FACULTY RECRUITMENT PROCEDURES
for
University Park and CES LIBRARIES


Approved by LAC -- 5/15/95

*Decision to Recruit/Planning the Recruitment

1.  University Park

	%	Vacancy occurs, or position is established in accordance 
with libraries strategic planning.  Priorities are established and source 
of funds is identified by Dean's Council.  Approval to recruit is given by 
Dean's Council and/or Dean.

	%	Libraries Human Resources Manager informs Financial Officer 
and Human Resources Assistant of Dean's Council or Dean's decision(s) 
within 2 work days.  Decisions would include decision to fill, decision not 
to fill, or decision to hold.

	%	Associate Dean informs Dept. Chief of decision(s) within 2 
work days.  If position is released for recruitment, AD Advises Dept. Chief 
of any special recruiting requirements.  Dept. Chief notifies HR Assistant 
within one week concerning intent to recruit (start-up of recruitment may 
or may not be immediate).

	%	Dept. Chief works with HR Asst. to establish a written 
recruitment plan which takes into account the University calendar, sporting 
events, holidays or planned vacations, professional meetings, other 
recruitments, LHR and departmental workflows, and a minimum two-week 
notification of candidates.  Chief and HR Asst. develop a timeline which 
establishes:  ad placement strategy; application "deadline":  deadline for 
completion of screening, identification of top candidates and secondary 
pool (optional); interview time frame; desired hiring decision date.

	%	HR Asst. or Chief notifies the other immediately if 
something unexpected requires a revision to the agreed upon plan.

2.	CES

	%	Vacancy of existing position:  Dept. Chief consults with 
Director of Academic Affairs within one week of learning of upcoming 
vacancy.  If DAA decides not to fill or to hold position, Chief informs 
Dean and HR Asst. within 2 work days of decision.

	%	If position is to be filled, Chief informs Dean and HR Asst
. within one week concerning intent to recruit and works with HR Asst. to 
establish a written recruitment plan.  Plan should take into account campus 
as well as UP and candidate timeline considerations listed above.  Timeline 
contains elements detailed above for UP.  Campus DAA reviews and concurs 
with plan before it is finalized.

	%	New position:  DAA informs Chief of release of new position
, intent to recruit, and advises of campus timeline considerations.  CES 
Chief informs Dean, then contacts HR Asst. and establishes plan as above.  
Campus DAA reviews and concurs with plan before it is finalized.

	%	DAA or Chief notifies the other immediately if something 
unexpected occurs at the campus or at UP which requires a revision to the 
agreed upon plan.

(Note:  Coordinated planning between campus and UP is essential to a 
professional and successful recruitment).

*THE ADVERTISEMENT 


1.  University Park and CES

	%	For University Park, the Department Chief is responsible 
for drafting the ad.  For CES, the appropriate campus/college administrator 
drafts the ad.  The Dept. Chief, CES provides necessary coordination with 
UP for advertising standing and Fixed Term I vacancies.  During planning 
meeting, HR Asst. provides Chief with copy of previous advertisement for 
position, if one exists, and advises Chief of publication deadlines.  If 
recruitment sources other than the standard ones are to be used, Chief 
informs HR Asst. during the planning meeting so that HR Asst. can obtain 
publication deadlines.  If position is to be posted on electronic list 
serves, someone in the department who subscribes to the list serve is 
assigned that responsibility and given ad copy exactly as it should be 
reproduced.

	%	Draft of ad must be submitted to HR Asst. at least one week 
before earliest publication deadline.  If, for any reason, the one-week 
lead time cannot be met, responsible individual notifies HR Asst. so that 
LHR workflow may be adjusted to accommodate a late submission, or an 
adjustment to planning calendar can be made.

	%	The draft of the ad should include:  a brief description of 
position responsibilities; the position requirements; a short description 
of the work setting or collection (optional); and an encouraging or 
welcoming statement directed to members of underrepresented groups.  In 
writing the position requirements, particular attention should be paid that 
stated requirements match anticipated screening criteria.  A check sheet 
outlining the criteria for evaluating candidates will be submitted along 
with the ad.

	%	When the draft is submitted, Dept. Chief and HR Asst. 
discuss salary minimum. HR manager is consulted if proposed salary minimum 
differs from the current rank minimum.  Application "deadline" is agreed 
upon during initial planning meeting and should leave a minimum of 4 weeks 
from time latest publication is "on the street" for candidates to apply.  
HR Asst. adds "boilerplate" concerning salary, benefits, how to apply, 
deadline and codes for tracking responses by recruitment source.

