Wright State University
Boonshoft School of Medicine

Procedure number: 110

Revised: October 2008

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 attaches the proposal to the online job posting Document tab under "Document," "Other.".

ADVERTISEMENT
1. The job posting is an online process (https://jobs.wright.edu/hr). Only those individuals trained to use the PeopleAdmin Online Employment System may create a job posting. Contact the Wright State University Human Resources (937-775-2120 or human_resources@wright.edu) for training information.

2. The department creates the advertisement for the position and attaches it at the Document tab under "Document," "Ad Copy." The ad must state that all applicants must apply online at http://jobs.wright.edu.

3. To submit the posting to the approval queue, select the "Comments" tab. Click "Continue to Next Page" and select "Submit to Business Manager" then click "Continue." On the next screen page select "Confirm" to submit the posting.

4. After the job posting is complete, Affirmative Action will assign an Affirmative Action Position number. The Precis Part I will be sent to the department.

5. When the department receives an email acknowledgement that the job posting is complete and approved, 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.

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.

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 (clinical), non-tenure track offer letter (research), 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:

Office of Faculty and Clinical Affairs: Stephanie Ours, stephanie.ours@wright.edu
Office of Fiscal Affairs: Monica Abrams, monica.abrams@wright.edu, or Judy Preston, judy.preston@wright.edu
Wright State Physicians: Sherry Krumm, sherry.krumm@wright.edu

Updated March 31, 2009(sho)

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