Tenure Track Faculty Search Checklist
Date
Completed
Responsibility
Action
Department
Department Chair facilitates Search Committee election
and identifies Search Chair and Diversity Advocate.
Department
Department Chair submits TT Faculty Search Approval
Request with Rational and CSUSM Faculty Search Plan to
Dean’s Office.
Dean’s Office
If approved, Dean writes supporting memo addressed to
Provost. Dean forwards memo, search request, rational and
search plan to Faculty Affairs Office for approval.
Faculty Affairs
Reviews documents submitted and forwards to Provost for
approval.
Faculty Affairs
Requests Resource Mailbox to be used for receiving
application documents.
Faculty Affairs
Faculty Affairs notifies college of approval to search and
posts approved announcement on CSU Careers, EDD and
Faculty Opportunities websites.
Department
Posts approved announcement on college website and/or
other approved publications, professional organizations or
caucuses requested in search plan.
Committee
Elect Diversity Advocate & provide results to Faculty Affairs
Office
Search Chair &
Diversity
Advocate
Committee
Administrative
Designee
Diversity
Advocate
Attend training with AVPDEEI. (Optional for other
committee members and/or search administrative support.)
Monitors & logs applications received, verifies packet is
complete and sends acknowledgements to applicants.
Emails Faculty Applicant Survey Form to all applicants.
1
Diversity
Advocate
Develop rubric to determine, prioritize, and document
search criteria used for screening application materials
based on the stated qualifications in the position
announcement. Forward Applicant Screening Form to
AVPFA for approval.
Committee
Screens applications received using approved Applicant
Screening Form.
Diversity
Advocate
Committee
Completes and submits the Outreach and Applicant
Summary report and a memo with applicant ratings (Highly
Qualified, Qualified, Not Qualified) as well as describing
how applicants were sorted into these categories to the
Dean and AVPFA for the AVPFA’s approval.
Determine if phone/Skype interviews will be conducted to
assist with determining which candidates will be semifinalists. Determine list of phone interview questions and
submit to Diversity Advocate for approval.
Diversity
Advocate
Forward approved list of phone interview questions to Dean
and AVPFA for approval.
Committee &
Diversity
Advocate
Committee to conduct phone interviews and identify semifinalist to be invited to campus. Committee to work with
Diversity Advocate to write justification to include each
candidate’s strengths and weaknesses and identifying the
recommended semi-finalist to be submitted with each
candidates CV and application to the Dean for approval.
Dean’s Office
Complete degree verification for semi-finalist & send copy
to Faculty Affairs Office.
Dean
Forward approved list of semi-finalist with all materials,
including degree verification to the AVPFA for review and
final approval.
Committee
Committee to develop interview questions based upon the
position description and scoring rubric for ranking semifinalist to be submitted to Diversity Advocate for approval.
Diversity
Advocate
Submit approved interview questions and rubric to AVPFA
for approval.
Page 2 of 4
Committee
Develop campus visit schedule for each candidate.
Committee
Design list of reference check questions and submit to
Diversity Advocate for approval.
Committee
Chair
Request candidate’s permission before contacting
references.
*Reference checks are optional except for the finalist.
Checks may be done before or after the finalist’s campus
visit.
Invite semi-finalist for campus visit.
Committee
Chair
Committee
Work with Committee Chair to coordinate candidate
Administrative campus visits. Reserve meeting rooms, parking permit.
Designee
Arrange transportation from airport to hotel. Send
interview confirmation letter and other materials and to
candidates.
Committee
Chair
Committee &
Diversity
Advocate
Diversity
Advocate
Conduct reference checks if not already done.
Collect and review documentation from interviews,
reference checks, and written materials relating to the
established criteria. Prepare a Finalist Comparison report
evaluating each semi-finalist that visited campus to include
a narrative of each semi-finalists strengths and weaknesses
for Diversity Advocate review.
Submit Finalist Comparison report and recommendation on
awarding service credit, if applicable to the Dean and
Department Chair for review.
Dean
Consult with search committee and department chair and
select Finalist.
Dean
Complete Approval to Offer/Hire (Green Form). *Diversity
Advocate signature required in Part II. Submit Approval to
Offer/Hire form with Dean’s recommendation letter and
candidate’s vita to AVPFA for approval.
Faculty Affairs
Page 3 of 4
Route approval to Offer/Hire form with attachments to
Provost for approval.
Dean
Negotiates terms and conditions of employment with the
candidate.
Dean’s Office
Requests sample offer letter from Faculty Affairs Office and
drafts written offer letter to be forward to the AVPFA for
review and approval.
Faculty Affairs
Forwards offer letter along with Approval to Offer/Hire form
to Provost Office for approval and Provost signature.
Dean’s Office
Provides Fed Ex From to Faculty Affairs Office
Faculty Affairs
Sends offer letter and Moving Expense Regulation
Acknowledgement Form if applicable to candidate.
Faculty Affairs
Notifies Dean’s Office when signed offer letter is received.
Faculty Affairs
Removes announcements on Faculty Affairs, CSU Careers,
and EDD websites.
Committee
Chair
Removes announcements placed by the committee and
notifies candidates that the search is now closed.
Faculty Affairs
Email Committee Chair the Faculty Recruitment Survey
form – copy designated administrative assistant
Committee
Chair & Dean’s
Office
Committee
Chair
Complete the Faculty Recruitment Survey to be submitted
to the Faculty Affairs Office.
Rev 08/14/13
Page 4 of 4
Closes search by reviewing search file to ensure all required
documents are included. *Search file must be retained in
the college for three years.