• OAE
  Home
   
• Complaints
  Investigation
  Consultation
• Training &
  Awareness
   
• Dispute
  Resolution
  Services
• Data &
  Reporting
   
• Check Status
  of Academic
  Search

Chapter 3: Initiating the Search

The Position Notice

Given below is the list of steps for an academic search. This listing of consecutive steps is useful for checking that all requirements have been addressed. The two steps marked by an asterisk (*) show the stages where OAE review is required in the process. Although other steps can involve interaction with OAE, OAE authorization to continue the process is only required at those two points in the process.

1. Hiring unit initiates Position Notice for Academic Search and obtains authorization to hire from the appropriate key administrator.
2. A diverse search committee is selected.
3. Search plans are developed in concert with OAE.
4. Academic Search Coordinator reviews and signs approval of the Position Notice.
5. Dean or key administrator reviews and signs approval of the Position Notice.
6. * OAE reviews the Position Notice, approved PAPE form (if an academic support position), job description, search plan, advertisements, and announcements. If the position is an administrative or academic support position, OAE reviews the proposed advertisement for consistency with the PAPE as previously approved by the Merit Board.
7. Following OAE's approval, the department implements the search plan.
8. Department sends acknowledgments and Equal Employment Opportunity Information Request forms to all applicants. Applicants return the form to OAE.
9. Search committee screens applicants and selects finalists for interview.
10. * Finalists' information is entered on the Search Process Summary for review by OAE before interviews begin.
11. Hiring unit selects from among approved finalists and completes final selection paperwork for Academic Human Resources.
12. Hiring unit forwards a copy of Search Process Summary to OAE checking the name of candidate hired for the position.

Once a position has been generally defined by the key administrator for a department or administrative unit and a search is called for, the key administrator should ensure that a Position Notice for Academic Search is completed for his or her review before recruitment begins. (A sample Position Notice is shown as Figure 3.)

OAE search practices, procedures, and standards are specified on the Position Notice for Academic Search form. They are flexible guidelines designed to produce a varied pool of qualified applicants for all open positions on campus.

Reminder: The Position Notice should be submitted to and approved by OAE before a position is advertised. For the purpose of meeting advertising deadlines, verbal approval by OAE staff can be obtained.

Female and minority hiring and promotion goals (not quotas or preferences) for open academic positions are assessed by OAE staff by comparing the current representation of these groups in the employ of campus departments to up-to-date estimates of female and minority availability by occupation or specialization. These estimates are drawn up by OAE professionals in consultation with college and division representatives. Hiring goals for finding, interviewing, and extending employment offers to female and specified minority group candidates will warrant expanded recruitment efforts. Positions associated with hiring goals will be reviewed closely for equal opportunity search standards.

Note: The Position Notice is available on diskette or through the ADN. For more information contact OAE at 6-8670. When a search committee is designated, members play an active role in outlining the recruitment and selection process. Upon request, the OAE staff will assist in developing the Position Notice, particularly the search plan portion.

1. Key administrator is the officer who holds broad administrative responsibilities in the "home" dept./unit of the new appointee. Signature certifies the recruitment plan, concurrence with position qualifications, and position authorization (title, salary range, etc.).
2. Academic Search Coordinator: Signature ensures adherence to both unit and campus guidelines for appointment procedures and basic equal opportunity standards. (A description of the role of Academic Search Coordinators and a list of their names is provided in Appendix B.)
3. Vice Chancellor or Dean: Signature attests to general authorization to fill a position at the salary and level and scope specified. It also attests to major unit's commitment to a fair and open search.
4. Foreign language needs
5. OAE's signature indicates the position to be filled has been reviewed to determine if the opening represents an opportunity to correct under-representation, to recommend additional recruitment sources, and for general compliance with state and federal mandates as well as for specific compliance with requirements from current conciliation agreements.

Before signing, OAE assesses the position and the hiring unit to determine whether the hiring unit is measurably under-represented by women, African Americans, or Latinos. If so, targeted recruitment efforts will be strongly urged. This is done in a letter accompanying the return of the approved Position Notice to the originating unit. Along with the approved Position Notice, OAE also returns the following to the originating unit:

1. A goal assessment based upon the unit's utilization of women and minorities along with additional recruitment recommendations,
2. An EEO Information Request form (Figure 4) with position classification number to be copied and sent to each applicant for completion and return to OAE,
3. A Search Process Summary to be completed after finalists have been selected for interview but before interviewing begins.

Announcements of position openings approved by OAE are listed by the Human Resources Department in UIC News as well as on the UIC website under UIC Academic Employment Opportunities. All other types of advertising, including academic journals, national newspapers, postings with professional organizations, other universities, and mailings, are the responsibility of the hiring unit. Appendix C shows sample advertising copy for faculty and administrative positions. For assistance in wording position announcements and advertisements, call OAE at 996-8670.

	Back To Table Of Contents