ITHACA COLLEGE
SEARCH AND SELECTION PROCEDURES

Introduction

Ethics and Confidentiality

Search & Selection Procedures

• Initiating the Search
• Screening & Evaluating Applicants/Semifinalists
• Selecting Finalists

Exceptions to IC Search and Selection Procedures

• Waivers to Posting
• Temporary Appointments
• Institutional Necessity
• Progressional Promotions for Administrative & Staff Positions

INDIVIDUAL FORMS & GUIDES

• Authorization for Recruitment Form (Rich Text Format)
• Request to Modify Search Process Form (Rich Text Format)
• Search & Selection Plan Form (Rich Text Format)
• IC Search & Selection At-A-Glance (PDF Document)
• Online Applicant Tracking System Guide (PDF Document)
• Guidelines for The Charge of the Search Committee (PDF Document)
• Guidelines for Pre-Employment Inquiries (PDF Document)
• Waiver to Posting (Rich Text Format)
• Recommendation for Hiring/Equal Opportunity Compliance Report (Rich Text Format)
• Notification of Acceptance or Declination Form (Rich Text Format)

COMPLETE Search & Selection Procedures (PDF Document)

INTRODUCTION

Ithaca College is committed to fostering an academic environment that values and respects difference.  Accordingly, the College is responsible for improving the diversity in the work force and developing an environment where students experience the multicultural society they will enter upon graduation. 

The primary expectations of the College are for students to learn and for faculty and students to conduct research and engage in scholarly activity.  These endeavors are enriched by a faculty with diverse perspectives, with varied life experiences and with a rich array of teaching approaches.  Such a diverse faculty, with a similar student population, will initiate new directions for research and scholarship. 

Members of a high quality and diverse faculty serve collectively and individually as role models in many ways.  Some students will benefit from faculty with whom they share gender or ethnic origins.  All students benefit from a faculty dedicated to exploring ideas and information from diverse intellectual approaches based in part on ethnic, racial or cultural differences.  The creation of this academic climate will not be easy or once achieved, always comfortable; however it will lead to the strongest possible academic environment. (Return to List)

ETHICS AND CONFIDENTIALITY

The conduct of a search process has inherently opposing tensions, which relate directly to issues of ethics and confidentiality.  In the interests of avoiding any notions of inequality in its conduct, the search committee should maintain accurate records and information which should be available for review and scrutiny, i.e. how each member evaluated each candidate, what information references volunteered about the candidates etc. is important to encourage open and honest dialogue in the applicant review process.  However, the best way to avoid any perceptions of inequity is to publicly and aggressively seek outstanding underrepresented candidates.  The bounds of confidentiality as they relate to committee deliberations should not be breached. (Return to List)

I. SEARCH AND SELECTION PROCEDURES

A. INITIATING THE SEARCH, THE SEARCH COMMITTEE AND DEVELOPING SEARCH AND SCREENING PROCEDURES

1. The need for new or replacement positions should be identified as early as possible. The Hiring Unit Administrator/Search committee chair for administrative /professional positions meets with the Office of Human Resources to discuss the position including position classification, salary administration, job description, advertisement development, and other relevant issues. To fill a vacancy or create a position, an Authorization for Recruitment must be completed.
   
   
2. Unless permission to modify search procedures has been granted by the Office of Affirmative Action & Equal Employment Opportunity (See Request to Modify Search Process form), all full-time tenure eligible, continuing non-tenure eligible (CNTE) faculty, and administrative positions, Director and above, who report to a Vice President, require a minimum two month recruitment period using national advertisement and the appointment of a search committee. While the scope and duration of all other faculty, administrative, and professional searches are determined on a case by case basis, it is recommended that all positions that report to a supervisor, grade 17 and above, use search committees. Additionally, advertisements should include the following language: "Ithaca College is an Equal Opportunity/Affirmative Action Employer. Members of underrepresented groups (including people of color, persons with disabilities, Vietnam veterans and women) are encouraged to apply."
   
   
3. Search committees and search committee chairs are selected according to the method specified in the bylaws or other governing rules of the appropriate faculty, school, or unit, as appropriate. If no method of selection is specified, then the senior level administrator/department chair shall appoint the search committee and the search committee chair. Regardless of whether the search committee is elected or appointed, the appropriate administrator, dean, or department chair shall provide a preferably written charge (See guidelines for The Charge of the Search Committee) to the search committee. Since search committees play a pivotal role in diversifying our faculty and staff, they should be as diverse as possible and draw from other cognate disciplines and departments as appropriate.
   
   
4. The search committee must complete a Search and Selection Plan and attach it to the Authorization for Recruitment. The plan should describe the applicant recruitment process. Specifically, the plan will address:
   
   

   a. Advertisement placement;
   b. Specific actions to identify underrepresented applicants;
   c. Procedures for assessing applicants that give appropriate emphasis
   d. to affirmative action consideration;
   e. Search committee's quorum policy and decision-making procedures.

