Search Procedures for Hiring Faculty

1. The Search Committee will be appointed by the Director and will be chaired by the Head of the Department or Division in which the position is to be filled. The Committee will be composed of members selected from among the Library faculty and staff. The Chair shall be responsible for ensuring that:
   • The Committee follows the University's policies and procedures for hiring faculty
   • Accurate records of the Committee's activities are kept
   • Committee members understand the university's commitment to equal employment and affirmative action by reviewing Affirmative Action information on the UWG Human Resources website
   The Chair may also invite the Affirmative Action Officer to speak with the Committee if desired.
2. The Chair will write/revise the job description in consultation with the Director, the Associate Director, and the Committee. The job description will be available for review by all members of the department/division concerned. The job description must include:
   • Duties, minimum requirements, salary range and date of application review. May also include information about the University and Carrollton (web sites).
   • Materials required from the applicant:
     • letter of application
     • resume/vita
     • copies of transcripts (with official copies required before appointment)
     • three references with contact information.
   The following apply to advertisements:
   • All advertisements should carry a review date. This date should not be less than 30 calendar days from the date the advertisement is submitted to the Applicant Clearinghouse.
   • A copy of each advertisement should be sent to the VPAA's Office (To place ads using the VPAA account, just place the ad and complete a field purchase order for the check. Then send the FPO and a copy of the ad to the VPAA's office for the account number and the VPAA's signature).
3. Submit a copy of the advertisement to the following as appropriate:
   • USG Applicant Clearinghouse (all positions must be posted through the Human Resources Office to the Clearinghouse before publication)
   • Human Resources Website
   • Electronic discussion lists (e.g., LIBJOBS@INFOSERV.NLC-BNC.CA, LIBREF-L@LISTSERV.KENT.EDU)
   • Chronicle of Higher Education
   • C&RL News
   • American Libraries
4. As applications are received, the Chair must see that:
   • A folder is prepared for each applicant
   • Each applicant is sent a letter acknowledging receipt (Sample letter) and/or non-receipt of required application elements (Sample letter)
   • Each committee member has an opportunity to review applications and credentials and they are made available to all Library personnel
5. After the review date, the Committee meets and determines up to three candidates to invite for interviews, including checking references.
6. The Chair checks with the Director regarding travel funds for the candidate(s).
7. The Chair will invite the selected candidate(s) for interviews. If accepted, the Chair will consult with candidate regarding transportation, lodging, meals, etc., and inform candidate about the procedure for travel expense reimbursement.
8. Arrange interview schedule for candidate (Sample interview schedule). Interviewing should be limited to one day (8-9 hours). Make interview schedule available to Library personnel and indicate where they can review applicant's resume.
9. Interview the candidate(s). All Library personnel should be made aware of the guidelines provided by Human Resources outlining questions that are permitted and those that are not permitted in any setting. (Sample Questions)
10. After interview(s) are completed, the committee selects candidate to be offered the position and makes recommendation to the Director.
11. The Director notifies successful candidate.
12. Upon acceptance of position by a candidate,
    • The Director will notify Library staff of the acceptance of the position by the sucessful candidate.
    • The Chair will:
      • Notify the other candidates who came for interviews (if any) that they were not selected for the position. (Sample Letter)
      • Fill out Affirmative Action Checklist and return to Affirmative Action Officer.
      • Gather all official materials the Committee used in the process and ensures that they are archived for the appropriate amount of time (currently 5 years).

APPROVED 16 October 2000