Rosamaria Gomez-Amaro
Director
Diversity & Equity Programs
rgomezamaro@fullerton.edu
Ext. 7404
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Agenda
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Introduction
Goal
Employment Laws & Regulations
CSU Policies and Procedures
CSUF Policy Statements & Procedures
Roles & Responsibilities of Dean, Department
Chair, Committee Chair & Committee
Members
 On-line Recruitment Resources and Required
Forms
 Recruitment Process
 Q&A Period
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Goal
 Goal for recruitments is to appoint a high quality,
diverse faculty utilizing an effective nondiscriminatory recruitment process.
 Each person has a specific role that contributes to
meeting these goals.
Vice
President
Committe
e
Dean
Dep
t
Chai
r
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Policies
Laws
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Employment Laws &
Regulations
 Title VII of the Civil Rights Act, as
amended
 California Fair Employment & Housing Act
FEHA
 Age Discrimination in Employment Act
ADEA
 Americans With Disabilities Act ADA
 Vietnam Era Veterans Readjustment
Assistance Act VEVRA
 EEOC Uniform Guidelines on Employee
Selection Procedures
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CSU Policies Related to
Employment
 CSU Executive Orders
 HR Policies
 Proposition 209
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CSUF Policies and
Procedures
UPS 210.001 Recruitment of Full-time
Faculty
UPS 210.100 Affirmative Action
UPS 210.500 Procedures for Search
Committees
Unit 3 Article 12 Appointment, Section
12.7 & 12.22
Full-time Faculty Recruitment
Documentation Procedures
http://diversity.fullerton.edu/Recruitment/De
fault.aspx
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Role & Responsibilities:
Dean
 Being knowledgeable about collective
bargaining agreements, campus
recruitment procedures & forms,
diversity strategies, and fair employment
practices.
 Assuring that position announcements,
interview questions and reference call
questions are job-related and avoid
illegal areas (race, ethnicity, national
origin, religion, creed, gender, age,
disability, veterans or marital status,
sexual orientation, etc).
 Insisting that Departmental
Recruitment Committees follow good
practices in their reference calls.
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Role & Responsibilities:
Dean (con’t)
 Implementing a standard/uniform
approach for the on-campus visit and
interviews.
 Paying careful attention to fairness (salary
equity) and market competitiveness in
compensation practices/trends within the
College.
 Discussing committee recommendations
with VP (interviews & appointment)
 Facilitating prompt interaction with the top
candidate in making the verbal offer and
extending the formal offers after
consultation with VPAA.
 Understanding the ramifications of
“problem” searches.
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Role & Responsibilities:
Chair
 Campus recruitment procedures and
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collective bargaining agreement are
followed.
Fair employment practices are evident to all
(applicants, department faculty, Dean, VP).
Adherence to campus timelines to ensure
timely offers/acceptances.
All available recruitment resources are
considered and used.
Early completion of position
announcements and placement of
advertisement.
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Role & Responsibilities:
Chair
 All applicants receive Applicant Data Flow
form link and timely communication
pertaining to the receipt of their materials
and/or missing information.
 Campus interviews are conducted from
early December through February, if not
sooner.
 After consultation with the Dean, may
discuss possible appointment and within a
reasonable amount of time after campus
interviews conclude.
 Candidates are given a specific date to
respond.
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Role & Responsibilities:
Search Committee
 Understand their formal role and
legal obligations in the employment
process as “agents” of the University.
 Have an understanding of the process
and screening procedures
 Are consistent in the application of
criteria throughout the screening and
recommendation process.
 Maintain strict confidentiality of
information received, reviewed and
discussed.
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Problem Searches
 A search becomes a problem for a variety of
reasons. Whether the problem is caused by
slowness in the review of applications,
differences of opinion between the faculty
in the evaluation of candidates, a breach of
confidentiality or allegations of
misapplication of criteria, all these issues
may have serious consequences.
 These problems result in lost opportunities
for the University to hire from a
competitive pool of highly qualified
candidates, unrecoverable costs in faculty
time and money, and protracted
involvement in external compliance agency
complaints and/or future litigation.