5. The position advertisement must be included with the Search and Selection Plan. The Authorization for Recruitment and the attached materials are then forwarded to the respective senior level administrator/s, the Office of Human Resources, and the Office of Affirmative Action & Equal Employment Opportunity for approval. Normally within 48 hours (2 working days), the Office of Affirmative Action & Equal Employment Opportunity will return the position advertisement to the Office of Human Resources for placement.
   
   
6. The department head/hiring supervisor and/or the search committee chair contacts the Office of Affirmative Action & Equal Employment Opportunity to schedule a meeting with the search committee to discuss the relevant applicant pool and underrepresented groups, and College Search and Selection Procedures. (Return to List)

B. SCREENING AND EVALUATING APPLICANTS

1. The search committee must adhere to the specifics of the advertisement. Applications from individuals who lack the minimum qualifications for the position as advertised will not be considered. Unless permission is granted by the Office of Affirmative Action & Equal Employment Opportunity, all advertisements must use the following language: "review of applications begins (appropriate date), and will continue until the position is filled".
   
   
2. The applicant pool will consist of all persons who have completed an application via the online application system for the advertised position. Search committee members will each be given a Guest User ID to review application materials online. Only the hiring supervisor or a designee will be authorized to change the status of individual applicants.
   
   
3. Once the search committee has selected a “short list” of candidates (semifinalists), it will change the status of those selected to “semifinalist”. Applicants who will not be considered further at that time (even if they are considered alternates who might be considered later) must be designated as “non-selected” in the system and a reason for non-selection must be entered. If an appropriate reason for a non-selection is not listed among the choices, the search committee may choose “other” and then customize a reason for non-selection. After all status changes have been made, the hiring supervisor/search chair must send an electronic Approval Notification via the online application system. (See step #12 of the Online Applicant Trackng System guide.) (Return to List)

CANDIDATES MAY NOT BE CONTACTED WITHOUT PRIOR APPROVAL.

C. SELECTING FINALIST

1. The search committee will recommend applicants, unranked, for interview to the hiring unit administrator. The commitment to diversity must be an essential factor in this decision process.
   
   
2. Traditional selection criteria, i.e. teaching and scholarship, must be used to evaluate all candidates for faculty positions. Consideration of a potential hire’s contributions may also include the ability to diversify the curriculum and pedagogy, expand the parameters of research on diversity-related topics, and attract targeted funding for diversity-related research.

   
   a. The College expects search committees to identify candidates for interview in a manner that is consistent with the diversity of the respective discipline. Accordingly, when search committees are unable to identify candidates for interview that reflect this diversity, the search committee chair must contact the Director of Affirmative Action & Equal Employment Opportunity to discuss how the qualifications of the candidates selected exceeded those of the underrepresented group candidates.

   b. It is strongly suggested that underrepresented candidates are provided the opportunity to meet other members of the campus community with similar backgrounds and that the committee be prepared to respond to concerns and questions that are specifically related to the candidate’s background. Such questions might relate to the numbers of underrepresented faculty/administrators on campus, opportunities for advancement, the quality of life on campus and in the community, and opportunities (professional/personal) for spouses and/or children. Accordingly, when scheduling underrepresented candidates for interviews the search committee should inquire if the candidate is interested in having this opportunity added to their schedule.
   

3. Once the search committee has selected finalists, it will change the status of those selected to “finalist” in the online system. The other semifinalists and any new applicants who will not be considered further at that time (even if they are considered alternates who might be considered later) must be designated as “non-selected” in the system and a reason for non-selection must be entered. If an appropriate reason for a non-selection is not listed among the choices, the search committee may choose “other” and then customize a reason for non-selection. After all status changes have been made, the hiring supervisor/search chair must send an electronic Approval Notification via the online application system. (See step #12 of the Online Applicant Trackng System guide.)
   
   CANDIDATES MAY NOT BE INVITED FOR INTERVIEWS WITHOUT PRIOR APPROVAL.
   

4. Upon conclusion of the evaluation process, the hiring administrator/the search committee chair will complete a Recommendation for Hiring/AA&EEO Report. Any recommendation for a position that reports directly to a Vice-President must be approved by the President prior to any offer of employment or issuance of a contract. Similarly, the Provost must approve the recommendations for all faculty positions prior to an offer of employment or the issuance of a contract. The Recommendation for Hiring/AA&EEO Report must also include:
   
   

   a. a copy of the candidate’s CV or resume
   b. a detailed explanation of reasons for selection of first choice candidate and reasons for non-selection of other candidates interviewed and not selected
   c. action if recommended candidate declines

5. Prior to extending an offer, the salary offer for administrative and staff positions should be discussed with the Compensation Manager in Human Resources.
   
   THE RECOMMENDATION FOR HIRING/AA&EEO REPORT MUST BE APPROVED BEFORE AN OFFER OF EMPLOYMENT IS EXTENDED OR CONTRACT IS ISSUED.
   
