A. Position Authorization and Advertisement 1. Department proposes to hire a new or replacement faculty member. The Department Chair prepares a preliminary proposal that includes: - Position Announcement Authorization Form;
- Rationale;
- Draft advertising copy.
The Position Announcement Authorization Form is accessible from the hiring section of the Chairs Information page on the Academic Affairs website in either pdf format and Word format . On the form the Department provides information about the responsibilities, qualifications, and rank. In addition, the form asks for: - Recruitment and Search Strategy (e.g., conferences, advertising venues, deadlines);
- Search Calendar (e.g., dates of professional meetings, campus interviews);
- Search Budget (e.g., estimates for airfare, hotel accommodations, meals, etc.).
Chairs should consult with their Dean for any required additions to the Position Announcement Authorization that are specific to their school. The Assistant Vice President for Academic Affairs and Diversity and the Director of Recruitment and Employment may be consulted as resources to support the Department’s efforts in the development of the position description, advertisement copy, and the Recruitment and Search Strategy. The latter is crucial to the recruitment of a broad and diverse pool of applicants. Although it is part of the Position Announcement Authorization Form, the Recruitment and Search Strategy should be reviewed and revised throughout the initial phases of the search. Appended to these procedures is “Developing the Recruitment and Search Strategy,” which contains a detailed example. Appended to these procedures is “Advertising Ideas and Venues.” Tenure-track and full-time clinical positions must be advertised nationally. Depending on the position, full-time non-tenure-track should also be advertised nationally or locally. The ad should include the following statements: Loyola College is a dynamic, highly selective, Jesuit Catholic institution in the liberal arts tradition and is recognized as a leading independent, comprehensive university in the northeastern United States. Located in a beautiful residential section of Baltimore with Graduate Centers in Timonium and Columbia, Loyola enrolls over 3,200 students in its undergraduate programs and 3,000 students in its graduate programs. The College welcomes applicants from all backgrounds who can contribute to its educational mission. Loyola is an Equal Employment Opportunity Employer, seeking applications from underrepresented groups. Additional information is available at www.loyola.edu.
In the ad the Department may want to express a preference that applications and other related information be submitted by e-mail. Technology Services can establish a special search e-mail account (e.g., BioSearch@loyola.edu), if so requested. 2. Dean reviews the authorization form, the ad copy, search calendar, and search budget; checks the position description and qualifications for completeness and consistency with the needs of the department and mission of the College; and reviews the Recruitment and Search Strategy, in consultation with the Assistant Vice President for Academic Affairs and Diversity, to ensure that it is likely to produce a diverse pool of applicants who are supportive of the College’s mission. The Dean discusses with the Chair the recommended rank and salary range. Appointment at the rank of Associate or Full Professor requires the concurrence of the Board on Rank and Tenure. 3. Department Chair revises, if necessary, the authorization form, ad copy, Recruitment and Search Strategy, search calendar, and/or search budget. The Chair signs the authorization form and submits it to the Dean. 4. Dean indicates support by signing the authorization form and forwarding it to the Vice President for Academic Affairs. If the position is approved, the Department Chair receives a copy of the authorization form signed by the Vice President for Academic Affairs and the Dean. Copies are also sent to the Dean, the Assistant Vice President for Academic Affairs and Diversity, and Director of Recruitment and Employment. The Dean informs the Chair as to whether the Vice President for Academic Affairs and/or the President will participate in the interview process. 5. Department Chair appoints a search committee. If the committee is a subset of the Department, the Chair takes into account the qualifications sought in the advertised position and the expertise of different department members. The Chair also seeks to make the committee as diverse as possible in terms of gender, ethnicity/race, Jesuit identity, years of experience, tenure status, and academic interests within the discipline. For an endowed chair the Search Committee includes two faculty members outside the department. 