Hiring Procedures
Faculty Positions, Continuing and Temporary
Introduction
America draws its strength and vitality from the diversity of its people. Eastern Illinois University is enriched by building a pluralistic campus that celebrates and draws upon the talents of all its students, faculty, and staff.
“One of the most important roles and lasting contributions of a Department Chairperson is hiring good faculty members.” (EIU Chairperson at Summer 1999 Workshop)
Send the Form A to the appropriate supervisor and the Vice President if necessary. Although the Form B cannot be signed by the OCR until approved by the Hiring Agent, it will expedite the process if you submit it with the Form A. If there are questions, they can be addressed while the Form A is being reviewed.
Before a search for a position can begin, the appropriate paperwork must be completed. Form A, which authorizes the search, must be approved by the appropriate line supervisors and the Vice President or President when applicable. Form B, the recruitment plan, is developed by the Hiring Agent and approved the Civil Rights Director.
Recruitment
According to the employment policy, the Hiring Agent and the Civil Rights Director must discuss the composition of the screening committee and recruitment and retention efforts for persons from underrepresented groups. The Hiring Agent is responsible for developing a recruitment plan that encourages the formation of a large, diverse, highly qualified applicant pool.
The Recruitment Plan (Form B) should address the following items:
The position description should describe those duties regarded as essential to the specific position being advertised and also those duties expected of all other comparable administrators in the department. Attach the vacancy announcement to the Form B. This announcement should be the basis for all advertising.
Recruitment and Advertising Process
The Hiring Agent shall list the specific recruitment sources to be used, including national, highly visibly publications, professional newsletters, electronic postings, and other relevant sites. The Hiring Agent, with the approval of the Civil Rights Director, shall identify additional specialized strategies to recruit applications from underrepresented persons for the position, including, but not limited to, directly recruiting potential applicants. The Hiring Agent is responsible for ensuring that the position announcement appears in the University Newsletter.
The vacancy announcement and advertisement must state what is a complete applicant file, and the review or closing date for application. The vacancy announcement shall carry the following statement: "Eastern Illinois University is an equal opportunity/equal access/affirmative action employer committed to achieving a diverse community.” Advertisements with limited space may close with the following: "EEO/AA."
Screening Committee
The screening committee plays a very important role in the hiring process. The primary goal of recruiting and hiring highly qualified applicants is better achieved by bringing together individuals who understand the requirements of the position and are committed to the goals of the department. The procedures regarding screening committees are as follows:
The Hiring Agent must list the members of the screening committee and designates the chairperson of the screening committee in the Recruitment Plan. The Committee Chairperson cannot be a direct report of the position that is being filled. The Civil Rights Director, or designee, may serve as an ex-officio member of the screening committee. If, after the Plan is approved, any change occurs in the committee composition, the Hiring Agent shall notify the Civil Rights Office at the time of the change. Screening Committees should be limited to seven members unless approved otherwise.
The Hiring Agent shall describe in the Recruitment Plan the scope and function of the screening committee in reviewing applications, recommending potential candidates, interviewing, and providing commentary on the final candidates to the Hiring Agent. The chairperson of the committee shall endeavor to achieve a diverse composition.
After approval of Form A and the Form B/Recruitment Plan, the Hiring Agent or designee shall announce the vacancy and carry out the Recruitment Plan.
The Hiring Agent is responsible for the employment decision. The Hiring Agent is responsible for providing guidance and support to the designated Screening Committee Chairperson regarding the entire employment process. At the beginning of the screening process, the Hiring Agent shall explain to the screening committee its duties as outlined in the Recruitment Plan.
The Chairperson of the committee is responsible for ensuring that all application materials are secured. Only persons serving on the screening committee, the Civil Rights Director, and the appropriate Vice President shall have access to applicants' letters of reference or transcripts. All screening committee deliberations are confidential and may only be shared with those directly involved in the employment decision. Other members of the department may view an applicant's letter of applications, resumes, and scholarly/creative materials.
All letters of interest and credentials shall be directed to either the Hiring Agent or the designated screening committee chairperson, as indicated in the Recruitment Plan. The chairperson, or designee, shall acknowledge all letters of interest in writing.
The Chairperson is responsible for obtaining a complete applicant file as described in the vacancy announcement.
The Chairperson is responsible for ensuring that all applicants are sent an EEO card and information about the department, the University, and the community.