	%	To assure consistency in presentation of the University 
Libraries to the professional community, and to control costs, HR Manager 
has final edit authority within the Libraries.  HR Manager consults with 
responsible individual(s) if major edit is necessary.

	%	Within 2 working days of receiving draft, HR Asst. sends 
edited copy to the University's Employment Division for approval per 
university policy HR-33.  The Employment Division submits ad to the 
Chronicle of Higher Education, via Nationwide Advertising, and notifies HR 
Asst. of approval.  LHR submits to other standard and special sources and 
advises responsible individual that postings to listserves may proceed.  (
Lists of the standard and frequently used special recruitment sources are 
attached).

	%	LHR posts announcement on e-mail to all Libraries faculty, 
cc: Financial Officer, so that faculty will be aware of the vacancy in the 
event they are contacted by colleagues in the profession.  (Posting will 
include salary minimum).

*RECEIVING AND SCREENING OF APPLICATIONS


1.  University Park

%	Libraries Human Resources (LHR) is responsible for:

	%	Creating a file folder for each position advertised.

	%	Notifying applicants of receipt of applications.  Sending 
Affirmative Action Card and requesting return.  Informing candidates of 
approximate timetable for filling position.  Notifying applicants if, for 
any reason, recruitment timetable will be delayed by more than one month.

	%	Creating an electronic file. (Log)

	%	Logging in applications (Cite name, sex, date of receipt of 
application, and name of publication where advertisement was seen).

	%	Receiving Affirmative Action Card, annotating log for 
ethnicity, etc., and attaching to original application.

	%	Sending copy of position description along with a report 
showing total number of candidates in pool and breakdown of AA data to Dept
. Chief, Associate Dean and Dean BEFORE short list is compiled.

	%	Maintaining security and confidentiality of applicant files
.  Typically, original applications should not be removed from LHR.  
Exceptions will be agreed upon by Chief and HR Asst.  If Chief and HR Asst. 
agree that screening would be completed more quickly or efficiently outside 
of the LHR office, LHR or department secretary (*depending on current 
workload) makes single photocopy of original applications for use by 
persons taking part in the screening.

%	Department Chief (UP), in Liaison with LHR is responsible for:

	%	Ensuring security of applicant files taken from LHR when 
exception is made.  Ensuring confidentiality is maintained in the screening 
process and that application copies are shredded when screening is 
completed.

	%	Setting deadline for screening process to be completed (
part of planning process).

	%	Screening candidates for job-related qualifications 
applying criteria consistently.

	%	Selecting and notifying persons to serve as an advisory 
group in the screening process.  Notifying LHR who will be participating.  
Use of a screening team or advisory group is at the Dept. Chief's 
discretion, but it is desirable, through some mechanism, to seek faculty 
input at this stage of the recruitment.

	%	Distributing screening criteria to persons participating in 
screening process.

	%	Making special effort to incorporate diversity and 
affirmative action goals when selecting pool of finalists.  Chief should 
advise all persons participating in the screening process of goals or 
expectations regarding diversity and/or AA.  In 
RECEIVING AND SCREENING 
OF APPLICATIONS (continued)

1.	University Park (continued)

		accordance with the Libraries Strategic Plan for Diversity, 
there is an expectation that there will be at least one qualified minority 
candidate in the interview pool.  
		If that is not possible, the Chief will provide the Dean 
with a detailed written account of steps taken to assure diversity 
representation.  The Dean may choose to hold the position open until 
qualified minorities are included.

	%	Forwarding to LHR list of candidates to be interviewed, 
those to be closed out and those to be kept in a reserve pool.

	%	Requesting LHR to solicit letters of reference from 
selected referees identified by the candidates.


2.  CES 

%	Department Chief (CES), in liaison with LHR is responsible for:

	%	Setting deadline acceptable to campus Director of Academic 
Affairs for screening process to be completed at the campus (part of 
planning process).

	%	Preliminary screening and ranking of applications according 
to the following numerical ranking:

		(a)  "1" Candidate meets basic qualifications as well as 
"desired's" or "preferred's."

		(b)  "2" Candidate meets basic qualifications.

		(c)  "3" Candidate does not meet basic qualifications.

