AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
ANDREW YOUNG SCHOOL OF POLICY STUDIES
FACULTY HIRING PROCESS
FOR FULL-TIME TENURE ON APPOINTMENT
FACULTY APPOINTMENTS
(ASSOCIATE OR FULL RANK)
Approved – June 24, 2010
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
ANDREW YOUNG SCHOOL OF POLICY STUDIES
FACULTY HIRING PROCESS
FOR FULL-TIME TENURE ON APPOINTMENT
FACULTY APPOINTMENTS
(ASSOCIATE OR FULL RANK)
Approved – June 24, 2010
The following Andrew Young School of Policy Studies (AYSPS) Faculty Search Procedural
document is in compliance with the procedures set forth via the October 30, 2008 Georgia State
University (GSU) Faculty Recruitment Procedures (Attachment 1) and June 2010 GSU Tenure
on Appointment Procedures (Attachment 2).
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
1. Only AYSPS Academic Departments may hire faculty.
2. After conferring with the AYSPS Dean and receiving the AYSPS Dean’s informal approval,
the AYSPS Academic Department:
a. Completes the Faculty Vacancy Form (FVF) (Appendix A)
b. Prepares the vacancy’s advertisement text
i.
The applicant qualification advertisement text must specify rank,
qualifications, responsibilities, required background check, and as a safety
net, always include the statement: “…and must be eligible to work in
the USA.”
ii.
As directed on page six of the 1972 Higher Education Guidelines for the
Implementation of Executive Order 11246 (as amended by 11375), the
university states its commitment to equal employment opportunity in all
recruiting announcements or advertisements. Every publication,
advertisement or poster that goes off-campus must carry the following
affirmative action statement for Georgia State University: "Georgia State
University, a unit of the University System of Georgia, is an equal
educational institution and is an equal opportunity affirmative action
employer."
c. Forwards FVF and advertisement text to the AYSPS College Human Resources
Officer (AYSPS HRO):
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
3. The AYSPS HRO:
a. Reviews that the FVF and advertisement text for content and completeness.
b. Obtains formal approval and signature from the AYSPS Dean.
(The AYSPS Associate Dean may approve and sign in the Dean’s absence.)
c. Upon receipt of the approved form, the AYSPS HRO forwards it to the Provost’s
Office for approval and assignment of a Log Number.
4. The Provost’s Office returns written approval to the AYSPS Dean’s Office. The Dean’s
Office ensures that the AYSPS HRO receives the original copy of the approved FVF. The
AYSPS HRO forwards a copy of the approved FVF to the AYSPS Academic Department and
the AYSPS Academic Department advises their Search Committee Chair.
5. The AYSPS Academic Department is responsible for appointing a search committee with
diverse membership consisting of at least 5 members. Membership could include:
a. Three department faculty members
b. Two ex officio members, the Department Chair and the AYSPS Dean or the Dean’s
designee
Also, the department must ensure that all search committee member names are identified on
all associated faculty hiring forms. (GSU Faculty Handbook Section 301.09)
6. It is important at this point for the AYSPS Academic Department to review the Faculty
Diversity section (pages 4 & 5) of the AYSPS Diversity and Inclusion Strategic Plan which can
be found at the following website:
http://aysps.gsu.edu/aysps/aysps/files/AYS_Diversity_Strategic_Plan_-_Final.pdf
7. The AYSPS Academic Department, upon receipt of the vacancy’s advertisement text
approval may forward the text to the appropriate department source journals, newsletters,
websites, etc., and a REMINDER that the Department is:
a. Required to advertise in the following:
- Diverse Issues in Higher Education
10520 Warwick Avenue, Suite B-8
Fairfax, VA 22030
Ph: 800-783-3199
Fx: 703-385-1839
http://diverseeducation.com/
- The Chronicle of Higher Education
1255 23rd Street, NW
Washington, DC 20037
Ph: 202-466-1050
Fx: 202-296-2691
http://chronicle.com/section/Home/5/
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
a. Recommended to advertise in the following:
- Hispanic Outlook in Higher Education
80 Route 4 East, Suite 203
Paramus, NJ 07652
Ph: 800-549-8280
Fx: 201-587-9105
http://www.hispanicoutlook.com/
- Women in Higher Education
5376 Farmco Drive
Madison, WI 53704
Ph: 608-251-3232
Fx: 608-284-0601
http://www.wihe.com/
- Women On Campus with Women
AAC&U
1818 R Street NW
Washington, DC 20009
Ph: 202-387-3760, ext 403
Fx: 202-265-9532
http://www.aacu.org/ocww/
- Job Line International
www.jobline.net
- Other Recruitment Resources
GSU ODDEP Office
10 Park Place, Suite 460
Atlanta, GA 30303
Ph: 404-413-2567
Fx: 404-413-2560
http://www.gsu.edu/images/ODDEP/Recruitment_Resources.pdf
8. The AYSPS HRO completes PART A: Position Vacancy Announcement (PVA) of the
University System of Georgia (USG) Applicant Clearinghouse WORD document form
(Appendix C); obtains a PVA document number from the Opportunity Development/Diversity
Education Planning (ODDEP) Office; forwards the original form to the ODDEP Office; retains a
copy for the AYSPS personnel files; and advises the AYSPS Academic Department of the
associated PVA document number.
