Faculty Recruitment Guidelines

Critical Hire Process - Effective Immediately (4/1/2008)

Hiring Unit - Assessment of Need for Faculty Recruitment

  • Hiring Unit Identifies Full-time Faculty Position Vacancy
  • Identifies Resources
  • Search Committee Chair (SCC) May be Named at this Point or After Seeking Guideance from AAEEO
  • Identify all recruitment resources: including a resource that is specifically geared towards the recruitment of female and/or minority candidates for employment.  http://www.mcg.edu/mcg/aaeeo
  • Faculty Recruitment Package Completed to Initiate Recruitment
    • Applicant Clearinghouse Form (ACH)
    • Faculty Employment Request (FER)
      • Must Include PeopleSoft Position Number Where Indicated on the FER according to the PCF Pg 1. Leave blank if a new position is to be created.

    • Position Classification Form (PCF) Word document
      Position Classification Form (PCF) PDF

      FT (PT-applies as determined by the originating department)               
      A PCF is required as a means to identify approved faculty recruitment (issued an Applicant Clearinghouse #) with a PeopleSoft Position Number without an incumbent. 
      Note:  In an effort to keep from creating new position numbers (PSN), when possible, a PSN should be reactivated.

      • PCF Page 1:  Complete page 1 for non-administrative positions;
      • PCF (all pages): Complete the entire PCF for administrative positions so that a job describtion will be on file in Human Resources for non-academic faculty positions.
      • Primary Job - for recruitment purposes a range (i.e., Instructor through Professor or Assistant Research Scientist - Principle Research Scientist) may be indicated.
      • DeptID - must be associated with an official Academic Unit or Administrative Unit as outlined on the Institutional Faculty List (IFL).
      • Reports To:
      • Campus Address and Campus Telephone #.

    Note:  Recruitment of Primary Jobs that are non-academic positions (Vice President, Associate Vice President, etc) will need to be initiated with another position number (PSN), if the replacement PSN is currently filled by the incumbent when recruitment is initiated.  When this occurs, the following will be required to ensure only one PSN is open/active and associated with faculty recruitment:

    • Submit the PCF according to the above instructions and indicate the incumbents PSN in the comments section.
    • Once the incumbent's position becomes open/active, a PCF should be submitted to inactivate the PSN initially used for recruitment.  Note: in the comments section the Applicant Clearinghouse Number to be associated with the PSN.

    Once the position is filled, a PCF is required only when changes are needed to reflect the successful candidate's:

    • Primary Job (within the range established at the time of recruitment)
    • DeptID as determined by the department and/or school.
    • Reports To
    • Campus Address and Campus Telephone #.
    • Advertisement for MCG Faculty Position Vacancies
      In addition to the hard copy advertisement please send an electronic copy in MS Word format (via email attachment) to Faculty Affairs to donnah@mcg.edu.


Note: The hiring unit must ensure that the outside ad is consistent with the recruitment details included on the ACH, FER & the Advertisement for MCG Faculty Position Vacancies since it is pertinent to the recruitment of a qualified applicant.

Approval Process - Faculty Recruitment Package:

  • Dean / Vice President of the Hiring Unit - forwards to Provost.
  • Provost - returns to the originating department.
  • The originating department forwards to HR-Faculty Affairs

 

Faculty Affairs - Division of Human Resources (FA-HR)

  • Submits ACH for Posting in the USG Clearinghouse - 30 day minimum:
  • Adds the Application Deadline Date to the FER & ACH. 
  • Dates included when received by FA are subject to change if a minimum of 30 days is not reflected.
    • Changes to the application deadline date during the recruitment process must be made via email to Faculty Affairs.
      • Faculty Affairs will review and forward appropriate changes to the University System of Georiga Applicant Clearinhouse.
    • Distributes copies of the Approved FER to:
      • Dean/VP of the Search Committee Chairman & Faculty Search Coordinator
      • AA/EEO Office
    • Posts vacancy to the MCG Faculty Position Vacancies

 
 Search Committee Chair

  • Contacts the AA/EEO Director's Office prior to forming the search committee.

 

AA/EEO

  • Advises the Search Committee Chair on MCG Diversity Initiatives
  • Receives Electronic Applicant Tracking Data Weekly
  • Sends Qualified Applicants Self Identification Form w/ Self Addressed Envelope
  • Receives Responses from Applicants - Response Data Entered
  • Receives Final Disposition from Search Committee Chair - Closing the Recruitment Process      

 

Purchasing - Buyer Responsible for Faculty Ads

  • Purchasing will reference the Position Vacancies Web Page to confirm posting prior assigning the Purchase Order Number for the Outside Ad or approving usage of the hiring unit's PCard.

 

Hiring School - Faculty Search Coordinator

  • Oversees Progress of Active Searches

 

Hiring Unit - Search Committee Chair or Designee

  • Coordinates Requirements for Outside Advertising
  • Coordinates Search Committee Meetings
  • Coordinates Applicant's Itinerary (travel & hotel)
  • Coordinates Campus-wide Schedule for Applicants' Interviews
  • Sends letter to ACH registrants, if applicable
  • Monitors & Approves Applicant Tracking Data Collection and Reporting
  • Transfers Applicant Tracking Data each Friday to AA/EEO
  • Identifies Qualified Applicants
  • Determines Effective Date of Appointment Following Review of the appropriate Fiscal Year PAR Deadline & Payroll Calendars for Faculty Actions
  • Transfers Final Disposition of Applicant Tracking Data to AA/EEO - prior to the offer being made, the ATF must be transferred to AA/EEO for compliance review.
  • Contacts the Office of International Affairs for Guidelines to Hire Foreign National, when applicable.
  • Sends Letter of Offer - Applicable to the Type of Faculty Appointment
  • Forwards Acceptance Letter of Offer and copy of Final Disposition of Applicant Tracking to FA-HR for removal of position from active recruitment.
  • Initiates Faculty Action for Appointment and Approval Process


Last updated:

April 4, 2008