News & Events
June-23-2009
Chancellor's Reaffirmation Statement, June 2009
Nov-05-2008
DDDH Announcement Regarding Interim Associate Chancellor, Caryn A. Bills, Oct 31, 2008 Sep-23-2008
Statement of Commitment for Persons with Disabilities Monitoring Report 2008 Aug-25-2008
Calendar of University Holidays and Religious Observances Chapter 8
Ending the Search
The normal limit for a given search is one year. OAE notifies academic departments and administrative units of searches in progress for more than one year, stating that unless these searches are extended or reopened by written request, they will be closed. Departments and units may, of course, end a search at any time simply by notifying OAE.
Offers and Appointments
Once the hiring unit or search committee has identified finalists for interview, a "Search Process Summary Form" ( Figure 5) is filled out and submitted to the Academic Search Coordinator, executive officer, and OAE for approval. The "Search Process Summary" form must be accompanied by the approved "Position Notice" and other search-related materials. At a minimum these must include copies of advertisements and postings for the position and any other supporting materials for the search which demonstrate the approved search process was in fact followed.
If all forms and information are in order, OAE will sign approval of the finalist list within two working days of receipt, returning the original of the form to the appointing officer for submission with the "Recommendation of Appointment" or "Change of Status" forms and other required materials to Academic Human Resources.
Note: Any candidate selected from the finalist pool can be appointed to the position without further authorization from OAE. After the final selection is made, an information copy identifying this candidate should be forwarded to OAE for its records.
Record Keeping
Search records serve two purposes: (1) as official records and (2) for future reference. For both purposes, OAE recommends that you keep as much information as possible. Should there be any question about how a search was conducted, recorded minutes of the search committee, even if merely topical, or rating sheets for finalists, for example, could prove invaluable. In the few instances where a newly hired employee departs rapidly, the hiring unit may be able to return to the original list of finalists or candidates of a search completed a year ago.
Records from a successfully conducted search can also be valuable for subsequent searches undertaken by the department or unit. They may even possibly be needed as evidence in a discrimination charge or law suit. Preservation of search records should not compromise confidentiality of searches. Hiring units at UIC must be mindful of equal employment opportunity and affirmative action regulations which on occasion require that search records be maintained for two calendar years after closure. Because OAE processing of academic job announcements and offers of employment requires documentation of only certain aspects of a search, hiring units are responsible for maintaining complete files of academic employment transactions.
The committee should keep all application materials sent out and received. The committee should also keep informal, reviewed minutes of meetings, including decisions made and procedural discussions.
|
||