DIXIE STATE COLLEGE OF UTAH

POLICIES AND PROCEDURES MANUAL


Section:  3-Faculty

Policy No:  27

Approved: 3/21/96
Revised:  1/22/10

Policy:   FACULTY APPOINTMENTS

3-27       FACULTY APPOINTMENTS

I.          Dixie State College is an Equal Opportunity Employer, and the college promotes hiring practices that enhance faculty diversity in all its forms. (Refer to Equal Opportunity and Nondiscriminatory Employment Policy).

II.          Appointment

   A.    The president of the College, with the approval of the Board of Trustees, has final authority to appoint members of the faculty.

i.    The president’s authority to initiate the process of making such appointments is delegated as described in this policy.

ii.    Procedures are established here for presenting the president with recommendations from the faculty regarding faculty appointments.

III.          Approvals

   A.    No regular faculty, library faculty, or full-time auxiliary faculty position may be announced until College Council has approved the request.

i.    The department chair must complete a “Request for Position Announcement” form, with a current Position Description including criteria for appointment, with approving signatures from the appropriate dean / associate dean and vice president of academics.

a.       The Request for Position Announcement shall include a list of fee-based and free venues where advertising will be placed.

ii.    Regular faculty positions must be supported by ongoing, budgeted funding before any announcement will be made.  However, positions where ongoing/funding is expected but not yet available may be announced as “contingent upon funding”.

iii.    No regular faculty, library faculty, or full-time auxiliary faculty appointment may be made unless ongoing, budgeted funds are available.

iv.    The delegation to the department chair of authority for initiation of appointments shall not prevent a dean, the academic vice president, or the president from initiating position announcements when, in their judgment, the best interest of the College will be served by doing so.

a.       Initiation by academic administrators in no way supersedes other provisions for faculty involvement within this policy.

IV.         Scope

   A.    The procedures outlined in this policy apply to all regular and library faculty, except where a specific step is limited to only full-time positions.

   B.    These procedures apply to most full time and budgeted auxiliary faculty positions.

   C.    These procedures do not apply to auxiliary adjunct faculty positions.

V.          Position Announcements

   A.    Human Resources will advertise regular, full-time faculty positions nationally at the venues requested by the department.

   B.    Full-time regular and library faculty positions will be advertised internally and externally for a minimum period of 30 days.

i.    Internal and external advertisement can be simultaneous.

VI.         Search Committees

   A.    Appointments to regular faculty positions, library faculty positions, and full-time or budgeted auxiliary faculty positions will consider the recommendation of a faculty search committee.

   B.    A search committee will be formed for each open position. However, if two or more positions in the same department are announced at one time, one search committee may consider all positions.

   C.    The department chair or designee will chair the search committee.

i.    The chair of the search committee is a voting member.

   D.    Two (2) additional full-time faculty members of the department will serve on the search committee, selected with the approval of the department chair and other academic administrators.

   E.    Two (2) additional full-time faculty members from outside the department will serve on the search committee, selected with the approval of the department chair and other academic administrators.

   F.    At the request of the search committee chair and with the approval of the vice president of academic services and/or Human Resources, other departmental or non-departmental faculty may be added to a search committee in either a voting or advisory capacity.

   G.    When appropriate, non-faculty and/or non-College employees may be invited to participate in the search process and serve as ex officio members of the search committee, with the approval of the vice president of academic services and/or Human Resources.

   H.    The voting members of each search committee will include both genders and should include diversity representative whenever possible.

   I.      At least one faculty member of the search committee will be responsible for assuring that compliance to all applicable employment laws and policies are followed, including the College’s Equal Employment and Nondiscriminatory Employment policy.

VII.        Confidentiality

   A.    All actions, deliberations, and recommendations of search committees are personnel actions and must be treated with confidentiality in accordance with policy and law.

i.    The rule of confidentiality extends to all members, including non-voting members.

ii.    A search committee may hold an executive session consisting of only voting members.

   B.    The rule of confidentiality does not expire. Even after an appointment is made, committee members are prohibited from discussing any actions, deliberations, and recommendations of a search committee, or any information about candidates derived from the search.