6. Search Committee and Departmental Administrative Assistant meet with the Dean, the Assistant Vice President for Academic Affairs and Diversity, and the Director of Recruitment and Employment to review search procedures and guidelines, including appropriate interview questions as well as those topics or questions that should not be raised with candidates. At this meeting the Assistant Vice President for Academic Affairs and Diversity provides the Search Committee with the available statistics about gender and minority faculty in the discipline so that the Department knows the characteristics of the national pool. Throughout the search process, the Assistant Vice President for Academic Affairs and Diversity, the Assistant Vice President for Human Resources, and the Director of Recruitment and Employment are available to the Search Committee and the Department as resources. 7. Search Committee reviews the Recruitment and Search Strategy, taking into account the information provided by the Assistant Vice President for Academic Affairs and Diversity (see Step A6). The Committee makes appropriate modifications and, if revisions are made, sends a revised strategy to the Dean and the Assistant Vice President for Academic Affairs. 8. Search Committee sends the approved ad and a copy of the Recruitment and Search Strategy to the Director of Recruitment and Employment who places the ad in those venues listed in the Recruitment and Search Strategy to ensure reaching a diverse pool of applicants. It is the Search Committee Chair’s responsibility to follow up with the Director of Recruitment and Employment to ensure that ads are placed in a timely manner. At this point, the Search Committee begins its focused recruitment efforts; these may include advertisements in professional journals and at professional organizational meetings, making personal contacts, and letter writing to programs, individuals, and listservs. B. Application Acknowledgement and Evaluation 1. Search Committee works with the Department Chair to develop a set of standards for evaluating applications. This ensures that all applicants are considered equally and that the same general information is gathered for all candidates. 2. Departmental Administrative Assistant verifies with Human Resources (HR) that the job is posted on the HR website and obtains the link to the Equal Employment Opportunity Survey, which is accessible from the Prospective Employees section of the HR website. 3. Search Committee sends applicants sends applicants an acknowledgement, including the link to the on-line Equal Employment Opportunity Survey (see Step B2). The Search Committee Chair saves a copy of this acknowledgement as well as all other correspondence with applicants, including copies of e-mail messages. 4. Search Committee reviews applications as they are submitted, eliminating those applicants who are clearly unqualified. The Department Chair contacts eliminated applicants thanking them for their interest in the position, notifying them that their application is not under active consideration and hence there is no need to send further information, and wishing them well. 5. Search Committee contacts the most viable applicants asking them to review the material on Jesuit Identity posted on the Internet at www.loyola.edu/about/jesuitidentity and to submit a Complete Dossier. A Complete Dossier consists of: - cover letter and vita;
- official transcripts of all undergraduate and graduate work;
- an essay (directions are contained on the Faculty Applicant Dossier sheet);
- 3 letters of recommendation submitted independently of the candidate;
- a recent publication and/or a research proposal.
Although this contact may be made by e-mail, a copy of the message should be saved and placed in the search file. The Faculty Applicant Dossier sheet is accessible from the Information for Faculty Applicants page as well as the Chairs Information page on the Academic Affairs website. Applicants should be told of the importance of reviewing the material relating to the College’s Jesuit mission and addressing in their essays the ways they could contribute to this mission . 6. Department Chair and/or Search Committee Members may conduct preliminary interviews at professional meetings. (This may occur simultaneously with Steps B1 through B5.) Particularly impressive candidates should be given the Faculty Applicant Dossier sheet and urged to submit a Complete Dossier (see Step B5). Arrangements for such preliminary interviews may be made ahead of time by phone or e-mail. Those applicants who express interest in a preliminary interview, but who are not attending the conference should be interviewed by phone. This is particularly important because research on inclusive hiring procedures shows that a variety of factors, including low or sporadic levels of institutional support, family commitments, and individual resources, may prevent attendance at conferences by viable candidates. 