The
University Senate of
PROPOSAL
18-10
(Voting Units: Full Senate)
“AMENDMENT TO PROPOSAL 02-07: SEARCH PROCEDURE FOR UNIVERSITY
ADMINISTRATORS”
Proposal
Background/Justification:
Proposal
2-07 (Senate Procedure 801.1.1) item 11.0 states the following: "The
Search Committee should inform the Senate of any changes it deems necessary in
the search procedure." This proposal details the changes that the Provost
Search Committee of 2009-2010 deem necessary to the procedure.
The justification for these changes are as follows:
1. A 16 member committee is too large. The committee was cumbersome
and awkward at least initially. No one knew one another. It did get
better as the committee met and met, but it is not constructive since it was
difficult to schedule a time for everyone and there was time wasted with
catch-up because of that. This change in committee structure is the major
change in the procedure.
2. A smaller size saves money.
3. The present structure does not afford the flexibility to go after a
more experienced committee to begin with. Each executive position is
different and requires different expertise. The new procedure allows for
greater flexibility and choice.
4. We have more executive positions
which were not clearly defined in the previous procedure. This is now up to
date.
5. The old 3.7 was never implemented.
6. The search is made stronger by insisting in 7.1 that the Initiator
attend the interviews.
7. Considering the change in committee structure, the previous search
would have accomplished identical goals if it wished with all the various
interviews scheduled. This should really be left for the committee to
decide.
8. Most of the other changes reflect how the search procedure was
conducted, certain events were not attended by anyone, and other changes are
made since the
stated procedure was never followed.
9. The senate minutes should reflect the discussion on these changes and
will provide useful insights for subsequent committees to adopt.
Proposal: (the strike-through language is to be removed
and language in red is to be added)
The
Board of Control has assigned to the University Senate responsibility for
establishing policy in some areas of academic and research matters. The search
procedure described here is for University administrators who constitute the executive team, excluding the President.
at the level of vice provost and above, whose responsibilities lie partially
or wholly within those assigned areas. At the time of writing of this
procedure, titles of these administrators include the Provost and Vice
President for Academic Affairs, the Vice President for Research, and the Vice
President for Student Affairs
This
policy does not apply to searches for other second- and third-echelon
administrators. For such searches, this procedure may be used in whole or part
at the discretion of the President.
1.0 Initiation
1.1 The Initiator of a search will be the President, or the Provost if appropriate executive as designated by the President.
2.0 Formation of the Search Committee
2.1 The Search Committee will consist of fifteen members:
Constituency Elector Number of
Representatives
Faculty University
Senate 4
Professional
Staff University
Senate 1
Department Chairs President or Provost 1
Deans President or Provost 1
Staff Staff Council 2
Graduate
Students GSC 1
Undergraduate
Students USG 1
At-large President
or Provost 3
University Senate President --- 1
15 TOTAL
2.1
This procedure applies automatically for the following
positions: Provost and Vice President
for Academic Affairs, Vice President for Research, and Vice President for
Student Affairs. For other executive
vacancies, the initiator and the Senate President must meet to determine if it
is necessary to implement this procedure.
They should also determine what sort of professional training and
knowledge would constitute an appropriate committee for all searches. The search committee can consist of up to 10
persons. The initiator will request that
the Senate selects up to four members from the Senate constituency. The Senate Executive Committee will decide on
the selection method. The initiator will
select up to four other persons. One
representative each from the undergraduate and graduate students may be
selected if deemed appropriate for the purposes of the search.
2.2 The initiator will ask Human Resources to
designate a representative to serve without vote.
2.2 Faculty Representatives: The President of
the University Senate will serve on the Search Committee. The Search Initiator
will ask the Senate to elect four other faculty representatives to the Search
Committee. The representatives must be tenured or tenure-track faculty. One
representative must be from the College of Engineering, one from the College of
Sciences and Arts, and one from outside of the two colleges. One additional at-large
representative will be elected. The Senate should endeavor to obtain a balance
of race, gender, and academic rank in its election. Nominees, including
self-nominees, should be solicited from the entire faculty with an open call
for nominations. The election should be conducted so that each member of the
Search Committee is elected by a majority vote of a quorum of the Senate.
2.3 Professional
Staff Representative: The Search Initiator will ask the Senate to elect one
representative to the Search Committee from the professional staff. Nominees,
including self-nominees, should be solicited from the entire Senate
constituency of professional staff with an open call for nominations. The
election should be conducted so that the representative is elected by a
majority vote of a quorum of the Senate.
2.4 Student
Representatives: The Initiator will ask the Undergraduate Student Government
and the Graduate Student Council each to elect one Committee representative and
one alternate.