	%	Making special effort to incorporate diversity and 
affirmative action goals when ranking applicants.  In accordance with the 
Libraries Strategic Plan for Diversity, the Chief will work closely with 
campus administrators to strongly encourage diverse recruitments at CES 
locations.

	%	Ensuring security of applicant files taken from LHR.

	%	Returning annotated applications to LHR, who copies and 
forwards to DAA according to written plan.  Campus administrator ensures 
that confidentiality is maintained in the screening process and that 
application copies are shredded when screening is completed.

	%	Receiving and forwarding to LHR list of candidates to be 
interviewed, those to be closed out and those to be kept in a reserve pool.

	%	Requesting LHR to secure letters of reference from selected 
referees identified by candidates.

						*	*	*	*	
*RECEIVING AND SCREENING OF APPLICATIONS (continued)

(NOTE:  Occasionally, a candidate may be identified from one pool who is 
qualified for another position being recruited simultaneously.   In such 
cases, the Dept. Chief contacts the HR Asst. to confirm the status of the 
second recruitment, and then may telephone the candidate to see whether he/
she may be interested in the other position.  If the candidate expresses 
interest, Dept. Chief faxes a copy of the position announcement with 
instructions that the candidate apply in writing if he/she wishes to be 
considered.  A new cover letter is required in order to establish a paper 
trail.  The candidate need not send another resume.)

*REFERENCES


1.  University Park

	%	Department Chief, consulting with Assoc. Dean where 
appropriate, selects short list of candidates.

	%	Chief gives list to HR Assistant along with the names of 
references to be contacted (from list of references supplied by the 
candidate).

	%	Human Resources solicits written references (includes a 
copy of the ad for the position), requests response within two weeks.

	%	When letters of reference arrives in Human Resources they 
are placed in candidate's folder or attached to candidate's application.  
HR Assistant makes notation of receipt in electronic file.  Letters of 
reference may not be taken from LHR except by special agreement between the 
Dept. Chief and the HR Asst., in which case the Dept. Chief becomes 
responsible for their security.

	%	Human Resources formally acknowledges receipt of references
..

	%	If a reference is solicited or taken over the phone, 
detailed notes should be taken of the conversation.  Include date, time, 
name, of referee, questions asked and the referee's responses. Request that 
the referee briefly confirm the phone conversation in writing.  (Written 
references are necessary to protect the employer from wrongful hire).

	%	Dept. Chief provides Human Resources with a copy of 
telephone reference notes.  These become part of the official recruitment 
record.

	%	If Dept. Chief wishes to contact any reference not 
identified by the candidate, the Chief must request the candidate's 
permission prior to making the contact.  No contact is made without the 
candidate's permission in order to maintain the confidentiality of the 
application process.

	%	Interviews may be scheduled prior to receiving references.


2.  CES 

	%	LHR makes copies of letters of reference received for CES 
candidates and forwards them to the Head Librarian or DAA.  Campus 
administrator is responsible for the security of the copies and for 
shredding them when the recruitment is completed.

*TELEPHONE SCREENING


l.  University Park

	%	Should the Department Chief wish to conduct initial 
screening interviews by phone to limit the number of individuals brought in 
for interview, the following steps should be followed:

		a.  Chief asks HR Asst. to schedule the time of the call.

		b.  Ask the same questions of all candidates telephoned.

		c.  Keep notes of all answers to questions and impressions 
of the candidates.  These become part of the permanent ates to be 
interviewed are identified by Dept. Chief.  A draft of a schedule is 
prepared by Dept. Chief and reviewed with Office of Human Resources to 
insure inclusion of key faculty and staff.  Dept. Chief identifies critical 
participants listed on the schedule and possible alternates should a key 
person not be available.  HR Asst. should be given 10 days to identify 
dates and contact candidates.  The candidate should be given a minimum 2 
weeks notice of interview date.

	%	HR Asst. identifies dates available by clearing schedules 
for critical people.  All others are scheduled according to availability.  
The number of open dates identified should allow each candidate a choice of 
at least two dates.

	%	HR Asst. contacts candidates with choice of dates.  When 
the interview date has been finalized, HR Asst. sends e-mail message 
confirming the interview to all participants, and sends participants the 
interview schedule, the candidate's resume, a copy of the announcement and 
instructions for providing evaluative comments.  HR Asst. sends copy of 
interview schedule to Financial Officer.

