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Faculty Search Process Guidelines

Faculty Search Guidelines

Case Western Reserve University is required by the Office of Federal Contract Compliance Programs (OFCCP) guidelines to maintain specific summary information about the search process, applicants and hires. The requirements below must be adhered to and submitted in total to the Faculty Diversity Officer for the granting of Affirmative Action approval. Failure to comply could have costly implications for any contracts with the federal government.

CWRU updates the faculty search process and information yearly.
To meet OFCCP reporting requirements the process and forms must be used.

The chair of the search committee is responsible for ensuring that complete records are kept during the search, and that all search files are kept for five years from the dates of appointment of the candidate selected. Please save all originals for your files.

There are six steps and six forms to complete for each faculty hire.
Instructions are below. If you have questions or need assistance with this process, contact Karyn Newton at 216.368.2532karyn.newton@case.edu

Search Process Flowchart (PDF)

Step 1:

Complete forms 1, 2 and draft an advertisement.
To assist the search committee please see Writing an Advertisement.

Send the completed Form 1 and 2 and the Ad copy to karyn.newton@case.edu
The ad should be sent in a Word Document.

Stop: The Office for Inclusion, Diversty and Equal Opportunity (OIDEO) will approve your search and advertisement. Do not proceed until you have approval.

In compliance with the OFCCP, your ad will be posted to five websites free of charge after your search and ad have been approved.
These websites are:
 

Step 2:

After you have received approval for your ad, you may post it to additional websites and print publications of you choosing at a cost to your department. Send the completed Form 3A, along with copies of the ads your department placed in additional publications (if any), to karyn.newton@case.edu

Step 3:

Start to complete Form 3B by listing all candidates who have applied for the position on the “All” tab. List all candidates who meet the minimum criteria as specified in the ad on the “Qualified” tab. Individuals whom the search committee wish to contact for an initial interview should be listed on the “Interview” tab.

Please note that all applicants who have provided an email address must be sent a link to the university’s online Affirmative Action Survey in a timely fashion. The survey should be sent individually to each applicant or BCC to the applicants. The Affirmative Action Survey is located here.

STOP. After the application deadline (at least six weeks after the initial date of posting), send the Form 3B with the “All”, “Qualified”, and “Interview” tabs completed in electronic form to karyn.newton@case.edu for review and approval of the candidate/interview pool PRIOR to contacting candidates to schedule initial interviews.

Step 4:

After you receive approval for the candidate pool as listed on the “Interview” tab, proceed with initial interviews.

Step 5:

Once the search committee has determined their finalists, complete the “Finalists” tab on Form 3B and submit to karyn.newton@case.edu for review and approval of the finalist pool. This must occur before final interviews take place.
 

Step 6:

After you receive approval to interview, proceed with final interviews.

Step 7:

Once the search committee has determined which candidate they would like to hire, update the “Finalists” tab on Form 3B to indicate which candidate has been selected, and submit to karyn.newton@case.edu along with a completed Form 3C and a copy of the candidate’s curriculum vitae (CV).

STOP. No offer of employment should be made until you receive Affirmative Action approval from OIDEO.

Step 8:

If all previous steps have been completed properly, OIDEO will issue an Affirmative Action letter, granting approval to make an offer of employment to the selected candidate. The letter will be sent via e-mail as a PDF attachment.

Step 9:

Once the candidate has accepted or declined the offer, please have the department chair/dean sign the letter, then send to karyn.newton@case.edu. If the selected candidate declines the offer and the department wishes to make an offer to another candidate, please repeat Steps 7 and 8 until a hire is made or until the search committee decides to close the search with no hire made.

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