No candidates may be invited for interviews until the Form C is approved by the Dean, the Civil Rights Director, and the Vice President. The Screening Committee shall function according to the charge outlined in the Recruitment Plan and expressed at the organizational meeting.
For example, the hiring agent may request that the committee submit a list of strengths and weaknesses of the candidates as opposed to listing them in rank order.
The Hiring Agent prepares the Form C and submits it with files to the appropriate supervisor and then to the Office of Civil Rights for review and approval. Unless indicated otherwise in the Recruitment Plan, the Civil Rights Office will return the Form C and files back to the Hiring Agent.
The Dean reviews the candidates' files, and requests additional information from the chairpersons when appropriate. Upon approval of the Form C, the Dean forwards the Form C and applicant files to the Civil Rights Director for review. After review of the Form C, the Office of Civil Rights will forward the completed Form C and applicant files to the Hiring Agent. Or, when otherwise specified in the Recruitment Plan, the Office of Civil Rights will forward the Form C and files to the Vice President for approval. No invitation can be extended to the candidates until Form C has been signed and returned to the Hiring Agent.
The Hiring Agent, or designee, may then invite candidates to come for interviews. The letter of invitation needs to explain the University's policy on reimbursement of interview expenses, and must also inform the candidate that he or she will be required to document employment eligibility as required by the Immigration Department. In addition, the letter may specify a salary range, rank/title, and information concerning the type of position and, as appropriate, information about the educational requirements for tenure. Salary and rank/title must be approved by the Dean and the Vice President.
In order to insure that the appropriate affected constituencies are included in the interview process, the Committee Chairperson, or designee, will establish the interview schedule and must include the Dean, faculty/staff and any others deemed appropriate. Candidates for teaching positions shall make presentations to the faculty or teach sample classes to which faculty and students are invited. The Chair shall establish the appropriate interview schedule for academic support
professionals.
Checking references is a valuable tool in the employment process. The employment policy provides that the Hiring Agent is responsible for ensuring that the final candidates' references have been appropriately checked, and that the credentials are appropriate for the advertised vacant position. The screening committee may also wish to contact references at other times during the screening process. This is permissible, but please keep in mind that all candidates must be treated as equally as possible. If you are calling off the list provided by the candidates, it is recommend that you notify the candidate first.
It is strongly recommend that reference checks be conducted in teams whenever possible. This practice helps ensure that accurate notes are taken during these conversations. The same core questions should be posed to each candidate's references. Specific questions germane to each candidate may also be pursued. Please review the Illegal or Inappropriate Topics List before speaking with references.
No offer of employment may be made until the Dean, the Civil Rights Director, and the appropriate Vice President have signed the form D.
After
consultation with the department screening committee, the Chairperson
shall submit the Form
D and the candidate's complete application (including a letter of
interest, a current vita, letters of recommendation or reports from telephone
references, and transcripts or other evidence of all graduate work), composite
summaries of the interview session comments, and summaries of the screening
committee's comments to the Dean for approval.
After
reviewing this packet of material and clarifying any issues, the Office
of Civil Rights shall forward the Form
D and accompanying materials to the Vice President.
COMPLETING THE EMPLOYMENT PROCESS
The Hiring Agent or designated Screening Committee Hiring Agent shall notify all unsuccessful candidates.
The Hiring Agent shall submit the request for reimbursement of interview expenses of candidates to the Dean/Director's Office.
Before a temporary position may be filled or advertised, a Form A must be approved by the Chairperson/Unit Head, the Dean/Director, and the Vice President.
Whenever feasible and appropriate, temporary positions shall be filled through a national recruitment process. A temporary faculty member who is hired through a national recruitment process may be later appointed into a continuing tenure-track position without conducting a new screening process, on the recommendation of the Department Chairperson, the Dean, the Civil Rights Director, and the Vice President. A temporary faculty member, who is employed through a national screening process, is not guaranteed a later appointment as a continuing faculty member. There is no requirement for the University to fill a continuing tenure-track position in this manner.
When a national screening process is approved for a temporary position, the procedures prescribed in this policy for filling a continuing faculty position apply.
Advertising for temporary positions may be omitted under certain circumstances, such as, for example, when vacancies are to be filled by persons on the Re-employment Roster or when there is insufficient time to advertise for the position.
A Form D shall be completed for any temporary appointment.
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