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
9. The AYSPS Academic Department will:
a. Complete for each position the Affirmative Action Recruitment and Selection Report
for Full-Time Faculty Search (Appendix B) and forward it to the AYSPS HRO.
b. Request all applicants upon receipt of their materials to voluntarily complete the
Confidential Applicant Flow Survey (http://www.gsu.edu/oddep/31111.html).
10. When the closing date for applications has passed and before any on-campus interviews
are held, the AYSPS Academic Department contacts the ODDEP Office for responses to the
optional Confidential Applicant Flow Survey (http://www.gsu.edu/oddep/31111.html).
11. Intrasystem Recruitment is recognized as a good practice for USG institutions to employ
faculty members from other USG institutions. BOR Policy no longer requires hiring Academic
Units to secure authorization from the president of the employing institution for permission to
interview a member of another USG institution.
However, the BOR Policy requires the hiring Academic Unit wishing to consider a faculty
member of another USG institution for employment to notify the president of the employing
institution before an offer is made to the faculty member. Also, the candidate’s formal offer
letter is to include a statement to the effect that acceptance can be made only after all contractual
obligations have been fulfilled (BOR Policy Manual Section 8.3.3.1). These processing details
are located in #26 of this document.
12. The AYSPS Academic Department completes the Affirmative Action Checklist and Approval
of Pool (AAC&AOP) form (Appendix D) and forwards it, together with the vitae of the
candidates selected, to the AYSPS HRO, who will check that it has been completed properly and
submit it to the AYSPS Dean for approval.
13. If the AYSPS Academic Department did not specify a deadline for applications (i.e., if it
accepts dossiers until the position is filled), they are to complete the AAC&AOP form prior to the
first set of on-campus interviews and submit an amended form, to obtain approval for any
subsequent on-campus interviews.
14. Upon receipt of the Dean’s approval of the AAC&AOP form the AYSPS HRO forwards the
document packet to the ODDEP Office for review.
15. The ODDEP Office will, within 48 hours (2 working days) of receiving the checklist, notify
the AYSPS HRO when they have approved the candidate pool.
16. The AYSPS HRO then informs the AYSPS Academic Department to proceed with extending
an invitation for on-campus interviews to those candidates listed as approved on the AAC&AOP.
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
17. According to the Affirmative Action Office guidelines when interviewing a candidate it is
unlawful to (http://www.gsu.edu/oddep/31592.html):
a. Make any inquiry into any title which indicates race, color, religion, sex, national
origin, handicap, age, or ancestry.
b. Make any inquiry into foreign address which would indicate national origin.
c. Require birth certificate or baptismal record before hiring.
d. Make any inquiry which may reveal whether applicant is at least 40 or less than 70
years of age.
e. Make any inquiry into place of birth or the place of birth of parents, grandparents, or
spouse.
f. Make any inquiry into national origin.
g. Make any inquiry which would indicate race or color.
h. Make any inquiry which would indicate sex.
i. Make any inquiry of members of one sex, but, not the other.
j. Make any inquiry which would indicate or identify religious denomination or custom.
k. Applicant may not be told any religious identity or preference of the employer.
l. Request pastor’s recommendation or reference.
m. Make any inquiry which would reveal disability.
n. Inquire if applicant is native-born or naturalized citizen.