7. Search Committee sends qualified applicants the HR Faculty Information Packet which contains Undergraduate and Graduate Catalogues, Loyola’s Vision and Values statement, a copy of the Strategic Plan, a document summarizing the College’s benefits package, a copy of the Rank and Tenure Policy Statement, and other general information. If the pool is relatively small, packets can be sent to all qualified applicants identified in Step B4; otherwise, packets are generally sent to the top 20 candidates. The Department may include additional information in the packet, if that seems appropriate. 8. Department Chair reviews the Rank and Tenure Policy Statement making a special note of Article 4.2 which deals with the probationary period. If there is a possibility that the appointment may be at a senior rank, the Chair should review the May 18, 2001 memo from the Board on Rank and Tenure which discusses its interpretation of the relevant issues and procedures. C. Short-list Determination 1. Search Committee, Dean, and Assistant Vice President for Academic Affairs and Diversity receive, on a bi-weekly basis, a report from HR that summarizes the characteristics of the applicant pool. If the applicant pool is too small, is too weak, does not have the anticipated diversity, or lacks sufficient commitment to mission, the Search Committee should inform the Dean. The Department or the Dean may decide to readvertise before proceeding. 2. Search Committee reviews the completed applications and works with the Department Chair to identify the top 10 to 12 candidates. To help narrow the field, the Search Committee may conduct phone interviews with some of the candidates or may contact references for further information. 3. Department Chair sends to the Dean the completed and ordered (see B5) dossiers of the top candidates (approximately 10-12) acceptable to the Department, with a ranking of the top 3, along with the most recent EEO report. The Dean and Chair review these dossiers for quality, diversity, and commitment to mission. The Chair in consultation with the Dean decides on those candidates to invite for an on-campus interview, subject to the approval of the Department. Typically 3 candidates will be invited; occasionally, 4 or 5 may be invited if the additional candidates are similarly well-qualified, offer different and clearly defined strengths worthy of consideration, and if a larger interview group would provide a more diverse pool. D. On-campus Interviews 1. Department Chair contacts the office of the Dean to determine days/times when the Dean will be available to meet with candidates. If the Vice President for Academic Affairs and/or the President is to participate in the interview process, the Chair also contacts their offices (see Step A4). If the candidate is a Jesuit, he should also meet with the Rector of the Jesuit Community. In developing the candidate’s schedule, the Chair should include an occasional break. 2. Department Chair invites candidates for on-campus interviews. Candidates should be: - informed that they will meet with the Department and the Dean, and in some cases the Vice President for Academic Affairs and/or the President (see Step A4);
- asked to teach a class or make a faculty presentation;
- sent a rough outline of the interview schedule;
- told that they will be reimbursed for expenses and hence need to obtain appropriate receipts.
Candidates should be asked if there are individuals with whom they would like to meet, or if there are questions that may best be answered by individuals outside the interview process. For example, women, people of color, or non-Catholics might ask to meet with women, people of color, or non-Catholics in other areas of the College. Candidates finishing graduate school may wish to talk with non-tenured or recently tenured faculty. Those who engage in interdisciplinary work may wish to talk to faculty in an allied department. Candidates should be asked to complete the Human Resources Campus Interview Information Form. Since the interview process involves a full day, candidates who are not from the local area will need to stay in a hotel. Every effort should be made to have candidates arrange their travel schedules so that this involves only one night. 3. Department Chair arranges the interview schedule (see Steps C1 and C2) and then prepares for each interviewer a packet containing the following materials in the order specified: - the candidate’s interview schedule;
- the candidate’s cover letter and vita;
- the candidate’s transcripts;
- the candidate’s essay;
- letters of recommendations;
- the candidate’s recent publication and/or research proposal;
- the most pertinent correspondence between the candidate and the Department;
- a copy of the latest EEO report from HR that summarizes the characteristics of the applicant pool.