	%	Arrangements for prepaid lodging are handled by the HR Asst
.  Prepaid travel arrangements are made by the Travel Coordinator in the 
Dean's Office (the date, telephone number where the candidate can be 
reached, and the candidate's name and address are provided by HR Asst.).

	%	HR Asst. makes luncheon and dinner reservations, the 
location to be identified by the Depa Resources to insure inclusion of key 
faculty and staff.  Department Chief identifies critical participants 
listed on the schedule and alternates should a key person not be available. 
 Interview dates are identified cooperatively by the campus contact and the 
HR Asst.  CANDIDATES SHOULD NOT BE CONTACTED UNTIL DATES HAVE BEEN CLEARED 
WITH UNIVERSITY PARK.  The HR Asst. should be given 7 days to identify 
dates available at University Park.  The candidate should be given a 
minimum 2 weeks from date of contact to date  of interview.

*SCHEDULING THE INTERVIEW (continued)

2.  CES (continued)

	%	HR Asst. identifies dates available by clearing schedules 
for key participants.  All others are scheduled according to availability.

	%	Human Resources advises contact at the campus what dates 
are suitable at University Park and works with contact to arrive at several 
choices to offer to the candidate.  Campus contact telephones the candidate 
with choice of dates.  When the interview date has been finalized, HR Asst. 
sends e-mail message confirming the interview to all UP participants, and 
sends UP participants the interview schedule, the candidate's resume, a 
copy of the announcement and instructions for provday.  (P&T may be 
represented by members of the University Libraries Committee or one of the 
Internal Peer Review Committees).  The timing of this meeting will differ 
in different recruitments.  It is expected that the Promotion & Tenure 
Committee will:

		a.	discuss HR-23 and the Libraries' criteria 
		b.	answer candidate questions on promotion and tenure
		c.	discuss the varying levels of expectation, 
depending upon rank at appointment
		d.	discuss the mentoring and financial support given 
by the Libraries
		e.	explore the candidate's interest in and potential 
for promotion and tenure
		f.	provide written assessment of candidate

	%	It is recommended that the Promotion & Tenure Committee 
develop a "script" of discussion items.

	%	It is also recommended that Libraries' Human Resources 
develop two calendars (showing the provisional period per appointment prior 
to and after January of a calendar year) to assist the P&T Committee in 
explaining the P&T timeline.

	%	A presentation by the candidate is at the discretion of the 
Dept. Chief.  This activity should occur early in the day in order to 
minimize what can be a stressful situation for some candidates.  If a 
presentation is required, the HR Asst. gives the candidate the topic, or 
choice of topic, and other information about the presentation when 
scheduling the interview.

	%	Examples of participants are associate deans; staff from 
the area in which the candidate would work; librarians from the unhief 
consider the time commitment required of participants.  It is expected that 
the Chief will discuss with individuals or groups of individuals their 
specific role in the interview process.  

*THE INTERVIEW DAY (continued)

1.  University Park (continued)

	%	All "interviewers" must be aware of the legal issues 
involved in interviewing, their obligation to ask acceptable interview 
questions, and their responsibility to provide meaningful written feedback 
on each candidate.  This feedback is to be sent via e-mail to the Human 
Resources Manager and Human Resources Assistant, with a copy to the 
Department Chief within two days of the last interview.

	%	It is recommended that the Human Resources Department 
periodically run workshops for library staff and faculty on the dynamics 
and process of interviewing.  Any person participating in an interview must 
attend at least one interview workshop.

	%	Any coffee or social event planned for the day will pants 
their specific role in the interview process.  Interviewers should keep in 
mind that the primary purpose of the UP visit is to make candidates aware 
that CES libraries faculty are part of a larger system, and to explain how 
CES faculty might expect to relate with their UP colleagues.
THE INTERVIEW DAY (continued)

2.  CES (continued)

	%	If lunch or dinner is included in the schedule, the maximum 
number of people for lunch is four (three library faculty and the candidate
) and the maximum for dinner is three.  Libraries' Human Resources provides 
lunch participants with a form for the Nittany Lion Inn.  Dinner expenses 
will be reimbursed with a credit card receipt and the submission of a 
Request for Reimbursement of a Group Meal Form.

	%	Arrangements for escorting the candidate to and from the 
airport and/or hotel will be made according to the candidate's arrival/
departure schedule.

*DECISION TO HIRE


1.  University Park

	%	Within five working days of seeing the last candidate, the 
Department Chief reviews the feedback from those involved in the interview.

