STAGE III -- INTERVIEWING AND HIRING THE CANDIDATE
While paperwork requirements for the interviewing and hiring process are the same for unclassified and faculty vacancies, the following procedural information is set forth by the Office of the Vice President for Academic Affairs and refers to faculty hiring. The various vice presidential units may have different procedural requirements regarding the process for hiring unclassified personnel than those described below. Hiring officers for unclassified vacancies are responsible for understanding the procedural requirements of the respective vice president with regard to interviewing and hiring.
Prior to scheduling interviews with candidates, the dean should discuss the salary range for the position with the vice president for academic affairs.
The vice president for academic affairs should be scheduled to meet each tenure track or multi-year candidate brought to campus for interview. If the vice president’s schedule permits, candidates for faculty positions at the non-tenured (instructor) level will be interviewed. A copy of the itinerary must be provided to the vice president for academic affairs prior to the scheduled interview.
If the candidate is being considered for the position of dean or vice president for academic affairs, the chair of the search committee should contact the Office of the President to schedule an appointment. The president’s appointment with the candidate is to be on the calendar before other itinerary arrangements are made.
Note: If filling a higher level position, be advised that information about the final candidates may be requested from and released by Winthrop University under the Freedom of Information Act. If you receive such a request, please refer the matter to the vice president for academic affairs.
Recruitment dollars are administered by the Office of the Vice President for Academic Affairs and funds are limited. These funds cover travel, lodging and meals for the candidate, as well as reimbursement for mileage and parking to a faculty member for transporting the candidate to and/or from the airport. A Travel Reimbursement form and receipts(s) must be submitted to the assistant vice president for academic affairs for approval. Candidates are brought to campus at the state’s expense, using state guidelines regarding reimbursement for expenditures. Any excess of state limits is to be entered on a form which is attached to the Travel Reimbursement form. The forms should show the appropriate information for the candidate as well as the faculty position for which the reimbursement is requested. Travel arrangements for the candidates should be made well enough in advance to secure the most reasonable fares available.
Advertising expenses are to be covered by the hiring department.
The chair of the search committee extends invitations for interviews and explains policies regarding reimbursement for interviewing expenses. Prior to campus interview, candidates should be directed to the Winthrop website for the following materials:
For those candidates invited to campus for interview, the search committee chair will provide background check consent forms which are to be filled out and signed. The Background Check Consent Form is located on the Human Resources/Forms Online page under Employment Background Check. These forms are to be held by the search committee chair until decision is made as to which candidate will be extended the verbal offer. The form is then given to the assistant vice president for academic affairs in the Office of the Vice President for Academic Affairs. At the time the verbal offer is extended, the candidate is to be informed that such offer is pending a clear background check and student loan check. The letter of offer will not be issued without a clear background check or student loan check, or a statement inserted in the letter of offer that the appointment is extended pending receipt of a clear background check report and student loan check report.
If an approved candidate for interview subsequently withdraws from consideration, please notify the assistant vice president for academic affairs.
All Winthrop employees involved in the search process should understand appropriate protocols for conducting interviews. CUPA-HR’s Interview Guide: A Resource for Supervisors and Others Involved in the Selection Process is available to committees for guidance, as well as documents developed by professional organizations associated with academic disciplines.
Following interviews, hiring recommendations for all interviewed candidates are made and recorded on the Approval for Interview and Hire form that is attached to the front of the candidate’s file. The reason(s) for hiring should be recorded in item A for the candidate being recommended for hire and in item B for all interviewed candidates not recommended for hire. All selection and non-selection reasons must be made without regard to race, sex, religion, age, national origin, disability or veteran’s status. Also under Item A, record other details that need to be included in the letter of offer (i.e. credit toward the probationary period for tenure, time limitation on completion of degree requirements, etc.). Arrangements between the dean, candidate and vice president for academic affairs will not be included in the letter of offer unless they are entered on this form.
Please make sure that an official transcript of highest degree is in the selected candidate’s folder. If the official transcript is not on hand, confirmation by the Office of the Registrar where the candidate received highest degree is necessary. Please record the date of the phone call, name of the individual who provided the confirmation and date of the conferral of degree for unofficial verifications in the file. The letter of offer will not be issued without verification of highest degree. If official proof is not on file once the candidate has signed the letter of offer, such proof must be requested of the candidate by the chair of the search committee or the appropriate dean, and a copy must be provided to the Office of the Vice President for Academic Affairs. Employment may not begin without official proof of highest degree.
The dean sends the candidates’ folders to the EEO representative who reviews the reason for selection or non-selection indicated on the Approval for Interview and Hire forms. Upon approval of the reasons, the EEO representative forwards the folders to the vice president for academic affairs. Upon approval by the vice president for academic affairs, the appropriate dean is notified. Salary and other specific terms of employment are determined by the vice president for academic affairs and the dean, based on the candidate’s qualifications and experience.
The dean will make the verbal offer to the candidate (such offer pending a clear background check). When the verbal offer is accepted, the dean notifies the coordinator of personnel and budgets for academic affairs who will prepare a letter of offer for the president’s signature. As stated above, the letter of offer is prepared only with proof of highest degree on file, and receipt of a clear background check. If the verbal offer is rejected, the chair of the search committee revises the Approval to Interview and Hire form and the Applicant Referral Grids to offer the position to another acceptable candidate or to request additional interviews.
If the offer is rejected by all acceptable candidates who are interviewed, the chair of the search committee may revise the Approval for Interview and Hire form and the Applicant Referral Grids to request additional interviews as outlined in the previous steps.
For reporting purposes, it is important to record if a candidate withdraws from consideration. If this is the case, enter “withdrew” or “W/D” beside the candidate’s name on Grid I. Also specify if the candidate withdrew before or after the interview process by recording “interviewed” in the margin beside the candidate’s name. If it is known, the reason for withdrawal should be listed.
If the chair of the search committee decides to cancel the search, he or she must inform the vice president for academic affairs, the assistant vice president for academic affairs and the EEO representative.
When the candidate’s written acceptance is received, a copy is sent by the coordinator of personnel and budgets for academic affairs to the appropriate dean, department chair, the Office of Human Resources and the Budget Office. The dean (or designee) initiates an electronic Personnel Action Form (e-PAF). The e-PAF is sent to the Budget Office for approval prior to being signed by the Vice President for Academic Affairs. After approval by the Vice President for Academic Affairs, the e-PAF is then sent to the Office of Human Resources for review and processing and approval by the President.