o. Inquire whether parents or spouse or native-born or naturalized citizen.
p. Require proof of citizenship before hiring.
q. Require photograph of applicant before hiring.
r. Make any inquiry which would reveal arrests without convictions.
s. Make any inquiry which would reveal the nationality or religious affiliation of a
school.
t. Make any inquiry as to what mother tongue is or how foreign language ability was
acquired.
u. Make any inquiry about a relative which would be unlawful if made about the
applicant.
v. Make any inquiry into all clubs and organizations where membership is held.
w. Make any inquiry into military service in armed services of any country but the USA.
x. Request military service records.
y. Make any inquiry into type of discharge.
z. Make any inquiry into willingness to work any particular religious holiday.
aa. Make any non-job related inquiry which may reveal information permitting unlawful
discrimination.
bb. Request references specifically from clergy or any other persons who might reflect
race, color, religion, sex, national, origin, disability, age, or ancestry of applicant.
18. When interviewing, each candidate should be asked the following question:
“Are you eligible to work in the USA?”
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
19. In such cases where after the AYSPS Academic Department’s Search Committee and the
AYSPS Dean complete the on-campus interviews an exceptional candidate is selected to be
recommended for tenure upon the faculty member’s initial appointment the following is
required:
a. Tenure on Appointment review of the candidate which will be based on the
candidate’s vita and other material that the AYSPS Academic Department Chair
determines are reasonable and appropriate.
b. AYSPS Academic Department Chair writes a letter of tenure recommendation to
Academic Department’s Promotion and Tenure (P&T) Committee and includes the
candidate’s vita and associated review materials.
c. The AYSPS Academic Department’s P&T Committee completes their review, then
writes a letter of tenure recommendation to College’s P&T Committee and includes
all associated review materials.
d. The College’s P&T Committee completes their review, then writes a letter of tenure
recommendation to AYSPS Dean and includes all associated review materials.
20. The AYSPS Academic Department will forward the following For the Record (FTR) packet
of completed forms and associated documents to the AYSPS HRO:
a. Completed FTR form (Appendix E) for AYSPS Dean’s approval.
b. Completed Recommended Applicant form (Appendix F).
c. Copy of approved Affirmative Action Recruitment and Selection Report for Full-Time
Faculty Search (Appendix B).
d. Copy of all advertisements or the text of the advertisements.
e. Copy of approved Affirmative Action Checklist and Approval of Pool. (Appendix D).
f. Vita(e) of the candidate(s) interviewed.
g. If candidate has a relative employed by GSU, the AYSPS Academic Department is
required to prepare a Nepotism Statement (Statement 4) which states that neither
will be in a position to have a direct effect on the other's progress, performance, or
welfare. This statement is to be included in the hire document packet submitted to
AYSPS HRO.
h. Letter of appointment recommendation from the Search Committee Chair to
Academic Department Chair.
i. Letter of appointment recommendation from the AYSPS Academic Department Chair
to the AYSPS Dean.
j. Letter of tenure recommendation from the AYSPS Academic Department Chair to
Department’s P&T Committee.
k. Letter of tenure recommendation from the Department’s P&T Committee to the
College’s P&T Committee.
21. The AYSPS Dean completes his/her review and writes to the Provost for Provost’s approval:
a. His/her letter of appointment recommendation.
b. His/her letter of tenure recommendation.
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
22. The HRO:
a. Checks the AYSPS Academic Department’s FTR packet of completed forms and
associated documents for completeness and accuracy.
b. Includes the College’s P&T Committee’s letter of tenure recommendation; the
Dean’s letter appointment recommendation; and the Dean’s letter of tenure
recommendation.
c. Forwards the completed FTR packet to the AYSPS Associate Dean and Dean for
approval.
d. Then forwards the College’s completed FTR packet to the Provost’s Office.
23. The Provost’s Office reviews all of the materials, while conferring with ODDEP, and
forwards the approved FTR to the AYSPS HRO.
24. Receipt of the approved FTR is the formal confirmation, ‘approved to hire’. BOR
approval is no longer required for tenure on appointment faculty appointments.
25. The AYSPS HRO notifies the AYSPS Dean, AYSPS Academic Department Chair and
copies the Dean’s Assistant and the Department Administrative Manager the FTR has been
approved and they may proceed with the job offer process.
