Checklist for Academic Administratior Searches

These guidelines support MPP (Management Personnel Plan) searches in the Division of Academic Affairs where, according to the position description, any one of the following pertain. The position:

  • serves University-wide as a Vice President
  • reports directly to the Provost
  • is an Academic Associate Dean
  • is an Associate or Assistant Vice President (of any MPP level) who has significant engagement with oversight of faculty or curriculum
  • is a University-wide academic administrator
  • may be granted tenure to an appropriate academic program

Initiate the search

Prior to the appointment of a search committee, a vacancy is identified and approved by the appropriate administrator(s). Following are the activities performed in the search initiation process by the Supervising Administrator and administrative support team to which the position reports:

  1. Draft and Announce the Position: The hiring administrator drafts position description in consultation with the Provost (if not the Provost). HR is notified in advance of posting in CHRS.
    The job announcement application requirement is typically limited to a curriculum vitae, cover letter, and diversity statement. The DAA diversity statement prompt is as follows: CSUCI serves a diverse population of students and values and prioritizes equity and inclusion. Please describe your experience in advancing DEI initiatives in your previous roles and your vision for how you would contribute to this work in this position.
    To promote open and equitable searches, the position description shall be fully shared with the campus community by the Supervising Administrator to whom the individual will report (SP 21-02, A. 2.).

  2. Develop a Recruitment Plan: Advertise the position across multiple and appropriate advertising media with concerted effort to foster a diverse applicant pool. A priority review date must be established at this time in order to advertise the position. The position should remain open until filled.

  3. Select Search Committee Members: The Supervising Administrator identifies the search committee Chair. The Chair should be an MPP of similar rank, approved by the Provost. The Supervising Administrator, in consultation with the Provost, is responsible to form the search committee membership, following the composition parameters set forth in policy (SP 21-02, A3.). For faculty representation, a formal request is made by the Provost or Supervising Administrator to the Academic Senate Chair, who identifies the faculty members to serve. Upon completion of this process, the members of the search committee are to be announced to the campus community (SP 21-02, A. 3. e.). Search committees should have diversity of representation.

    Search committee member names are given to HR to coordinate anti-bias training (SP 21-02, B.2.).

  4. Establish Search Committee Support: The Provost’s Office will provide administrative support unless another arrangement has been made (SP 21-02 B. 3).

CONDUCT THE SEARCH

  1. Convene the Search Committee

    The Supervising Administrator to whom the position reports attends the first meeting to issue the committee charge. Administrative support also attends the convening meeting to coordinate search committee meeting timelines and process. The following are discussed:
    1. Position description and qualifications for the position
    2. Criteria for selection
    3. Confidentiality
    4. Review search process
      1. Determine modality of meetings
    5. Search timelines

  2. Meet to Create Evaluation Instruments

    1. Develop applicant screening rubric. See sample equity-minded rubric template that could be modified as appropriate for the position at hand. DAA AVP Applicant Screening Rubric.xlsx
    2. Develop interview questions as appropriate in consultation with Supervising Administrator

  3. Identify Qualified Candidates

    1. The applicant pool is reviewed by HR for diversity
    2. The committee is alerted to availability of applications for review
    3. Committee members individually review applications and complete screening rubric
    4. Committee Chair collects completed rubrics and retains all documentation until the search is completed and then submits documentation to HR
    5. A meeting is held to review rubric scores and recommend which candidates should be interviewed as semi-finalists to the Supervising Administrator
    6. The Chair meets with the Supervising Administrator who then approves or modifies the recommendation

  4. Interview Semi-Finalist Candidates

    1. All candidates are interviewed in the same modality, typically for 50 minutes; Dean candidates should be interviewed in person
    2. All candidates must be asked the same questions, using established a scoring rubric
    3. The committee Chair collects completed interview scores and notes and retains all documentation until the search is completed and then submits to HR
    4. There is an opportunity for an optional interview with the Supervising Administrator

  5. Select Finalist Candidates

    1. The final selection process begins only after the last candidate’s interview is completed
    2. The search committee usually identifies three or more of the best qualified candidates as finalists
    3. Recommendations to the Supervising Administrator for finalists must be based upon the search committee’s evaluation of each candidate’s qualifications
      1. The needs of a candidate’s partner shall not be used as a criterion in the identification and recommendation of a finalist
    4. The Chair meets with the Supervising Administrator who then approves or modifies the recommendation
    5. The committee develops a universal prompt for the open forum
    6. Administrative support is given contact information for each finalist and the open forum presentation prompt so that visits may be scheduled
    7. Committee members and/or Supervising Administrator complete reference checks on finalist candidates

  6. Conduct Finalist Interviews on Campus

    1. Arrange logistics of interviews with administrative support
      1. To ensure all candidates receive equitable treatment, the schedules should be as similar as possible
    2. Typically, the candidate will meet with the search committee, have an open forum, meet with the Supervising Administrator, meet with Senate, relevant faculty and staff, and, for Dean level positions and above, meet with Cabinet
    3. The search committee should identify the following:
      1. Campus constituents for candidates to meet (including Provost)
      2. Committee members to escort candidates to and from each meeting or activity
      3. Committee member attendance at each candidate meal (lunch and dinner recommended)
      4. Candidate transport to and from campus
      5. Whether candidates wish to meet with affinity groups
      6. Coordinate campus announcements as per B.4of Policy SP 21-02: Notice to campus constituents at least one week in advance but not less than 2 business days
      7. Coordinate standard feedback surveys for each candidate (with administrative support)
    4. The search Committee should:
      1. Schedule Retreat Rights committee meeting
        1. The Search Committee should identify the potential home department for retreat right consideration, contacting the appropriate Program Chair and scheduling a meeting with the potential home department with the following guidance:
          1. The visiting candidate information should be sent to the appropriate PPS in advance of the meeting
          2. The retreat rights committee review should provide feedback to the search committee within 48 hours after meeting the candidate to ensure the committee has the information in a timely manner, responding to the following prompts:
            1. Would the candidate have likely received tenure according to your PPS had their career been at CI?
            2. If not, explain why
            3. If yes, is there any reason why the candidate should not be under consideration for full professor?
            4. Do you have any concerns about the prospect of granting them retreat rights?

  7. Conduct Finalist Interviews on Campus

    1. The search committee convenes to debrief and review feedback from campus constituents and writes a “strengths and weaknesses” memo to the Supervising Administrator
    2. Schedule a meeting with the Supervising Administrator and the search committee to review the memo
    3. Schedule a meeting for the Supervising Administrator to meet with the Provost to determine outcome and discuss salary to be offered, with HR input, then approved by the Provost
    4. Contact HR to conduct a background check
    5. After background check is completed, the Supervising Administrator makes an offer to candidate
    6. Once accepted, the AVP for Administrative Services and HRO sends an appointment letter to the candidate
    7. Once signed and returned, the Supervising Administrator creates an email to be sent to the campus community announcing the appointment and acknowledges the work of the search committee
    8. Search committee Chair collects all documents used in the search process and sends to HR for retention

    Note: If the candidate declines the offer, the process begins again at point 7c.

Back to Top ↑
©