2.5 Staff
Representatives: The Initiator will ask the Staff Council to select two staff
members to serve on the Search Committee.
2.6 Department
Chair Representative: The Initiator will select one department Chair to serve
on the Committee.
2.7 Dean
Representative: The Initiator will select one of the school Deans or college
Deans to serve on the Committee.
2.8 At-large
Representatives: The Initiator will select three other individuals to serve on
the Committee.
2.9 The
Initiator will ask Human Resources to designate a representative to serve
without vote.
2.10 A
list of the names of Committee members will be posted electronically, and will
be submitted for publication in Tech
Topics and The
Lode.
3.0 Meetings
3.1 The
first meeting of the Committee may be called as soon as at least a
three-fourths majority of Committee members have been named.
3.21 The Initiator (President or Provost)
will call the first meeting of the Committee, and will deliver the charge to
the Committee. The Initiator will relate the guidelines for the search process
including staffing and the budget for advertising and interviewing.
3.32 The Initiator will supervise the election of a
chair and associate chair by written ballot, in closed session, at the first
meeting. During the first meeting the Committee and the Initiator will
specify the responsibilities of these individuals.
3.43 The Initiator and the Committee will agree on a
target date for selection of the candidate and on other time lines of the
search.
3.54 The Affirmative Action Officer and the Human
Resources representative or other designated persons will provide an
orientation for the Search Committee at the outset of the search, and will be available
thereafter for any needed consultation. The Committee should discuss the legal
issues involved in record keeping and be informed of their legal
responsibilities and liabilities. As of the writing of this procedure, all notes and email
correspondence must be kept for three years.
3.65 The representative from Human Resources will
assist the Committee with its tasks of organizing paperwork, documenting
activities, advertising the position, and following guidelines for the search
and screening processes.
3.7 Searches
will proceed under the principle of openness. Committee meetings will be open
to members of the University community unless a closed meeting is necessary to
maintain confidentiality.
3.8 The
Search Committee should expedite the search process by forming working
subcommittees for appropriate tasks.
4.0 Goals
4.1 In
order to select appropriate candidates, the Search Committee must consider the
goals, the mission, and the vision that have been published for the University
and the unit(s) to be administered.
5.0 Position description and list of
qualifications and attributes
5.1 The
Initiator, with input from the Search Committee,
with input from the Initiator, from Human Resources, from appropriate
administrators, and from the Affirmative Action Office, will draft a position
description (e.g., qualifications, duties, expected achievements, etc.) that is
consonant with published goals.
5.2 Before
soliciting candidates, and in consultation with the Initiator, the Committee
will establish the essential qualifications and desired attributes
(inter-personal skills, management style, etc.) of candidates, and will group
(weight) the attributes by major and minor importance.
5.32 The draft position description and list of
qualifications and attributes will be sent via email or otherwise to all
faculty and staff, and will be posted electronically. Faculty, staff, and
students will be invited to send comments to the Committee. The Committee
will hold an open meeting of faculty, staff, and students to discuss the
position description and the list of qualifications and attributes.
5.4 The
Committee Initiator will consider the
comments, and then write a final description and list of qualifications and
attributes. The final version will be posted electronically and submitted for
publication in Tech Topics
Today and
The Lode. It
will also be sent to all applicants.
6.0 Mechanism for identifying candidates
6.1 At
the discretion of the President Initiator,
the search may be conducted using the services of a search firm or consultants.
The Search Committee will direct the efforts of the firm or consultants.
6.2 To
ensure a diverse, well-qualified applicant pool that meets EEO requirements,
the Committee should solicit applicants according to procedure established by the
Affirmative Action Office and work with the Affirmative Action Officer.
6.3 In
the case of an open search, the position will be advertised in appropriate
professional journals and publications. Faculty and staff should be invited to
nominate both internal and external candidates. Faculty should be encouraged to
contact colleagues and to send them position advertisements.
6.4 The
Committee will screen applicants according to its published criteria. If an
applicant appears to be a strong contender for the position, the Committee will
check applicant information (e.g., degrees, positions held) and references.
6.5 Within
time and budgetary constraints, the Committee may schedule and hold screening
interviews with a select pool of candidates (usually less than 10). The
identity of those interviewed will be held in confidence.
6.63 As the search progresses, deviations from the
budgetary guidelines must be approved by the Initiator.
7.0 Semifinalist candidates
7.1 The
Committee, after reviewing vitae, reference letters, other relevant material,
the results of any screening interviews, and the advice of the Affirmative
Action Officer, will produce a short list of candidates. These candidates will
be invited for on-campus interviews; they become semifinalists on acceptance of
an interview. The
Initiator will attend these interviews.