   
6. Once a candidate has accepted or declined the position a Notification of Acceptance or Declination must be completed and forwarded to the Office of Affirmative Action & Equal Employment Opportunity. (Return to List)
   
   

II. EXCEPTIONS TO ITHACA COLLEGE SEARCH AND SELECTION PROCEDURES

A. WAIVERS TO POSTING

1. All positions at Ithaca College are filled through the posting of an advertisement, (internally and externally) and a search. However, under the following circumstances the search and selection procedures may be waived: when,

    

   a. The candidate was identified via a search within the past year, or
   b. The appointment is temporary (see Part B), or
   c. There is an institutional necessity (See Part C), or
   d. The appointment is a progressional promotion of a staff member (Part D).

2. A Waiver to Posting request must be submitted. The Office of Human Resources should be consulted as to matters involving compensation, benefits, and other relevant issues. All provisions contained within Part II of the Ithaca College Search and Selection Procedures will be in effect until August 1, 2003. (Return to List)

B. TEMPORARY APPOINTMENTS

1. On occasion, units on campus have the need to make temporary appointments, in order to fill important positions quickly and with minimal disruption. Such appointments may, with the permission of the Senior Level Administrator (Dean/Vice President/President) or his/her designee in consultation with the Director of Affirmative Action and Equal Employment Opportunity, be made on a short-term basis without the benefit of a regular search and selection process. These appointments however have the potential to provide invaluable training and exposure for those individuals appointed, enhancing their credentials as candidates for future permanent appointments. As such, they provide unique opportunities for preparing individuals for roles of greater scope and responsibility. Given this potential, the campus is fully committed to identifying and appointing underrepresented group members in temporary capacities, as well as on-going appointments. The following procedures have been developed to insure that affirmative action considerations are an integral part of the decision making process for temporary appointments. There are two types of temporary appointments at Ithaca College: acting and interim.

   a. Acting Appointment: An acting appointment is a temporary appointment for less than one year period of time in which the person selected to the temporary position can be a candidate for the permanent position once the formal search process is initiated. The formal search process to fill the vacancy will take place within six months of the acting appointment.

   b. Interim Appointment: An interim appointment is a temporary appointment for less than one year where the individual selected for this temporary appointment cannot be a candidate for the position.

2. Units wishing to make temporary appointments must first request approval from the Dean/Vice President/President and consult with the Office of Human Resources to fill the position on a temporary basis. Upon approval, the appointing official should meet with the Director of Affirmative Action and Equal Employment Opportunity regarding the qualifications necessary to fulfill the responsibilities for the position and to develop a diverse pool of persons to be considered for the temporary appointment. Following consideration of prospective candidate, the unit should complete and submit a Waiver To Posting request. As is noted in the Ithaca College Supervisor’s Personnel Manual (ICSPM), department supervisors should contact the Director of Employment and Employee Relations regarding any temporary support or administrative staffing needs. (Return to List)

C. INSTITUTIONAL NECESSITY

1. Under certain exceptional circumstances, institutional necessity may require the departure from regular search and selection procedures. The factors to be considered are whether the safe or efficient operation of the institution is jeopardized, or whether extreme adverse impact may result if a search is required. Because institutional necessity hirings tend to be ongoing rather than temporary, such hirings should be rare and based on a compelling justification before being made. As a result, the President, Director of Human Resources, Director of Affirmative Action and Equal Employment Opportunity and the relevant Vice-President or Dean will confer whenever a departure from the affirmative action guidelines is considered. Final approval will be made by the President. Units wishing to make appointments based on institutional necessity must submit a Waiver to Posting request. (Return to List)

D. PROGRESSIONAL PROMOTIONS FOR ADMINISTRATIVE AND STAFF POSITIONS

1. Progressional promotion within an administrative unit does not require a search if it is clear that:

   a. It is a position change within a department, for example, from Program Coordinator to Assistant Director, resulting in increased but similar responsibilities. The candidate must have an exceptional performance record and must meet or exceed the minimum qualifications for the position that he or she is being promoted into. This category of progressional appointment does not apply to job changes to a different position where several employees within the department or within the college could potentially apply for the job (in which case a modification of the search procedures may be appropriate). This section does not apply to vice-president or dean positions. The Director of Employment and Employee Relations, the Director of Affirmative Action and Equal Employment Opportunity and the relevant Vice-President or Dean will confer whenever a departure from the affirmative action guidelines is considered. Final approval will be made by the President. If the hiring is so based, a Waiver to Posting must be submitted. It is expected that the resulting vacancy shall be filled in accordance with the Ithaca College Search and Selection procedures. Only under extreme circumstances will multiple, consecutive progressional promotions within a single department be considered.
   
   b. An employee is moving to the next step of the career ladder for a position as pre-established in the College’s Compensation Program (e.g. Ladders exist for Administrative Assistants, Maintenance Mechanics, etc.). Since these promotions involve only one position line, progression to the next step is proposed by the supervisor and approved by the Director of Compensation (see College Manual, Volume V, Compensation Policies).
   (Return to List)

    

Contact the Office of Assistant Counsel & Equal Opportunity Compliance
at (607) 274-3909 with questions.