Faculty Hiring Procedures from the Office of the Provost
Introduction. It is the policy of Rhodes College to establish and adhere to consistent and standard employment procedures. This guide is a brief summary of the key points central to conducting a successful search. It is one of several resources available to individuals with responsibility for recruitment, interviewing, selection, and hiring of employees. It is Rhodes′ policy that recruitment for all faculty positions reflects a commitment to equal employment opportunity, good personnel management practices, and the mission and goals of the College.
This guide is intended to provide general assistance. It is not intended to address all possible scenarios related to recruitment, interviewing, selection, and hiring.
Overview of Recruitment Procedure
Rhodes’ recruitment procedures promote the fundamental philosophy of equal opportunity in selecting the most qualified individuals available to assist in meeting the College′s mission. Recruitment and hiring procedures as defined here are to be applied consistently for all faculty (non-staff) positions. A qualified candidate is defined as one who meets the education, experience and disciplinary requirements as outlined in the job announcement. Rhodes’ Equal Employment Opportunity Policy prohibits discrimination on the basis of age, race, sex, national origin, religion, color, veteran status, or on the basis of disability.
Authorization to Post
Authorization is required for all regular new and replacement positions prior to beginning a search. The Department Chair should send a request for the position to the Provost and Faculty Governance Committee to receive notification of approval and funding.
In order for the administration to exercise its appropriate responsibility and accountability in the area of faculty and staff hiring, the Board expects the administration to be actively involved and responsible for the employment and selection process, including ads placed by the College for open positions. To advertise open positions, ad copy should be submitted to the Dean for Faculty Recruitment, Development, and Diversity for approval. The ad should provide a date for the Search Committee to begin review of the completed applications rather than state a closing date for receipt of applications.
The Dean for Faculty Recruitment, Development, and Diversity will send the approved ad to the Human Resources Office with a request to submit the ad to external job boards and the Rhodes webpage. The Department Chair or Search Committee Chair will submit the ad to the appropriate disciplinary site and appropriate graduate departments. Advertisements may also be placed in regional, national, and/or specific disciplinary publications. Searches should include advertisements with disciplinary organizations and networks of special interest that contribute to a diverse candidate pool. The Department Chair/Search Committee Chair should consult with the Office of the Provost about the composition of the committee and about who will represent Academic Affairs as a diversity advocate.
Interviewing and Selection
Search Committee. Search Committee proposed by Chair of department, submitted for approval by the Provost
Department Chair normally chairs all tenure track search committees.
- Search committee normally consists of Chair, two department members one faculty member from outside the department, and a diversity advocate on all tenure track search committees.
- Select 2-3 candidates for campus interviews and seek approval of the Provost for these visits.
The academic department/program will send notification to all applicants acknowledging receipt of completed application. It is advisable to inform candidates if materials are missing from their file as the review date nears.
Campus Interview. The hiring department will send copies of candidate files to the Provost. Approved candidates for interview will be sent background check materials before proceeding with an invitation to campus. When background checks are completed satisfactorily, departments/programs may schedule the campus visit by making arrangement for travel and hotel accommodations (check with the Office of the Provost). If your candidate is a foreign national, when you call to invite them to campus, please ask them if they were the candidate selected for employment if they can submit verification of their legal right to work in the United States. (Question: “Can you, after employment, submit verification of your legal right to work in the United States?)
Required campus activities:
- Meetings with members of the department
- Meeting with the Vice President for Academic Affairs or a designated representative from the Office of Academic Affairs
- Activities with students
- Classroom teaching demonstration
- Formal seminar presentation to campus community (send announcement of seminar to all Faculty)
Optional campus activities:
- Meeting with Information Services if computing needs are critical to the position
- Meeting with Director of the Library if library resources are a matter of importance
Candidate Selection. The Search Committee makes recommendation to the Provost. The Provost will discuss recommendation with the Chair and if approved, will provide information on salary and additional benefits as applicable
Offer. The Chair contacts the candidate with the offer with a deadline for acceptance. Two weeks is usually sufficient time for candidate to decide, allowing you to progress to next candidate in a timely fashion if necessary. A letter from the Provost formalizing the offer is sent to the candidate after confirmation of acceptance of the offer.
Closing the Search. Notification that the position has been filled will be sent to all candidates.
New Hire Paperwork. The new hire paperwork is required to establish the record of employment at Rhodes College. The prospective employee will complete the following forms and return them to the Human Resources office on their first day of employment:
- Biographic information form
- Demographic data sheet
- W-4 Federal tax withholding form
- College Handbook acknowledgement form
- Payroll deduction form
- Payroll direct deposit program enrollment form (optional)
- Employment eligibility verification (I-9 Form)
Federal law requires verification of original forms of identification for the completion of the I-9 Form. People most commonly use either a passport or the driver’s license/social security card combination. There are other types of ID that are acceptable and they are detailed on the back of the I-9 form.