Recruiting Procedures for Academic and Student Affairs - Academic/Administrative Personnel (POA1 & POA2)
These procedures are to be used to recruit the following permanent, full-time personnel categories in Academic and Student Affairs:
The following table lists the different recruiting authorities for each personnel category listed above:
|Category||Hiring Manager||Approver||Final Approver|
|1a) college and library faculty||department/school||dean||SVCASA|
|1b) department chairpersons/school directors||dean||dean||SVCASA|
|2) associate and assistant directors||director||SVCASA||Chancellor|
|4) associate and assistant deans||dean||dean||SVCASA|
|6) associate and assistant vice chancellors||SVCASA||SVCASA||Chancellor|
The NEOGOV employment application system will be used to recruit for positions in any of the above academic/administrative personnel categories. Training in the use of NEOGOV is available in an on-line tutorial or from a campus trainer.
The following paper forms will continue to be used:
The position justification form for use with a waiver or waiver of the competitive search process is available on the Academic and Student Affairs web site under "Forms and Guidelines." Blank position announcement forms may be obtained from the Office of Academic and Student Affairs. This form and all other paper recruiting forms will also be available on the Academic and Student Affairs web site.
Each step in the recruiting process is outlined chronologically below:
The liaison/originator prepares a NEOGOV requisition (See attached document entitled Creating a Requisition in NeoGov for UNO) and sends it electronically to the department head/school director (first approver). The department head/school director reviews the requisition and forwards it to the dean for review. After review, the dean electronically sends it to the Budget Office who reviews and sends it to the Senior Vice Chancellor's Office. The requisition will be reviewed and approved or rejected by the Chancellor's Cabinet.
The Liaison, hiring manager(s), department head/school director, dean, Senior Vice Chancellor, Budget Office, and Human Resources will be able to view the requisition process on-line. A copy of the position announcement will be sent to Nebraska Job Service.
Each hire will need a separate requisition. It is possible to hire more than one candidate from the same pool of applicants. If you wish to do so, please contact the Office of Academic and Student Affairs for details.
Search committees should be constituted so that there is appropriate protected class representation and, if necessary, the search/screen authority should bring in individuals from other related areas to accomplish this. Otherwise, the structure of search committees should be determined by the Dean. Search committee members (hiring managers) will be able to review applications on-line.
If the dean wishes to request a waiver of the competitive search process or waiver of affirmative action procedures, a waiver request or waiver of the competitive search process request should be submitted instead of the NEOGOV requisition and the waiver should be sent with the position justification to the Budget Office and the Office of Academic and Student Affairs. Legitimate reasons for requesting a waiver are listed in the instructions for filing the waiver request form.
Each position announcement should be prepared as follows:
The Office of Academic and Student Affairs will provide up to 200 of the printed position announcement forms for each position. The form will also be available on our web site. The hiring manager may take advantage of bulk mailing of position announcements by mailing at least 200 position announcements. The position announcements should be taken to the mailroom sorted in zip code order.
Academic and Student Affairs must approve the position announcement for all approved requisitions. Upon approval of the announcement, advertisements should be placed in appropriate publications and web sites. Academic and Student Affairs needs to receive a list of publications or web sites in which the ad is placed. Each advertisement should include wording such as "To apply for this position, go to www.unomaha.edu."
Academic and Student Affairs will provide information on the level of availability of protected class applicants for that particular job group for all approved requisitions. Search committees are required to attend a Search Workshop before review of applications begins.
Applications will be electronically received and stored. An e-mail should be sent to each applicant with an incomplete application to apprise them of remaining required document(s) so that applications will be complete when the screening process begins. Paper applications cannot be accepted. In some cases, applicants may have supplemental materials (e.g., books) they do not have available electronically that they can submit separately.
The following list of suggestions and observations may be of assistance to the hiring manager and search committee in conducting the initial phases of each search.
The hiring manager shall review all applicants with the search committee and the Chair/Director prior to establishing a list of finalists. Once finalists are identified, their status in NEOGOV must be changed to "Finalist". Academic and Student Affairs must be notified of this change via e-mail or fax when this is completed. OASA will fax the finalist list to the dean's office for approval. Once the Senior Vice Chancellor has approved the finalist list, the dean's office and department/school will be notified.