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Recruitment Website
Documentation Procedures and Forms in
Adobe pdf and Word
http://diversity.fullerton.edu/Recruitment/FacultyRecruitmentForms.aspx
 Recruitment Plan
 Group Matrix and/or Search
Statement
 Interview Summary
 Process Summary
 Appointment File
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Recruitment Process
http://www.fullerton.edu/diversity/recruitment.asp
 Recruitment Plan/Outreach
(Department/Search Committee
Chair/Faculty/Support Staff )
 Position Description
 Screening Levels & Departmental Forms
(Committee)
 Preparations for Interview Day (Committee)
 Final Recommendations/Verbal Offers
 Appointment File & Contracts
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Recruitment Plan
 Advertising
 Institutional Outreach
 Professional & Discipline-Specific
Organizations
 Networking
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Campus Recruitment
Resources

Directory of Minority and Women
Doctorates
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CSU Forgivable Loan Directory
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CSU Careers web site & diversity
publications
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Outreach Brochures
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CD’s
http://x3.ttv.fullerton.edu/others/New_
Employee_Orientation_S.mov
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Applicant Files &
Correspondence
 Support Staff set up individual hard copy or
electronic files
 Applicant files contain a checklist of required
application materials, materials sent by
applicants and their references, and any
communication sent to applicants about his/her
status.
 Date stamp materials received.
 Communicate with applicants about receipt of
materials, provide link to Applicant Data Flow
Form, any missing information, and CSUF
requirements for those hired – must bring proof
of right to work, degree completion date
verification from institution or actual degree, etc.
 Maintain files in secure location – file cabinet
with lock and limited access to search committee
OR a secured document sharing site.
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Applicant Data Flow Form
 Mandated by federal government/used
for compliance purposes and to assess
effectiveness of recruitment advertising
strategies.
 We must send all applicants the form.
 Our form is accessed via Internet.
 Web-based form therefore we send
applicants the link to url.
 Completion is voluntary.
 Data goes directly to Diversity & Equity
not the Department
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Position Description
Elements
http://diversity.fullerton.edu/
 Position
 Qualifications
 Rank & Salary
 Job Control Number
 Appointment Date
 Application Deadline
 Application Procedure
 Department/University
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Position
The core functions of the position/what the incumbent
will be expected to do.
(Sample Announcement)
 The successful candidate will teach core course in
cellular basis of life and upper-division course in
general microbiology and other microbiologyassociated courses.
 The opportunity to develop upper-division/Master’s
level elective course(s) in the candidate’s area of
expertise is available.
 Faculty are expected to establish an active,
extramurally-funded research program supporting
undergraduate and Master’s student research in
microbiology that will lead to peer-reviewed scientific
publications.
 The incumbent will join the faculty of the Center for
Applied Biotechnology Studies and participate in one
of the department’s concentrations (BiodiversityEcology-Conservation, Cell & Developmental Biology,
Marine Biology, and Molecular Biology &
Biotechnology).
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Qualifications
The competencies (knowledge, experience, skill sets,
abilities) and level of education (degrees, certifications,
licenses, etc) that are essential for successful
performance.
 Applicants must have a Ph.D. and postdoctoral
research experience with a strong background in
studying microbiology.
 Evidence of successful teaching experience and
commitment to excellence in teaching at the
undergraduate and Master’s levels.
 Ability to communicate effectively with an ethnically
and culturally diverse campus community is
essential.
 Preference will be given to applicants who have
demonstrated a strong commitment to innovative
teaching at the university level especially using
active-learning and inquiry-based pedagogy.
 Ability to contribute from the prokaryotic
perspective to our core course in cellular basis of life
and to teach upper-division course in general
microbiology and other microbiology-associated
courses is required.
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Applicant Screening
 Level 1
Paper Screening for Basic Criteria and Minimum
Qualifications
Applicants
 Level II
Comparative Process, Reference Calling &
Preliminary Phone Interviews
Candidates & Serious Candidates
 Level III
On-Campus Interviews
Finalist Group
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Careful Consideration
 Article 12.7 of collective bargaining
agreement and other campus policies,
procedures and guidance on this matter.
 Timing of review
 Department Chair and/or Search
Committee Chair review the annual
evaluations and Student Opinion surveys
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Level 1 CV Screening
Applicant Evaluation
Individual Form or Group Matrix
Used by each screener to assess if applicants
meet the required criteria and
preferred/desired skills, knowledge, abilities.
