a. Announcing the Position/Recruiting:
(1) Dean receives permission from the Provost to recruit for a position after the Provost receives permission from the President. Rank and salary range are agreed upon.
(2) Dean notifies the Department Chair of agreement to seek new faculty hire with rank and salary range agreed upon.
(3) Department Chair sets up Search Committee in compliance with the University, College, Department and/or PEUC policy. The search committee chair, after consultation with the College Dean and the Provost, will ensure that the candidate(s) will be interviewed by personnel impacted by the hire.
(4) Search Committee/Department Chair writes Position Announcement which includes tenure status, starting date, what to include in application package-statement of teaching philosophy, letter of application, unofficial transcripts, reference letters, curriculum vitae.
(5) Search Committee schedules the Human Resources Director to attend the first committee meeting to review AA/EEO requirements.
(6) Department Chair/Search Committee contacts Human Resources to begin a job posting through the online HR system indicating salary range and advertisement venues. Search budget is established. Search committee ensures that the Department Chair, the College Dean, and the Provost each have a copy of the curriculum vitae for each candidate who is brought to campus for an interview.
(7) Chair of Search Committee sends Position Announcement to such sources as may maximize racial and ethnic diversity and gender representation on the faculty.
(8) Human Resources places the ads in publications indicated on the job posting after discussion with appropriate Dean and send the notice of position opening to colleges and universities with large minority enrollments.
(9) Applicants apply through the online HR system. They receive confirmation that their application was received.
(10) Applicants may provide affirmative action information when they apply.
(11) Electronic applications go directly to the Search Committee.
b. Selecting Candidate:
1. The College dean establishes the search budget in consultation with the Search Committee Chair.
2. Search Committee reviews application packages, conducts telephone interviews, if appropriate, and selects applicants to be interviewed on campus. Up to three (3) applicants may be invited to the campus for an interview without prior permission of the Provost.
3. Search Committee arranges interview schedule for on-campus interviews with the Provost, Dean, Department Chair, and Search Committee.
4. Search Committee invites applicants to campus for interviews and provides applicants with state regulations regarding travel arrangements, reimbursable expenses information (hotel, airline tickets, travel expenses, settlement form, etc.).
5. Search Committee sends applicant schedule for visit/interview. Makes reference checks before each candidate comes for interview. Should also send applicant information about Shepherd University, Shepherdstown, the region, hotels, map of the campus, etc.
6. Search Committee conducts interviews and completes reference checks as necessary. The College dean, after consultation with the Provost, shall either directly or through a designee, discuss salary with each candidate prior to the candidate leaving campus. The dean, or the dean’s designee shall, after consultation with the Provost, also discuss any special conditions of employment, e.g., time towards tenure that may be granted to the candidate consistent with University policy.
7. Search Committee/College Secretary works with the candidates for travel reimbursement, and ensures verification of highest degree earned.
c. After the Interview/Selection:
(1) The committee determines and recommends all suitable candidates from the finalists brought to campus for an interview. The committee sends a memo listing the strengths and weakness of all acceptable candidates to the department chair. (ranked or unranked)
(2) The department chair recommends suitable candidates from the list of acceptable candidates forwarded by the search committee and brought to campus for an interview. The Chair sends along with the committee’s memo, a memo listing the strengths and weakness of all acceptable candidates to the College dean.
Some departments may choose to vet candidates through a vote at a faculty meeting. In those particular instances the department chairs memo should reflect the spirit of the department vote but does not preclude the chair from making a different recommendation.
In the event that the chair does not recommend a candidate forwarded by the committee, a meeting will be held between the department chair and search committee chair, and members of the search committee to explain the decision.
(3) The College dean determines and recommends all suitable candidates from the list of acceptable candidates forwarded by the search committee and brought to campus for an interview. The College Dean sends along with the department chair’s memo and committee’s memo, a memo listing the strengths and weakness of all acceptable candidates to the Provost.
In the event that College Dean does not recommend a candidate forwarded by either the department chair or the search committee, a meeting will be held between the department chair, search committee chair, and members of the search committee and the dean to explain the decision.
(4) The Provost determines and recommends all suitable candidates from the list of acceptable candidates forwarded by the search committee and brought to campus for an interview. The Provost sends along with the memos from the College dean, department chair and search committee, a memo listing the strengths and weakness of all acceptable candidates to the President.
In the event that the Provost does not recommend a candidate forwarded by the College dean, chair or the search committee, a meeting will be held between the Provost, the College Dean, the department chair, search committee chair, and members of the search committee to explain the decision.
(5) The Provost obtains the President’s approval by email or by hard copy, signed memorandum of acceptable candidates.
(6) Provost notifies the Dean of hiring decision. Should the candidate wish to have the terms of the original offer reconsidered, the College dean, or the dean’s designee, after consultation with the Provost, will enter into such discussions.
(7) Dean makes offer to candidate and informs candidate that official offer letter from the University President will be sent by the Provost and is reminded of necessity to send official transcripts to the Provost. Dean informs candidate that first paycheck will be available four weeks after start date of contract.
(8) Dean informs the Provost of candidate’s response by email or by hard copy, signed memorandum.
(9) President’s Office prepares offer letter with details of hiring secured from the Provost, i.e. salary, rank, title, tenure status, acceptance of previous teaching experience, starting date, and reimbursable expenses.
(10) The Provost in consultation with the department chair and College dean prepares a letter of hire that outlines expectations. This letter details the specific initial expectations developed by the department (program development, service needs, outreach, special projects, research/grants) outlined for the candidate. This letter should be reviewed annually for evaluation purposes by the Department Chair and the College Dean.
(11) President’s letter is sent by the Provost to the candidate setting forth the hiring details and including a contract to be signed and returned if the offer is accepted along with a form authorizing a background check.
(12) Once a signed letter is returned to the Provost, a copy of offer letter and letter of hire is sent to the Dean and Department Chair. The Dean informs Department Chair/Search Committee of the candidate’s acceptance. The Dean informs the College Secretary so information is ready to be entered into Human Recourses System.
d. Completion of Hire:
1. Upon return of signed contract to the Provost’ Office, the Dean is notified by Provost. The Dean notifies the Department Chair and Chair of the Search Committee.
2. Department Chair submits Hiring Proposal through the online HR system through approval hierarchy (Department Chair, Dean, Provost, Administration and Finance, and Human Resources).
3. Chair of Search Committee notifies Human Resources to generate “rejection” email messages to all applicants who were not called for interviews. Chair of search committee calls all candidates who were interviewed.
4. Files of all candidates are sent to the Dean who shall maintain them for three years.
5. When new hire arrives on campus, an appointment will be made with Human Resources to sign up for benefits, fill out state and federal tax forms with local address (if not done previously), complete I-9 form, complete drug and alcohol prevention form, be given paperwork to elect pay check disposition (direct deposit, mailing, etc.). and be sent to the Rambler Office for I.D. Card and Public Safety Office for parking permit. New employees may not work beyond three days without completing the Federal I-9 form. If they have not completed it by their third day they may not return to work until it is done.
6. Chair of Search Committee compiles record of search and, in writing, explains final decision if protected minority or female candidates were interviewed and not hired, and sends to the Provost.