The Dean should receive the originals of all materials submitted by the candidate, with the Department keeping a copy for its records. These packets should be distributed to the interviewers at least two days before the candidate’s arrival. Students should participate in the interview process as the Department deems appropriate. 4. Candidate arrives and meets with the Department Chair. The Chair gives the candidate a copy of the interview schedule, explaining the purpose of each meeting. 5. Department, Dean, and others, as well as Vice President for Academic Affairs and/or President, if applicable, meet with the candidate. The interview schedule should include time for department members to meet informally with the candidate. This can often be accomplished by having different faculty escort the candidate around campus. It is inappropriate, and often illegal, to ask the candidate some personal questions. Interviewers should be careful to restrict their comments and questions to topics directly related to the position. On the other hand, the candidate may volunteer personal information. Hence as the situation presents itself, it is advisable to acknowledge the candidate’s gender, race, ethnicity, or religious identity. Interviewers should be prepared to answer questions related to these areas such as the number of women, people of color, or non-Catholics on campus; opportunities for advancement; the College’s commitment to recruitment and retention of individuals from underrepresented groups; the quality of life on campus for these groups; and personal, professional, and educational opportunities for spouses/partners and children. In addition, the Assistant Vice President for Academic Affairs and Diversity may provide assistance to departments in identifying faculty and administrators to talk with candidates about diversity issues. 6. Department utilizes any free time to acquaint the candidate with the College and with the Baltimore community. This may certainly include one or more meals off-campus with at least some members of the Department. Department members should keep in mind that these informal events are also part of the interview process and should be restricted to College-related personnel. For example, it is inappropriate to invite to dinners those who are not part of the interview process (e.g., spouses, friends). The College will reimburse the Chair for reasonable expenses incurred during this phase of the recruiting process. However, the Department should be guided by the budget submitted at the beginning of the search process. 7. Department Chair ends the on-campus visit by providing the candidate with information about the process and timetable for making a decision. Candidates should be asked if there are any mitigating circumstances, other offers, extended travel plans, or other issues of which the Department should be aware. E. Selection and Appointment 1. Department Chair discusses the interviewees with the Dean. The Department Chair reports to the Department on his/her discussions with the Dean. Department reviews the strengths and weakness of each interviewee and by consensus or vote reaches agreement on a ranking of acceptable candidates. The Chair discusses this list with the Dean. If the number of acceptable interviewees is small, the Department or the Dean may decide to invite other candidates to campus before proceeding to Step E2. 2. Department Chair completes and signs the Employment Recommendation Form and sends it to the Dean. The Employment Recommendation Form is accessible from the hiring section of the Chairs Information page on the Academic Affairs website in pdf format and Word format. The Dean indicates support by signing the form and forwarding it to the Vice President for Academic Affairs. If approved, the Vice President for Academic Affairs signs the form and sends a copy to the Department Chair. If time is of the essence, the Chair should inform the Dean so that this process can be expedited. 3. Dean discusses with the Department Chair the salary and any other compensation issues. The Department Chair contacts the finalist to inform him/her of the impending offer. If the finalist has questions or concerns, the Department Chair conveys this information to the Dean. Occasionally, the Chair will have several conversations with the finalist. 4. Department Chair informs the Dean that the finalist intends to accept the offer. The The Dean prepares the letter of appointment with copies to the Department Chair and HR. When the Dean receives an acceptance to the offer, copies of the acceptance are sent to the Department Chair and to HR. 5. Department Chair contacts those candidates who had on-campus interviews, tells them the position has been filled, thanks them for their interest in Loyola, and wishes them well. Department Chair also informs other applicants that the position has been filled. 6. Department Chair, upon learning that the offer has been accepted, obtains Form I-9 and other tax forms from HR, which are on the HR website, and sends them to the new faculty member. F. Records 1. Department keeps written records of the recruitment and selection process for at least two years. These records should include information on advertising, recruitment letter(s), e-mail messages, telephone calls, applications received, interviews at professional meetings, letters of appointment or rejection, and specific steps taken to recruit candidates who are women, Jesuits, or people of color. If the department wishes, HR can store these documents. 2. If the finalist is a non-US citizen, the need for maintaining complete records is even more important. In that case HR will need these records to process the necessary documents in order to obtain the appropriate visa. The finalist has 18 months from the time an offer is made verbally to obtain a permanent visa. A temporary visa may be obtained for up to 6 years. Note that the time period for obtaining a visa begins with the verbal offer, not the date of the signed contract. Note: For full-time non-tenure-track positions, these procedures may be adapted, as necessary, in consultation with the Dean. For example, a recent publication and/or research proposal (see Step B5) may not be required for some non-tenure-track searches. July 2004 | 
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