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Wright State University
Boonshoft School of Medicine

Procedure number: 110

Revised: March 2006

Subject: Recruitment—Fully Affiliated Faculty (Regular)

PROPOSAL FOR FACULTY MEMBER
A department identifies the need for a new or replacement faculty member and writes a request proposal that includes a brief justification statement. If administrative help is needed with details for the proposal, consult with members of the dean's staff (fiscal affairs, faculty and clinical affairs, research) or the Wright State Physicians director as needed.

1. The proposal should include the following components:

  1. academic activities that include teaching, research and service;
  2. physical location, equipment, and space needs;
  3. salary guidelines by academic rank;
  4. potential sources of funding;
  5. identification of any special considerations for the position; and
  6. if sources of funds is from an affiliated institution, approval documentation from the appropriate institution's administration.

2. The department sends the proposal to the Office for Fiscal Affairs for review and approval.

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After approval, use the following guidelines to expedite the process and assure compliance with the Affirmative Action Policy of Wright State University.
1. When starting the search for a faculty position, the department sends the following documents to the Office of Fiscal Affairs:

  1. the Announcement of Position Vacancy and Position Description forms (Complete the forms and save them as Word documents. Print the forms and obtain department signatures.),
  2. a copy of the advertisement (view samples),
  3. a list of the search committee members. If the search committee has not been selected at this time, the department must submit the list at least one week after sending the above forms, and
  4. a copy of the funding institution's approval forms if funded by an affiliated institution.

2. The Office of Fiscal Affairs will obtain the signature of the appropriate associate dean on the forms and will submit the forms to the Department of Human Resources who will then forward the forms to the Affirmative Action Programs Office for final approval.

3. After reviewing the forms and the advertisement, Affirmative Action will assign an Affirmative Action Position number and send to the department written approval along with Precis Part I and cards to be sent to the applicants.

4. The department can then submit the approved advertisement to the appropriate journals. The departments should advertise in all appropriate publications and keep a listing of all agencies and institutions contacted by letter or by phone about the position. A search for faculty will be national in scope. If the department has questions about places to advertise to recruit women or minorities, Affirmative Action can provide the department with resources. The department should keep copies of the actual advertisements.

INTERVIEWS
1. The search committee should accept applications until the deadline. If an application is mailed through U.S. mail and postmarked by the deadline date, the committee may accept it.

2. The search committee will screen the applications and nominations in compliance with Affirmative Action policies.

3. The committee should acknowledge all applications and nominations with a letter. Affirmative Action survey cards must be sent to all applicants with the letter of acknowledgment.

4. The search committee should select the candidates for interview. First visits are normally limited to three candidates.

5. The department must complete the Recruitment and Selection Precis, Part I and the Applicant Acknowledgment Summary (model forms may be viewed at http://www.wright.edu/admin/affirm/forms.html), and submit them to the Office of Fiscal Affairs. Copies of the advertisement, mailing lists, and curriculum vitae of candidates who are selected for interview should be included with Precis, Part I.

6. The Affirmative Action Programs Office will send a letter of approval and a Precis Part II form to the department. The committee should not interview any applicants until affirmative action has approved Part I.

7. Recruitment budgets are the responsibility of the hiring department.

8. The search committee invites the candidates approved in Precis Part I for interview. The committee should be consistent with all candidates by using the same basic itinerary for each candidate and using the same general questions.

9. After review of the interviewed candidates, the search committee makes a recommendation to the chair.

10. The department completes Precis Part II (a model form may be viewed at http://www.wright.edu/admin/affirm/forms.html) and sends it to the Office of Fiscal Affairs. The committee must document the criteria and rationale used for selecting the recommended candidate(s). The appropriate associate dean will approve and forward the documents to Affirmative Action.

LETTER OF OFFER
1. Affirmative Action will send a letter of approval for Precis Part II and a Status of Position Offered form to the department. A model of the Status of Position Offered form may be viewed at http://www.wright.edu/admin/affirm/forms.html. An offer for a faculty position CAN NOT be made to candidates prior to

  1. the closing date contained in the specific position advertisements, and
  2. Affirmative Action approval.

2. After receiving the approval, the department will prepare a draft letter of offer. If the position involves clinical service (seeing patients), the department will also prepare a draft letter of offer for the Wright State Physicians (WSP). The current model offer letters are available on-line -- non-tenure track offer letter, research faculty offer letter, tenure track offer letter, WSP offer letter.

3. The department must send the draft letter(s) of offer to the Office of Faculty and Clinical Affairs to review before it is sent to the appointee.

CANDIDATE RESPONSE TO OFFER
If a candidate accepts a position by signing the approved letter of offer, the department sends the following to the Office of Faculty and Clinical Affairs for appropriate signatures:

  • original letter of offer,
  • completed Status of Position Offered form, and
  • Personnel Action Form (PAF available on-line)

If a candidate verbally declines a position, the department completes the Status of Position Offered form and submits it to the Office of Fiscal Affairs. The department may proceed with an offer to a second candidate only after completing a new Precis Part II and following the procedures listed above, (beginning with "Interviews, #10"). If no other offers will be made, the department should inform the Office of Fiscal Affairs and Affirmative Action of its plans, whether it plans not to fill the position, reopen the search, etc.

Note: Once the position is filled or the department has decided not to fill the position, documentation of the search should be preserved for three years.

Contacts: Stephanie Ours, stephanie.ours@wright.edu, Monica Abrams, monica.abrams@wright.edu, or Judy Preston, judy.preston@wright.edu

Updated June 27, 2008(sho)

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Bylaws, Policies and Procedures
Last updated 6/27/08 (sho). For more information, contact Faculty and Clinical Affairs.