V. Hiring and Interviewing Policies and Procedures for Faculty Appointments
A. Recruitment Guidelines
1. Permission to Hire:
In consultation with Division members, the Division Chair should prepare to outline to the Provost and Vice President for Academic Affairs reasons for hiring, whether a vacancy or new position. Each Chair should be prepared to show what identifiable groups of students could be served and how, and the benefit for the larger College community. Faculty loads and student enrollments will also play a role.
2. Job Description/Advertising Proposal:
In consultation with Division members, the Chair should develop for the Provost and Vice President for Academic Affairs a description of areas of instructional specialty, qualifications, rank and salary level (using the salary scale). When preparing the list of qualifications, s/he should use the terms “required,” “preferred,” and “desirable.” These will be key later on, when identifying those applicants who meet minimum requirements.
The job description and advertisement will be posted on the College website. It must indicate compliance with the current federal guidelines regarding equal opportunity. All applications should be submitted through the College website.
It may also be desirable to place a shorter version of the advertisement on websites or in publications that directly target appropriate candidates for the position. The administration will coordinate the placement of the advertisements.
3. Keuka College is committed to actively supporting members of minority groups and values diverse contributions to our campus community and academic life. For additional details please refer to the Keuka College website’s Diversity and Inclusion statement.
B. Selection of Candidates
1. The Chair shall form a Search Committee (or designate that the Division will act as a committee of the whole) consisting of those Division members and those colleagues deemed to have particular expertise in reviewing the credentials of interviewees. The Division Chair shall appoint a Search Committee Chair from within the Division. Except
in unusual circumstances, the Division Chair will not serve on the Search Committee. Keeping in mind the College’s goal to create a diverse Faculty, the Search Committee will compare the qualities and qualifications announced or advertised with those evident on a candidate’s resume and letter of application. All candidates who meet the minimum stated requirements must be considered.
2. After narrowing the field of candidates, but before arranging invitations to campus, telephone interviews with candidates are strongly urged. At least two members of the Search Committee should conduct such interviews. During these conversations, duties should be clearly defined.
3. The Division Chair will contact the references of the top candidates to verify the information provided by the applicant.
4. The Division Chair will share with the Provost and Vice President for Academic Affairs the names and backgrounds of top candidates whom the Division wishes to invite to campus for interviews.
5. The Division Chair shall assist the Search Committee Chair, who is responsible for contacting the top candidates and arranging interviews. At this time, salary range may be discussed. S/he will coordinate with each candidate the most economical mode of transportation to the campus for an interview.
C. Travel Arrangements and Housing for Candidates – Procedure and Policy
1. The College will reimburse the candidate for the full amount of the transportation as negotiated.
2. Housing arrangements will be handled between the Search Committee Chair and the office of the Provost and Vice President for Academic Affairs unless otherwise requested.
3. The College will pay for all lodging and meals while the candidate is on campus. This will generally include a dinner with members of the Search Committee.
D. The Interview
1. The Search Committee Chair is responsible for arranging the interview schedule, including meetings with the Division Chair, Provost and Vice President for Academic Affairs, Professional Standards Committee (PSC), and other appropriate individuals.
2. The Search Committee Chair will make the candidate’s credentials available to the Division Chair, PSC, and Provost at least one week prior to the interview, if possible. Credentials will include the candidate’s curriculum vita and letter of application as a minimum and other information such as teaching philosophy statement if it is part of the application folder. The Search Committee Chair should also indicate the posting of the job description and advertisement on the College website.
3. The candidate will be interviewed by the PSC, as a group, if possible. PSC interviewers will use the approved form (see D 41) for information gathering and also review the Faculty evaluation process with the candidate, including the length of the probationary period and implications of credit toward tenure. The PSC interviewers will communicate their assessment of the candidate’s suitability by transmitting a single completed form to the Search Committee Chair, Division Chair, and the Provost and Vice President for Academic Affairs within five days of meeting with the candidate.
E. Hiring
1. When the Search Committee reaches an agreement on a choice for the position, the Division Chair will communicate its recommendation to the Provost and Vice President for Academic Affairs and PSC. Faculty hiring authority resides with the Provost.
2. If, for compelling reasons and in exceptional circumstances, the Provost and Vice President for Academic Affairs reaches a decision contrary to that of the Search Committee, s/he will meet for consultation with the Division Chair (or designate) and the Chair of the Professional Standards Committee (or designate) to try to bring about a settlement of the issue satisfactory to both sides. If such a settlement is not possible, the Provost and Vice President for Academic Affairs will communicate in writing to the Search Committee and PSC the reasons for the decision.
3. When an agreement is reached, a verbal offer will be made by phone contingent upon a background check. The Provost and Vice President for Academic Affairs will notify the Chair of the Division when an offer is made.
4. For procedures on employee background checks; compliance with applicable local, state, and federal laws; and other human resource procedures upon hire; see the Employee Handbook.
5. A written contract letter specifying rank, position on the salary scale, salary, tenure and promotion dates, and credit toward tenure, if applicable, will be sent to the candidate for his/her signature. This letter is prepared by and returned to the office of the Provost and Vice President for Academic Affairs.
6. If the candidate officially accepts the offer by return of a signed contract letter, the Provost and Vice President for Academic Affairs will notify the Division Chair and notify the PSC of the rank and tenure and promotion dates. Salary and other confidential information are not shared with PSC.
7. Public announcement of appointments may be made by the President through the Communications Office at the convenience of the College and the appointee. The President will, at an appropriate time, report the positive action to the Board of Trustees.
F. Retention of Recruitment Files
1. Folders of those hired will be placed in the Provost and Vice President for Academic Affairs’ Office and will become the official personnel file of the individual. Confidential letters will be placed in an envelope in that file and will be removed if and when the new Faculty member wishes to review her/his own file.
2. Recruitment files of unsuccessful candidates will be kept by the Human Resources Office for three years following the successful completion of a search. After three years, these files should be disposed of in a manner to ensure the privacy of the individuals involved. Files in the Division Office should be destroyed in a manner to ensure the privacy of the individuals involved.