7.2 For
semifinalists the Committee will obtain independent assessments from referees
not listed by these candidates. The Committee should solicit faculty and
staff help for identifying appropriate referees.
8.0 Interview process
8.1 A
short vita of each semifinalist candidate will be sent via email or otherwise
to all faculty and staff of the University at least two work days prior to the
campus visit. A full resume will be made available in posted electronically by the Human Resources Office
for examination by all faculty, staff, and students of the University.
8.2 The
interview process will include, among other assessments, the response to a
hypothetical job situation that reveals how the candidate approaches
problem-solving, decision-making, and ethics.
8.32 For on-campus interviews, the Committee will
arrange and publicize a variety of opportunities, including at least two open
forums, for faculty, staff, and students to meet and talk with each candidate.
8.43 The Search Committee will make appointments
for the candidate to meet the Provost, the President, the Department Chairs,
the Deans of Colleges and Schools, the Human Resources Director, and other
appropriate personnel. develop, with the Initiator’s approval, a standard interview
schedule for each semi-finalist.
8.54 The Committee will invite to a separate meeting
with the candidate, all faculty of the department in which the candidate would
be tenured wishes residency.
8.6 The
Committee will inquire whether the Board of Control wishes to interview any
semifinalist.
8.75 Faculty, staff, and students will be invited to
provide oral and written feedback to the Committee on the entire slate of
semifinalist candidates, based on the published position description,
qualifications and attributes. The Committee will share these comments with the
Initiator.
9.0 Selecting the final candidate(s)
9.1 Selection
of the final candidate(s) will begin only after the on-campus interview process
for all semifinalist candidates is complete.
9.2 After
considering the feedback from the University community, the Committee will
develop in closed session a list of at most three acceptable individuals from
the list of semifinalists.
9.3 The
Initiator (President or Provost) will also develop a list of acceptable
individuals from the list of semifinalists.
9.4 The
Committee and the Initiator will meet and agree on mutually acceptable finalist
candidate(s). If no agreement can be reached, the search will be reopened.
10.0 Negotiating salary and tenure
10.1 The
Provost Initiator and/ or President will
negotiate with the chosen finalist candidate(s). Should negotiations with the
all acceptable candidate(s) be unsuccessful, the Committee
and President or Provost Initiator will
meet to reach a consensual decision on the selection of the next acceptable
finalist(s) from list of semifinalists applicants.
The search will be reopened if no acceptable candidate is found.
10.2 If appropriate, T the
President or Provost will negotiate tenure with the Chairs and Deans of
appropriate academic units, and will make any recommendation of tenure to the
Board of Control.
10.3 An
explicit part of the negotiation will be salary as a tenured faculty member
should the candidate resign from the administrative position.
10.43 Other professional benefits will be negotiated
between the candidate and the appropriate administrative officer(s). The
Search Committee will be informed of the final accepted offer.
11.0 Closure
11.1 The
Search Committee should must inform the Senate of any changes it deems necessary in
the search procedure.
The search
procedure described here is for University administrators who constitute the
executive team, excluding the President.
This
policy does not apply to searches for other second- and third-echelon
administrators. For such searches, this procedure may be used in whole or part
at the discretion of the President.
1.0 Initiation
1.1 The Initiator of a search will be the President, or appropriate executive
as designated by the President.
2.0 Formation of the Search Committee
2.1
This procedure applies automatically for the following positions: Provost and Vice President for Academic
Affairs, Vice President for Administration, Vice President for Research, and Vice President for Student Affairs. For other executive vacancies, the initiator
and the Senate President must meet to determine if it is necessary to implement
this procedure. They should also
determine what sort of professional training and knowledge would constitute an
appropriate committee for all searches.
The search committee can consist of up to 10 persons. The initiator will request that the Senate
selects up to four members, to include both faculty and staff, from the Senate constituency. The Senate Executive Committee will decide on
the selection method. The initiator will
select up to four other persons. One
representative each from the undergraduate and graduate students may be
selected if deemed appropriate for the purposes of the search.
2.2
The initiator will ask Human Resources to designate a representative to
serve without vote.
3.0 Meetings
3.1 The
Initiator will call the first meeting of the Committee, and will deliver the
charge to the Committee. The Initiator will relate the guidelines for the
search process including staffing and the budget for advertising and
interviewing.
3.2 The
Initiator will supervise the election of a chair and associate chair by written
ballot, in closed session, at the first meeting. During the first meeting the
Initiator will specify the responsibilities of these individuals.
