reason for not inviting applicant for an interview (can
refer to position description)
Notification to those not selected for an
interview
Interview Process

Organization

Hotel, Air Travel, Itinerary
Interviews with search committee members, department
faculty---first visit should be consistent across candidates



Questions (committee should develop a standard set of
questions that is asked to each candidate--chair could take
this role; group interview; etc)
Evaluations / Feedback from those interviewing candidate
Making candidates feel welcomed

“Selling the University,” information re: POP, MOP, Strategic
Plan, Faculty Development, Work-Life Balance, Diversity
Interview Process continued...


Multiple interim recruitment reports

http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment.html

Reconvening of the search committee

Example #2 (see handout)
Second interviews


Asking the candidate who they’d like to meet/what they are
interested in seeing

Seeing the area, real estate agent

Spouses/Partners
Search committee recommendation to Department Chair

Faculty vote
Final Recruitment Report (FRR)

Completion of the report






Justification of why department is hiring this candidate
over others interviewed
Copies of ads should be included
http://www.ucdmc.ucdavis.edu/academicpersonnel/recruit
ment.html
Example #3 (see handout)
FRR should be completed and approved by AP prior
to preliminary offer being made to the candidate
Appointment timeline to estimate start date

http://www.ucdmc.ucdavis.edu/academicpersonnel/newhir
e.html
Preliminary Offer Letters (POL)

Templates



Outlining expectations is important
http://www.ucdmc.ucdavis.edu/academicpersonnel/POLs.ht
ml
Process

Email Word version to AP Recruitment Analyst

Federation letters reviewed by Office of Academic Personnel

Senate letters reviewed by POL Review Committee who look
at space, expectations, salary—making sure what is being
offered can be delivered (must give committee 48 hours to
review)
QUESTIONS?
Megan Rott
916-734-4617
megan.rott@ucdmc.ucdavis.edu