26. When an AYSPS Academic Unit wishes to make a job offer to a faculty member of another
USG institution the AYSPS Academic Unit must secure authorization from the president of the
employing institution prior to making an offer to the faculty member (BOR Policy Manual
Section 8.3.3.1). As noted in #11 of this document.
The AYSPS Academic Unit:
a. Creates a non-letterhead “notifying an offer of employment is being made” letter in
WORD format (see Appendix H). This letter will come from the GSU President and
be addressed to the president of the employing institution.
b. Forwards this WORD file to the AYSPS HRO for processing with the Provost’s
Office.
c. Must notify the candidate that the “notifying an offer of employment is being made”
letter is being forwarded to institution they are employed.
27. The AYSPS Chair will electronically forward an offer letter template in WORD to the
Dean’s Assistant. The Dean’s Assistant will obtain the approval of the Associate Dean and
Dean. Once approval is obtained, the Dean’s Assistant will send the formal offer letter:
a. To the candidate noting that the offer is contingent upon a background check results.
b. When the candidate is currently employed with another institution within the Georgia
University System, the AYSPS Dean’s formal offer letter “shall include a statement
to the effect that acceptance can be made only after all contractual obligations have
been fulfilled” (BOR Policy Manual Section 8.3.3.1).
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
28. The AYSPS Academic Department completes the Candidate’s Before Hire Contact
Information form (Appendix G) and forwards it to the AYSPS HRO.
29. The AYSPS Dean’s Office upon receipt of the candidate’s acceptance letter notifies the
AYSPS Academic Department and the AYSPS Academic Department proceeds with processing
any and all ‘work visa’ issues for foreign nationals.
30. The AYSPS Academic Departments:
a. Submits a request to the candidate to have an official transcript from the University of
their highest-degree forwarded directly to the AYSPS HRO.
b. Forwards to the candidate the Georgia State University (GSU) Human Resources
(HR) ‘Personnel Hiring’ forms requesting the candidate to complete the documents
and return them to the AYSPS HRO.
c. Contacts GSU Staff Recruitment and Retention Services (SR&RS) Employment
Assistant personnel giving him/her the candidate’s contact information so he/she can
forward the candidate his/her necessary ‘background check’ forms.
d. Will retain all applications and related materials for at least three years after the
search has ended.
31. Upon receipt of the candidate’s completed GSU HR personnel forms and the official
transcript, the AYSPS HRO will enter the necessary information in the BOR Manage Faculty
Events (MFE) system and forward to the Provost’s Office all information that is necessary.
32. It is the AYSPS Academic Department responsibility to enter the faculty member’s necessary
personnel data into the GSU HR electronic Personnel Action Form (ePAF) and submit the
completed ePAF to the AYSPS HRO for approval and further processing.
33. The GSU SR&RS Employment Assistant personnel will forward the candidate’s
‘background check’ results to the AYSPS HRO and the Department’s Administrative Manager.
34. Upon receipt of the candidate’s background check result the AYSPS HRO notifies the
AYSPS Dean and the AYSPS Academic Department Chair and copies the Dean’s Assistant and
the Department Administrative Manager that the candidate is:
a. ’Eligible For Employment’ and the hiring process may proceed.
b. ‘Not Eligible For Employment’ and the hiring process must be terminated.
35. It is the AYSPS Academic Department’s responsibility for setting up the office and
associated working area accommodation for the new faculty hire (computer, e-mail/Novel id,
mailbox allocation, business cards, etc.)
36. It is the AYSPS Academic Department’s responsibility, and very important, to ensure that
on or prior to the new faculty hire’s start date the new faculty is directed to the GSU HR Office
to complete all of his/her personnel/payroll documents.
AYSPS FACULTY HIRING PROCESS FOR FULL-TIME TENURE ON APPOINTMENT FACULTY APPOINTMENTS
(Associate or Full Rank)
Approved June 24, 2010
37. The AYSPS HRO completes PART B: Position Filled Announcement of the USG Applicant
Clearinghouse WORD document form (Appendix C); forwards the original to the ODDEP
Office and retains a copy in the candidate’s permanent AYSPS personnel file.
38. The new faculty hires will be notified by:
a. AYSPS College Business Services Officer of the AYSPS orientation meeting.
b. GSU Human Resources of the University’s orientation meeting.