Search Procedures Committee Meeting Minutes
22 November 2000

Minutes from the last meeting were postponed to the next meeting.

Suggestions for changes:

1. The Director appoints the Search Committee and names as chair the head of the division/department or supervisor of the area in which the position is to be filled.
2. The Committee Chair writes the job announcement in consultation with the Search Committee and the Library Director. The job announcement includes the description of the duties for the job, the qualifications for the job, the salary or salary range, the date of availability, the application deadline, and instructions for application.
   When writing the job announcement the Committee should consult the Position Criteria to determine the level of the job being posted. Each Department has a copy of this criteria in its Departmental Policies and Procedures Manual.
   Also, it is imperative that the Committee consult the State University of West Georgia, Department Head's Guide to Human Resources: Recruitment, Salary Administration & Employment (November 1, 2000) or Web site: http://www.bf.westga.edu/hrpay/ This guide contains detailed information pertinent to the employment process. Consult the section on "Recruitment".
3. The job announcement will be posted on LIBSTAFF for all library staff to offer comments and suggestions.
4. The committee finalizes the job announcement, and sends it to Human Resources for approval. Jobs may also be submitted directly to Human Resources over the Web (http://www.bf.westga.edu/hrpay/enterjob.html). { When the announcement is returned,} (omit) The Chair verifies with Human Resources that all Affirmative Action procedures are being followed.
5. After the job announcement is approved by HR, the link to the approved job announcement is posted on LIBSTAFF. The Search Committee may advertise the position in the newspaper(s) if desirable or appropriate. The requirements and salary in the newspaper ad must match the posted advertisement in Human Resources and the ad must make reference to the job number assigned by Human Resources.
6. OK
7. OK
8. The Committee Chair contacts Human Resources periodically to obtain the job applicants' files. The files may be picked up personally from HR or may be sent through campus mail.
9. OK
10. The Committee will select at least three candidates to interview for the position. If there are not three qualified candidates, the committee may decide to interview fewer candidates or reopen the search. If there are fewer than three applicants, all applicants meeting the minimum advertised qualifications must be interviewed.
11. OK
12. The Committee makes available the resumes of the candidates being interviewed to the Library Staff prior to the interviews.
13. The Committee will make the interview schedule available to the Library Staff through LIBSTAFF. Members of the department where the candidate will be working are expected to meet with the applicant while he/she is available. If time permits, a member of the committee takes the candidate on a library tour and introduces him/her to the other staff members. <Link to a sample schedule>
14. Prior to selecting the candidate, the Committee must contact the candidates' references. The committee must have permission from the applicant to contact anyone no listed in his/her reference. References may be contacted either by telephone or by letter. However, all candidates references must be handled in the same manner. Consult the section on References (page 17) in the State University of West Georgia. Department Head's Guide to Human Resources: Recruitment, Salary Administration & Employment for more detail. "We discussed merging Items 14 & 15." The Committee selects a candidate and makes its recommendation to the Library Director.

The next meeting is scheduled for Thursday, November 30 at 9:00 in the Conference Room. The Committee adjourned at 10:10 am.

Susan A. Smith Head of Acquisitions Ingram Library