	%	Department Chief meets with the screening group (should one 
have been appointed) and gets feedback from them.

	%	Department Chief makes recommendation to Associate Dean for 
hire based on feedback and personal observations/judgment.  The Dept. Chief 
makes an independent recommendation and may differ from screening group and
/or other participants.

	%	Chief and Associate Dean come to agtated expectation.

	%	LHR Manager develops salary proposal taking into account 
candidate's current salary or salary requirement; professional and pre-
professional experience in light of position requirements; level of 
position (e.g., section head); degrees held; marketplace; and equity within 
the Libraries.

	%	LHR Manager shares salary workup with AD/Chief and makes 
salary recommendation.  Recommendation may be set amount or negotiating 
range.

	%	It is the LHR Manager's responsibility to ensure salary 
equity across the Libraries system.  If candidate's salary requirement 
would create an equity problem, LHR Manager alerts AD/Chief to the specific 
problem encountered and suggests uppermost limit for the Dean to consider, 
presuming the candidate is a top prospect.

	%	AD/Chief discusses salary recommendation with the Dean.  
Dean makes final decision.

	%	AD/Chief telephones candidate and makes offer.  Discussion 
includes rank, salary, start date, moving assistance and, in appropriate 
cases, tenure credit or the process for seeking award of immediate tenure.  
AD/Chief may negotiate within limits approved by the Dean.

	%	When notified by Chief of verbal acceptance, LHR Manager 
informs Financial Officer of agreed upon salary.  HR Asst. prepares formal 
letter of offer for Dean's signature and sends letter and Memorandum of 
Personal Service to the candidate.  Written acceptance of offer is required
..

	%	Unsuccessful interviewees are notified by letter us funds, 
candidates' salary expectations are ascertained during the campus visit, 
and final salary decisions are made by the responsible campus administrator
.  Decisions concerning appointment rank are made by the Assoc. Dean, IAS.

	%	It is important that salary equity be maintained among CES 
and UP Libraries faculty and that campus administrators be aware of current 
rank minimums.  Before a salary offer is extended, the appropriate campus 
administrator should contact the LHR Manager, UP, to be sure that the 
proposed salary is in line with comparison positions systemwide.  Such 
comparisons will take into account proposed rank at appointment, 
professional and pre-professional experience; level of position (e.g., 
campus head), degrees held and marketplace.

	%	If the salary being considered by the campus would create 
an equity problem within the Libraries system, the LHR Manager alerts 
campus administrator to the specific problem encountered and suggests an 
appropriate minimum, maximum or negotiating range depending upon the 
situation.  The final decision rests with the campus.  If an inequity is 
created, LHR Manager is responsible for making the Dean aware of it.

	%	Offer is extended, by phone, by Head Librarian or Director 
of Academic Affairs.  Discussion includes rank, salary, start date, moving 
assistance and, in appropriate cases, tenure credit or the process for 
seeking award of immediate tenure.  Person extending the offer may 
negotiate within pre-approved limits.

	%	Upon receiving verbal acceptance, formal letter of offer is 
prepared at the campus for signature of DAA.  Letter should indicate that 
offer is being made "with the concurrence of Dean of Libraries."  Letter 
and Memorandum of Personal Service are sent to candidate.  Written letter 
of acceptance is required.

	%	Unsuccessful interviewees are notified by letter within two 
working days of verbal acceptance.

	%	When position is formally accepted, copies of letter of 
offer, letter of acceptance and signed Memorandum of Personal Service 
should be sent to LHR Asst., UP, for retention in UP personnel file.

	%	Campus administrator notifies campus faculty and staff and 
appropriate persons at UP of hire, and provides biographical information to 
campus and UP Libraries public information departments for inclusion in 
newsletters and other appropriate publications.  The permanent record.  
Chief or Assoc. Dean provides to HR Asst. reason(s) for rejecting 
candidates who were interviewed but not selected.

	%	HR Asst. prepares Affirmative Action recruitment report for 
signature of Dept. Chief/Assoc. Dean and Dean, and sends to Affirmative 
Action Office.  A copy is retained for the Libraries official record.

	%	The recruitment record is retained for the current year 
plus two years.


2.  CES 

	%	Procedures for closeout are essentially the same as for UP 
except that closeout decisions are made by appropriate campus administrator 
and transmitted to UP HR Asst. via the Dept. Chief, CES.  The permanent 
recruitment record resides at UP and is retained for the current year plus 
two years.




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