VIII.       Committee Recommendation

   A.    The search committee will make a recommendation regarding appointment, including order of preference as applicable.

i.    The search committee chair will convey the committee’s recommendations in a written document signed by the voting members of the search committee.

   B.    The dean and/or associate dean who interviewed the candidates will make a written recommendation regarding appointment, including order of preference as applicable.

IX.        Selection for Appointment

   A.    The academic vice president will make a recommendation to the president regarding a specific candidate.

   B.    The president will select a candidate for appointment and direct Human Resources to offer that appointment.

   C.    The president will submit such candidates who have accepted appointment to the Board of Trustees for approval.

X.          Background Checks

   A.    Offers of appointment are conditional upon the results of background checks.

   B.    In accordance with Utah Board of Regents Policy R847, Dixie State College will perform criminal background checks as a condition of employment for full-time faculty.

   C.    The applicant will submit official transcripts relevant to the position, and Human Resources will verify the highest degree obtained by the applicant.


Associated Documents:

Hiring Guidelines & Procedures

Hiring Forms

Other related resource materials


GUIDELINES & PROCEDURES:

I.           Position Announcements (Refer to Section V in Policy 3-27)

   A.    Human Resources will advertise regular, full-time faculty positions nationally at the venues requested by the department.

i.    The department is responsible for all costs associated with advertising

II.           Search Committees (Refer to Section VI in Policy 3-27)

   A.    Two (2) additional full-time faculty members of the department will serve on the search committee, selected with the approval of the department chair and other academic administrators.

i.    The additional department members should be selected to ensure substantial knowledge of the skills and expertise necessary for the position under consideration.

ii.    If a department does not have two additional full-time faculty members, faculty from a closely associated department may serve.

   B.    Two (2) additional full-time faculty members from outside the department will serve on the search committee, selected with the approval of the department chair and other academic administrators.

i.    One non-departmental faculty member must be organizationally located outside the department’s division but within the school.

ii.    One non-departmental faculty member must be organizationally located outside the department’s school.

   C.    At least one faculty member of the search committee will be responsible for assuring that compliance to all applicable employment laws and policies are followed, including the College’s Equal Employment and Nondiscriminatory Employment policy.

i.    The faculty member assigned to assure compliance must have received adequate training from DSC Human Resources.

ii.    The faculty member assigned to assure compliance will sign a statement, to be submitted with the committee’s recommendations, that applicable laws, regulations, and policies were enforced.

III.         Pre-Screening

   A.    The search committee chair, in consultation with Human Resources, may pre-screen applicants to eliminate those applicants who do not possess mandatory minimum qualifications.

IV.         Recommendation Letters

   A.    The chair of the search committee will send letters to three professional references supplied by each candidate, requesting specific information about the candidate as appropriate to the position.

i.    To assist in timely receipt of recommendation letters, they may be sent via email, if a printed version of the same letter follows by mail.

ii.    No member of the search committee may provide a recommendation letter for a candidate in that particular search.

V.          Review of Applications

   A.    The search committee will review all applications, except those rejected as unqualified by prescreening.

   B.    Individual committee members will score and rank candidates according to the qualifications and criteria for appointment listed in the position description.  This can be accomplished either individually or as a group.

   C.    The chair of the search committee or Human Resources will tabulate the scoring results.

   D.    Based on those scores, the search committee will select applicants for interviews, either by telephone or in person.

VI.         Telephone Interviews

   A.    Telephone interviews may be held for candidates in order to narrow the field of candidates who will be invited to campus.

   B.    The search committee will score and rank candidates according to the quality of answers and performance during the telephone interview.

   C.    The search committee chair will tabulate the scoring results.

   D.    The search committee will recommend candidates for reference checks.

VII.        Reference Checks

   A.    The search committee chair and Human Resources will conduct employment reference checks on those candidates who are being considered for campus visits.

i.    Reference checks should only be made with individuals who can validly speak to the candidate’s work qualifications and quality.

ii.    A minimum of two reference checks must be made, but three is preferable.

   B.    Based on most recent scoring and the results of the reference checks, the search committee will recommend candidates for campus visits.

VIII.        Campus Visits

   A.    Funding for campus visits is at the discretion of the vice president of academic services, who may limit the number of invitations for any single position.

