Equal Opportunity

Search and Selection Guide

Concluding the Search
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Once the Dean or Director has met with the search chair or committee and agreed upon the recommended candidate, there is usually a telephone conversation offering the position. It is in this conversation that the designated University representative negotiates salary and possibly other aspects of the compensation or “start up” package. The Office Equal Opportunity (OEO) must be consulted before a tentative offer is extended for a administrator/tenure-track faculty position. The consultation will consist of a review of items 1 through 3 on page 2 and 3 of this packet. This information can be mailed or faxed to the office. If the selected candidate in any search is not a citizen or permanent U.S. resident, contact the Office of International Programs (1-3423). If background checks and/or pre-employment physicals are required, Staffing Services in Human Resources should be contacted before the tentative offer is extended.

It is very important to follow University policy and procedure throughout the search and selection process:

1. Once you have received OEO’s review and approval, the offer you are extending is tentative. Both verbal and written offers at this stage are tentative until approved by the appropriate Vice President or by the President (for tenure eligible faculty and appointments in units directly reporting to the President). The Dean or Director is recommending the appointment to the senior administrator; candidates must be informed, in any verbal or written offers, that the offer is a recommendation. Candidates may be assured, however, that it is highly unlikely for a senior administrator to overturn a hiring recommendation in an approved search.

2. The Director of Equal Opportunity or his designee must sign off on the search process before the President or Vice President approves faculty and professional appointments. The OEO review insures that the recommended candidate meets or exceeds the advertised job ad requirements, that the resumes of the interviewed candidates meet the qualifications, the appointment salary is appropriate, and that the summary rating sheet and narrative is complete. University policy requires that the Office of Equal Opportunity be consulted before a tentative offer is extended to administrators or tenure-track faculty.

3. The AFUM (faculty) contract includes language requiring Equal Opportunity or Human Resources to review salary equity before faculty are appointed. The OEO review cited in steps 1 and 2 complies with the collective bargaining agreement.

4. Both faculty and professional searches must specify a salary range on the Request to Fill, submitted as part of the search approval process. Hiring administrators can be confidant that an appointment salary within this range will be considered equitable. Occasionally, special circumstances warrant negotiating salary outside the specified range. It is essential that administrators consult with OEO (who in turn will consult with Human Resources, Employee Relations and Salary Administration) before negotiating salary outside the range approved on the Request to Fill.

5. Administrators should be aware that salary is not the only component of a compensation package that should be considered for equity. Relevant criteria should be used consistently when negotiating reimbursement for moving expenses, lab space, equipment, summer salary, credit toward tenure.

Once the tentative offer has been extended and accepted, the search chair should quickly assemble the paperwork necessary to conclude the search and obtain the necessary approvals. The administrative assistant or secretary within the hiring unit can be of great help in this process. All candidates not selected should be informed that the search has ended and thanked for their interest in the position and in The University of Maine. Sample “rejection” letters can be found on this web site or on First Class: Campus Connection->University Organizations->Equal Opportunity->Search Materials.

The search chair should collect all notes (including all interview notes), rating sheets, applications, and other search material from all search committee members. Duplicate copies of applications should also be collected and may be shredded. Remember, all search material not forwarded at the end of the search (see below) must be kept in a secure location (separate from personnel files) within the department for a minimum of three years.

What paperwork is required to make the appointment official? The following forms and documents must be submitted, first to the Dean/Director and then to OEO:

1. A brief narrative summarizing the search process. Since the Comparative Applicant Rating Sheet only illustrates the initial screening of applications, it is important that the entire process be summarized in one page or less. The summary should indicate the different stages of consideration (application screening, telephone interviewing, reference checking, campus interviews) and the numbers of applicants considered at each stage. Names of applicants who withdrew should be indicated. The relative strengths and weaknesses of the finalists (usually those invited to campus) should be presented, so that it is clear why the recommended candidate was selected.

2. A consensus Comparative Applicant Rating Sheet. The search chair examines the individual rating sheets of search committee members and prepares a consensus or summary sheet indicating how the majority of the committee rated each applicant (or at least the top 50 applicants who meet the minimum requirements) on each criteria.

3. Vita/resume of the selected candidate and the vitae/resumes of all candidates invited for campus interviews. If less than three candidates were invited to campus for interviews, please contact Equal Opportunity for guidance regarding which vitae/resumes must be forwarded.

4. The Professional and Faculty Search Summary. This form summarizes the key facts of the search and appointment process and asks for the list of recruitment/advertising venues. It is very important that the search chair or support staff list all newspapers, journals, listservs, etc. used in the search. The appointment approval process will be delayed if it appears that the committee did not follow through with the strategies specified on the Recruitment Strategy Form, filed as the search began. Any deviations from the initial strategy should be explained. The Search Summary also includes the gender and racial/ethnic designation where known, for each of the candidates who were interviewed. This information is used to assess the success of the University’s affirmative action recruitment strategies.

5. A copy of the approved RTF

6. A copy of the position announcement (ad).

7. The Personnel Action Form (PAF). When selecting a start date, please provide a reasonable period of time to allow paperwork to go through the system. Consult with Human Resources for assistance in completing this form.

8. A copy of the tentative offer letter.

The material included in 1-8 above should be forwarded from the initiating department to the Dean or Director’s office. Once the Dean/Director has signed the PAF, the paperwork is forwarded to OEO. After the Director of Equal Opportunity or his designee signs the PAF, it is forwarded to the President or appropriate Vice President. Once the senior administrator(s) sign the PAF, the paperwork goes to Staffing Services, Human Resources, where it is checked for accuracy and compliance with University regulations. Staffing Services obtains Chancellor or Board of Trustee approval, when required. The official appointment letter is prepared by Staffing Services for signature by the President or by the Director of Human Resources, on behalf of a Vice President. The appointment packet is sent to the candidate, who must indicate acceptance by signing, dating, and returning a copy of the appointment letter.

As soon as the candidate returns the signed letter, copies (with the PAF) are forwarded to appropriate administrators. Federal law requires new employees to verify their eligibility for employment within three business days of their date of hire. The new employee should also complete the necessary tax forms and any applicable benefit enrollment forms at this time.

What if the search fails to identify a qualified candidate who will accept the position?

If a search “fails,” OEO should be contacted. OEO will discuss the possibility of extending the current search and suggest additional recruitment resources or advertising. If that is not feasible or desirable, the search will be closed. In that event, it will be necessary to resubmit paperwork to initiate the search at some future time. Please inform OEO if a search is ending without an appointment. The Director of Equal Opportunity provides monthly updates of open searches to the President, so it is important these updates are accurate!

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