May be the Group Matrix spreadsheet or
individual form.
Allows screener to document job-related
reason(s) for rejecting applicants
Facilitates comparing strengths and
weaknesses of remaining candidates in the
pool prior to the search committee meeting
and discussion of pool.
Applicants who do not meet the basic
advertised criteria (the YES/NO criteria) are
defined as APPLICANTS.
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Level II
Candidates &
Serious Candidates
 Breadth/depth and comparison between candidates.
 Requires discussion among committee members
and “grouping” of candidates based on job-related
criteria.
 If additional information is needed for “serious
candidates” before making a recommendation to
invite her/him for a campus interview, FAX release
forms and call these candidates to receive
permission to contact their referees and past
employers.
 If telephone interviews are conducted, then a
standardized list of questions must be used and the
same group should participate in these interviews.
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Level II
Candidates &
Serious Candidates
 Document the committee’s reasons for
eliminating candidates on the Group Matrix
(Excel) or Academic Recruitment Record.
 Present files of proposed Finalists and
Group Matrix to the Dean.
 Meet with Dean, Department Chair and
Search Committee Chair to discuss
proposed finalists.
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Level III
On-Campus Interviews
 Finalist Group
 Use a standardized list of questions.
 Same group should participate in
these interviews.
 Evaluate overall file and specific
performance in:
 Interviews with the
committee/department
 Subject matter expertise
 Teaching demonstration
 Interaction with peers and students
 Document the committee’s reasons for
eliminating candidates on the
Academic Recruitment Record:
Interview Summary
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Preparations for
Interview Day
(Committee & Support Staff)
 Travel Arrangements
 Financial Service Website
http://finance.fullerton.edu/Controller/Tra
vel/
 Location of Interviews, Teaching
Demonstration, Meals, Social Events, etc.
 Recruitment Packets
 CSU-1 Forms ready for completion by
Finalists
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Preparations for
Interview Day
(Committee & Support Staff)
 The Itinerary
 Search Committee/Department
 Meeting the Department Chair, Dean &
Vice President
 Teaching Demonstration & Feedback
 Social Interaction (Meals / Receptions)
 Select Hosts for Each Activity
 Communicate the Itinerary to Department
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PROCESS SUMMARY
(Department/Search Committee Chair
&/or Support Staff)
 Must be received by FAR from Diversity &
Equity
 Source of data is the EXCEL Template
 Demographic data is entered by Diversity &
Equity staff
 Diversity sends to FAR & Department
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Recommendation Process
 Department Chair/Search Committee
Chair discuss Committee
Recommendations with Dean
 Dean Approves/Rejects Committee
Recommendations
 Dean Discusses Committee
Recommendations with VP
 Dean Makes Verbal Offer with Specific
Timeline for Response
 Department Chairs may engage in
informal discussions with finalists but
it is only INFORMAL.
 Offer is Accepted/Rejected
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Appointment File &
Contract Issuance
 Letter From Committee to Department
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Chair
Letter from Department Chair to Dean
Letter from Dean to VP
Applicant File
 CV, Three (3) Letters of
Recommendation, Application Letter,
Statement of /Letter of Interest,
Evaluations
 CSU-1 and Position Description
Position Description
Academic Recruitment Records
Diversity Process Summary from DEP
Degree Verification
Post Offer - IRCA/Right to Work
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Records Management
(Department/Search Committee Chair &/or
Support Staff)
 All recruitment records are maintained by
the Department for 4 fiscal years after the
date of hire.
 Records include correspondence with
applicants, screening forms, individual
applicant files with cv’s, letters of
application/interest, recommendations,
references, University search
documentation forms, appointment file,
financial records, advertising expenses and
tearsheets, copies of web announcements,
PCARD expense, receipts, relocation costs,
etc.
 Secured location for e-files and/or archive
box . Contents intended for confidential
shredding at end of full 4 year period. Call
Logistical Services for pick-up
arrangements.
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Labor Certification HB-1’s
VISA’s
 Correspondence to all applicants
can provide notice of the his/her
need to have proper labor
certification in place ASAP and
months before time of
appointment.
 Start early when you are aware of a
strong candidate who may require
obtaining such certification.
 FAR Website instructions
 Copies of print ads needed to
substantiate recruitment methods.
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