The finalist list report generated using NEOGOV must be approved by the Dean and the Senior Vice Chancellor for Academic and Student Affairs prior to interviewing candidates.
The finalist list will be evaluated for affirmative action/EEO purposes by comparing it to the data collected from applicants by NEOGOV. Assistance in developing a diverse finalist list will be given to department heads/school directors. Upon the Senior Vice Chancellor's approval of the finalist list, a demographic data summary will be generated for the search and sent to the hiring authority.
When finalists are brought in for interviews:
Each applicant should be asked the same general questions and all applicants should be treated with fairness, equality, and consistency. Under federal law, it is illegal to make direct inquiries about an applicant's age, marital or parental status, pregnancy if the applicant is female, health, membership in organizations not relevant to the position, citizenship, honorable discharge from military service, or disability.
Before an offer to an applicant is made, a terminal degree verification must be done by the dean's office and a degree verification form must be completed. This verification may be conducted by contacting the awarding institution by telephone. A copy of the degree verification form must be sent to the Office of Academic and Student Affairs with the draft letter of offer.
The dean is responsible for sending the letter of offer.
For full-time positions, letters of offer must be reviewed by and receive approval from the Office of Academic and Student Affairs prior to mailing. The steps are as follows:
To identify these letters when they are sent to the Office of Academic and Student Affairs, either the requisition number or the waiver request number should be noted on the letters.
Once a finalist has accepted an offer or the finalists have all refused the offer, the search is closed. When the search committee does not wish to receive further applications, the hiring manager should ask Academic and Student Affairs to mark the requisition "Closed". Upon hiring or closing a search with no hire, the hiring manager must immediately change the status of all applicants who were not hired to "Not Hired" and add a reason code in NEOGOV. The requisition can then be marked "Filled". It is important to retrieve any information that will be needed e.g. for sending thank you letters to applicants not hired before marking the requisition "Filled". That information will not be accessible after the requisition is "Filled". NEOGOV will electronically store the applications and other electronic search materials for two years.
The Office of Academic and Student Affairs maintains a personnel folder on all personnel with an academic appointment and is responsible for reporting all new academic appointments at the rank of assistant professor and above to the Board of Regents. The office of the dean should submit the following to the Office of Academic and Student Affairs as soon as each is available after a finalist has accepted an offer:
Searches for Senior Adminitrative Positions
Whenever a vacancy occurs in a senior administrative position at the level of Vice Chancellor or Dean, and assuming the position is to be refilled, the President, or an administrative officer designated by the President to make the appointment, shall be the appointing officer and shall promptly appoint an advisory committee to assist the appointing officer in the search for suitable candidates to fill the position. The size, composition of, and representation on each advisory committee shall be determined by the appointing officer in consultation with the elected heads of faculty and student governments, provided that each advisory committee shall include representatives of the principal constituencies with which the position in question interacts. In making appointments to an advisory committee of faculty and student representatives from within the major administrative unit of which the position in question is a part, the appointing officer shall choose from lists of faculty and students submitted respectively by the elected heads of faculty and student governments, provided that each such list shall be prepared in consultation with the appointing officer and shall contain a number of names which is at least twice the number of representatives to be chosen therefrom.
Faculty Recruiting Dual Career Statement
This statement is made as an effort to facilitate faculty recruitment and retention since national surveys indicate that an increasing number of faculty are members of dual career couples. The purpose of this statement is to inform applicants for faculty positions at UNOmaha with dual career needs that inquiries about career opportunities for domestic partners will not jeopardize candidacy for any faculty position and that this institution has a commitment to assist with career placement of domestic partners for tenure-track or tenured new full-time faculty hires who are new to the Omaha area.
Although UNOmaha does not have funding to create positions for partners of new faculty hires or to fund fellowships for qualified partners of new faculty hires, the Office of Academic Affairs is prepared to assist department chairpersons/school directors and deans to recruit and retain faculty with dual career needs in the following ways:
The above services will be made available to the couple for up to one year after relocation to the Omaha area. Sharon Ulmar and Deborah Smith-Howell will be responsible for facilitating the above services. Contact information is as follows:
Deborah Smith-Howell, Assistant Vice Chancellor for Academic Affairs & Dean for Graduate Studies
(402) 554-4849, FAX (402) 554-4896, or e-mail firstname.lastname@example.org