Equal Opportunity

Policies and Procedures

PROTOCOL FOR SEARCHES WITH INTERNAL CANDIDATES

Searches in which there are internal candidates are difficult for all concerned, and can result in feelings of resentment among colleagues.  Owing to the inherent awkwardness of the situation, some of the uneasiness is inevitable.  Improper search procedures are more likely to occur when a search includes an internal candidate than in searches with only external candidates. 

As a general principle, internal candidates should undergo the same procedures (presentations, interviews, etc.) as external candidates.  Ultimately, everyone benefits by this.  Nevertheless, an internal candidate is not, in fact, the same as an external candidate.  Internal candidates are also members of the The University of Maine community and are present when other candidates are on campus.  This should be taken into account when interpreting the principle of equal treatment.

RECOMMENDATIONS:

1. At the beginning of the search, the internal candidate should be fully informed of the procedure that the search committee plans to follow (e.g., schedule, format of presentations, interviews).  Openly discussing the search at this stage might minimize the tension that inevitably occurs.  At later stages, colleagues should try not to let the search prevent normal interaction with the candidate.
2. Every effort should be made to hold search committee meetings outside the department's office area and to avoid discussing the search in hallways, etc.
3. Search business should not be conducted during normal department meetings; nor should the candidate be asked to leave a meeting for such discussion.  When discussion of the search with the entire department is necessary, a time should be scheduled either before the start of a regular meeting or at another time.
4. Representatives on a search committee should be selected in such a way as to avoid introducing potential bias, either for or against the internal candidate.  If anyone on the search committee believes they cannot vote without lack of prejudice, they should remove themselves from the committee. 
5. The internal candidate and all department members should be given full schedules of all external candidate visits.  The internal candidate should be informed regarding the public presentations and on-campus visits by other candidates and also advised not to attend.
6. The same procedure should be followed for all internal and external candidates.  This includes presentations, meeting with members of the department, reception and/or dinner with members of the department and other Maine constituencies.  In general, the internal candidate should receive the same consideration and courtesy during the interview, as do the other candidates.
7. Colleagues should make every effort to attend the internal candidate's presentation, dinner or interview.
8. Search committee members who meet with external candidates should be advised how to respond to questions about internal candidates.  In general, one should not go beyond saying that there is an internal candidate, if asked.
9. Informal communications with internal candidates often lead to misunderstanding.  Communications that would be sent in writing to external candidates should, if possible, be made in writing to internal candidates.  Discussing the search status with internal candidates should not be treated differently than that of external candidates.  UMaine policy discourages discussing any on-going search with the candidates.
10. An internal candidate should not be informed that he or she has not been selected for an interview until confirmations are received from all those who were selected.  The point is that if the internal candidate is eventually offered the position, it is better for him or her not to know that he or she missed the first cut.  This might be unavoidable, of course, if the candidate is promoted to the short list at a later stage of the search because of a cancellation or disappointment with the external candidates, etc.  However, if the internal candidate is no longer being considered, it is only thoughtful and courteous to inform him or her of that decision.
11. When a decision is made to offer the position to an external candidate, the internal candidate should not be informed before the offer has actually been made (for the same reason as the item above).  Discretion should be used in deciding how long to withhold the information while waiting for an answer.
12. It is inadvisable to provide reasons for a negative decision to an unsuccessful candidate.  If the internal candidate believes they were treated differently or unfairly, they should be referred to the Office of Equal Opportunity and Diversity.
13. A successful internal candidate should be given the same time frame in which to accept or reject the offer as an external candidate.  A minimum of two weeks is usually recommended.
14. No candidate, internal or external, successful or unsuccessful, should be given any details concerning the voting action or discussion of the search committee.