Outline for Faculty Recruiting
A Chronological Outline for Faculty Recruiting: Continuous Appointments
Even though the timetable for each search may be different, the typical time for each step is indicated in parentheses.
Permission to Search (late spring)
After the President and the Dean have authorized a position, the Dean gives the department permission for a search. Permission is not official until the department receives a written notice (e-mail or paper) approving and detailing the position. Such notice will normally be sent by early summer.
Meeting with Deans (late spring)
After the search has been authorized, a meeting of all chairs who will be conducting searches, and the department Academic Department Coordinator or Administrative Assistant will be scheduled to discuss guidelines and expectations. The Dean and Associate Dean/Diversity Officer will review search procedures.
Faculty Search Report I & Search Budget Worksheet I (summer or early fall)
Before advertising its search, the department must submit Faculty Search Report I [pdf] to the Dean and the Associate Dean/Diversity Officer. Faculty Search Report I asks for:
- a search timetable,
- a job advertisement,
- the constitution of the search committee (This includes two student members and one interested faculty member from another department or college),
- an outreach and advertising plan,
- an advertising budget,
- a description of the screening process, and
- a general format for the campus visits.
Once the Dean's Office informs the search committee chair that Part I of the Faculty Search Report has been approved, the department may place its job ad and begin searching for the position. The job ad must be placed in one printed journal as well as the most appropriate web-based venues. A copy of that journal must be sent to the Dean's Office for verification. Since the full ad will automatically be posted on the college's employment website, it is permissible and indeed preferable to use abbreviated language in the web-based ads, referring potential candidates to the Pomona employment page. At this point the department should submit Search Budget Worksheet I [doc] .
Meeting with the Diversity Officer (September)
Each department involved in a search will meet with the Associate Dean/Diversity Officer to discuss search strategies and procedures. The search chair should contact the Associate Dean/Diversity Officer to arrange this meeting. The meeting is typically timed to coincide with a regular department meeting. The department's administrative assistant should be included at least in the discussion of procedures.
Collecting Diversity Data (fall)
For candidates who do NOT apply through the Academic Jobs Online website, the administrative assistant should ask Rhonda Beron in the Dean's Office for Gender and Ethnic Diversity Data cards so that they can be mailed to each candidate once the application has been received. The cards are already stamped and addressed to the Human Resources department.
Faculty Search Report II and Search Budget Worksheet II (late fall)
The department must submit Faculty Search Report II [pdf] to the Dean and the Diversity Officer before they can invite candidates to campus. Faculty Search Report II asks for diversity data, the composition of the candidate pool, and an annotated list of the top ten candidates in order of their suitability for the position. Each entry should include a brief justification for the candidate's position in the ranking. The dossiers of the top ten candidates must accompany Search Report II [pdf] . Once Search Report II has been approved, the department should arrange for campus visits. Search Budget Worksheet II [doc] must be submitted as soon as the travel arrangements have been made.
Meeting with the Deans (late fall - late winter)
After submitting Faculty Search Report II and before any candidates are invited to campus, the search committee chair meets with the Dean and the Diversity Officer to discuss the short list. In order to prepare for this meeting, the Deans will need two days to review the long short list and dossiers. Contact Dani Aurouze in the Dean's Office well in advance to set this meeting. The short list of three candidates is normally determined at this meeting, though sometimes further consultation with the department is necessary. After the short list is approved in writing (email or paper) by the Dean and the Diversity Officer, candidates may be invited for campus interviews. In a campus interview, the candidates must meet with the department, the student members of the search committee, and other interested parties including the Dean and the President. Please see the section after the outline for important details regarding campus visits.
Faculty Search Report, Part III (early spring)
Before any offers can be made, the department must submit Faculty Search Report III [pdf] to the Dean and the Associate Dean/Diversity Officer for their approval. Faculty Search Report III asks for a two-part recommendation, indicating
- which of the candidates who have visited campus are acceptable and how the department ranks them and,
- which candidates are not acceptable and why.
Making an Offer (early spring)
After the Dean and the Associate Dean/Diversity Officer have approved Part III of the Faculty Search Report, the Dean discusses the recommendation with the President. If an offer is authorized, the Dean, in consultation with the department chair, will make an offer to the successful candidate and negotiate the terms of the appointment.