   B.    Human Resources will issue the invitation for a campus visit, according to the dates supplied by the search committee chair.

   C.    Campus visits may include, but are not limited to, the following.

i.    Campus Tour conducted by a faculty or staff member.

ii.    Tour of St. George (if candidate is from outside the area) conducted by a faculty or staff member.

iii.    Search Committee Interview.

iv.    Teaching Demonstration and/or Public Presentation.

v.    Meet and Greet with Department Members.

vi.    Lunch and/or dinner (with faculty selected by Search Committee Chair).

vii.    Administrative Interviews.

a.       Dean and/or Associate Dean

b.       Vice President of Academics or designee.

   D.    The search committee will ensure fair and equitable treatment to all candidates making campus visits.

   E.    Campus visits will be scheduled to minimize interaction between candidates.

IX.         Search Committee Interview

   A.    All members of the search committee must be present in person or through electronic link.

   B.    Voting members will score and rank each candidate.

   C.    The search committee chair will tabulate the scoring results.

X.         Teaching Demonstration and/or Public Presentation

   A.    Each candidate will be asked to perform a teaching demonstration and/or public presentation of a specified topic.

   B.    Each candidate will be assigned the same topic and the same general circumstances under which the teaching demonstration and/or public presentation will be held.

   C.    If the teaching demonstration is done in an actual class, only members of the search committee will attend.

   D.    If the teaching demonstration is not performed in an actual class, the demonstration may be opened to other faculty or members of the college community.

   E.    If a public presentation is requested in lieu of or in addition to a teaching demonstration, the presentation may be opened to other faculty or members of the college community.

   F.    The search committee will decide whether a demonstration or presentation will be closed; opened to department, division, school, or the faculty or opened to the college community.

XI.         Meet and Greet

   A.    The department chair may organize an informal meeting on campus to allow the candidate to meet members of the department and for department faculty to meet each candidate individually.

   B.    Members of the search committee, as well as deans and associate deans involved in the search process, will not participate in such informal interactions with a candidate.

   C.    Faculty members outside the department may be invited to participate with the approval of the vice president of academic services and/or Human Resources.

XII.         Lunch and/or dinner (with faculty or staff selected by Search Committee chair)

   A.    The department chair will select faculty and/or staff to accompany a candidate to lunch and/or dinner during the campus visit.

i.    Each candidate will be accompanied by different faculty or staff member(s).

ii.    If faculty accompany one candidate, then all candidates must be accompanied by faculty.

   B.    No member of the search committee or academic administrator involved in the search process will accompany a candidate.

   C.    The academic department is responsible for all costs associated with the accompanied lunch and/or dinner.

XIII.       Administrative Interviews

   A.    Each candidate will have a personal interview with a dean and/or associate dean as appropriate.

   B.    Each candidate will have a personal interview with the academic vice president or a designee who cannot be the supervising dean or associate dean.

XIV.      Selection for Appointment (Refer to Section IX of Policy 3-27)

   A.    The academic vice president will make a recommendation to the president regarding a specific candidate.

i.    The academic vice president may request further information from the search committee chair and dean/associate dean.

   B.    The president will select a candidate for appointment and direct Human Resources to offer that appointment.

i.    Once the candidate has accepted appointment, Human Resources will inform the academic vice president, dean and/or associate dean, department chair, and search committee chair if other than the department chair. The search committee chair will inform the members of the search committee, including ex officio members, of the final appointment.

   C.    The president will submit such candidates who have accepted appointment to the Board of Trustees for approval.

XV.         Background Checks (Refer to Section X of Policy 3-27)

   A.    Offers of appointment are conditional upon the results of background checks.

   B.    In accordance with Utah Board of Regents Policy R847, Dixie State College will perform criminal background checks as a condition of employment for full-time faculty.

i.    Human Resources will obtain a written and signed release of information for a criminal history background check.

ii.    The information contained in the criminal history background check will be available only to those persons involved in making employment decisions or performing the background investigation, and the information will be used only for the purpose of making an employment or promotion decision.

   C.    The applicant will submit official transcripts relevant to the position, and Human Resources will verify the highest degree obtained by the applicant.