3.3 The
Initiator and the Committee will agree on a target date for selection of the
candidate and on other time lines of the search.
3.4 The
Affirmative Action Officer and the Human Resources representative or other
designated persons will provide an orientation for the Search Committee at the
outset of the search, and will be available thereafter for any needed
consultation. The Committee should discuss the legal issues involved in record
keeping and be informed of their legal responsibilities and liabilities. As of
the writing of this procedure, all notes and
email correspondence must be kept for three
years.
3.5 The representative from Human
Resources will assist the Committee with its tasks of organizing paperwork,
documenting activities, advertising the position, and following guidelines for
the search and screening processes.
4.0 Goals
4.1 In
order to select appropriate candidates, the Search Committee must consider the
goals, the mission, and the vision that have been published for the University
and the unit(s) to be administered.
5.0 Position description and list of
qualifications and attributes
5.1 The
Initiator, with input from the Search Committee,
from Human Resources, from appropriate administrators, and from the Affirmative
Action Office, will draft a position description (e.g., qualifications, duties,
expected achievements, etc.) that is consonant with published goals.
5.2 The
draft position description and list of qualifications and attributes will be
posted electronically. Faculty, staff, and students will be invited to send
comments to the Committee.
5.3 The
Initiator will consider the comments, and then write a final description and
list of qualifications and attributes. The final version will be posted
electronically and submitted for publication in Tech Today and The
Lode. It will also be sent to all applicants.
6.0 Mechanism for identifying candidates
6.1 At
the discretion of the Initiator, the search may be conducted using the services
of a search firm or consultants. The Search Committee will direct the efforts
of the firm or consultants.
6.2 To
ensure a diverse, well-qualified applicant pool that meets EEO requirements,
the Committee should solicit applicants according to procedure established by
the Affirmative Action Office and work with the Affirmative Action Officer.
6.3 As
the search progresses, deviations from the budgetary guidelines must be
approved by the Initiator.
7.0 Semifinalist candidates
7.1 The
Committee, after reviewing vitae, reference letters, other relevant material,
the results of any screening interviews, and the advice of the Affirmative
Action Officer, will produce a short list of candidates. These candidates will
be invited for on-campus interviews; they become semifinalists on acceptance of
an interview. The Initiator will attend
these interviews.
7.2 For
semifinalists the Committee will obtain independent assessments from referees
not listed by these candidates.
8.0 Interview process
8.1 A
full resume will be posted electronically by the
Human Resources Office for examination by all faculty, staff, and students of
the University.
8.2 For
on-campus interviews, the Committee will arrange and publicize a variety of
opportunities, including at least two open forums, for faculty, staff, and
students to meet and talk with each candidate.
8.3 The
Search Committee will develop, with the Initiator’s approval, a standard
interview schedule for each semi-finalist.
8.4 The
Committee will invite to a separate meeting with the candidate, all faculty of
the department in which the candidate wishes residency.
8.5 Faculty,
staff, and students will be invited to provide oral and written feedback to the
Committee on the entire slate of semifinalist candidates, based on the
published position description, qualifications and attributes. The Committee
will share these comments with the Initiator.
9.0 Selecting the final candidate(s)
9.1 Selection
of the final candidate(s) will begin only after the on-campus interview process
for all semifinalist candidates is complete.
9.2 After
considering the feedback from the University community, the Committee will
develop in closed session a list of at most three acceptable individuals from
the list of semifinalists.
9.3 The
Initiator will also develop a list of acceptable individuals from the list of
semifinalists.
9.4 The
Committee and the Initiator will meet and agree on mutually acceptable finalist
candidate(s). If no agreement can be reached, the search will be reopened.
10.0 Negotiating salary and tenure
10.1 The
Initiator and/or President will negotiate with the chosen finalist
candidate(s). Should negotiations with all acceptable candidate(s)
be unsuccessful, the Committee and Initiator will meet to reach a consensual
decision on the selection of the next acceptable finalist(s) from list of
applicants. The search will be reopened if no acceptable candidate is found.
10.2 If
appropriate, the President or Provost will
negotiate tenure with the Chairs and Deans of appropriate academic units, and
will make any recommendation of tenure to the Board of Control.
10.3 Other
professional benefits will be negotiated between the candidate and the
appropriate administrative officer(s).
11.0 Closure
11.1 The
Search Committee must inform the Senate of any changes it deems necessary in
the search procedure.
Three amendments (in blue) were added: 14 April 2010
Adopted by Senate with amendments: 14 April 2010
Approved by administration: 21 April 2010