library policy #11: Recruitment Policy for Library Faculty and Unclassified Professionals in the Library

This policy outlines the steps to be followed in the recruitment for Library and other unclassified professionals in the College of Charleston Libraries. It does not cover the recruitment of the Dean of Libraries and Academic Information Services. The policy summarizes the steps in the recruitment procedures developed by the Associate Provost (See 3. 0 Appendix).

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• 2.1 The Dean completes and submits to the Provost a Faculty and Unclassified Professional Personnel Recruitment Request declaring that there is a faculty or unclassified professional vacancy in the libraries. It is necessary to include the following information on the form: Either the name of the person being replaced or the statement that the request is for a new line and salary information.
• 2.2 EEO-1’s and IDT’s (needed for receiving approval to advertise) are usually sent at the same time as the recruitment form above. The library is expected to demonstrate positive action to diversify the applicant pool by contacting at least three Masters degree-granting institutions with significant numbers of minorities who receive Masters degrees. Included in these must be at least two historically African American degree-granting institutions offering a terminal degree in the hiring area. Assistance identifying appropriate schools may be obtained from the Office of Human Relations and Minority Affairs. Failure to meet these requirements may result in the inability to obtain approval to interview.
• 2.3 The completed EEO-1 form should have the advertisement(s) attached and form is routed for signatures (see below). With the EEO-1 form, the library should fill out one IDT for each journal in which there is to be an advertisement and submit them to Academic Affairs for account number and approval. Once the advertisement and IDT(s) are approved, Academic Affairs staff will contact the libraries administrative assistant who will place the ad(s). Academic Affairs staff will place the advertisement in one print issue of the Chronicle of Higher Education with an online advertisement, which will begin on e week after the date of submission, unless requested to run sooner.
• 2.4 The Dean establishes an Advisory Committee for the Search and Screening of Applicants and appoints a chair. In most cases, the committee will have at least four members including three librarians or professional staff and one classified staff person. Whenever possible, the committee should include at least one member who is a minority.
• 2.5 Acknowledging Applications of Candidates
• 2.5.1 The libraries’ administrative assistant acknowledges applications, sends an EE0-2 form to all candidates, establishes a system for managing applicant files, keeping a list of applicants, and works with the search committee and Dean. Pre-stamped, pre-addressed envelopes for returning the EEO-2 can be obtained from the Office of Human Relations and Minority Affairs.
• 2.6 Selecting Candidates for Interview
• 2.6.1 The chair of the search committee will create a calendar of dates for the search process including the deadline for applications, selection of candidates, proposed interview dates, selection of finalists and start date for position.
• 2.6.2 The chair shares the advertisement and the calendar with the committee. Generally the committee discuss the criteria and method of selection. Committee members should review applications as they arrive. The Dean may also review applications early in the process.
• 2.6.3 The Dean or any member of the search committee or the administrative staff throughout the selection process may request references for promising candidates. Every effort is made to make sure that references are in hand early in the process in order not to hold up the progress of the search.
• 2.6.4 As soon as possible after the deadline date for applications, the search committee begins formal deliberations.
• 2.6.5 The committee will identify candidates who do not meet qualifications or do not seem appropriate for the position. Upon approval by the Dean, the chair of the search committee will request that these candidates be notified that they are no longer actively under consideration for the position.
• 2.6.6 The committee has the option of identifying a small number of candidates and conducting telephone interviews and requesting transcripts (required). It is also appropriate for the committee to collect samples of the candidates’ accomplishments.
• 2.6.7 Based on the application packet, interviews, samples, and references, the search committee creates a ranked list of up to three recommended candidates for campus interviews, and the Dean of Libraries and Academic Information Services may add or delete names. As requested by the Provost, the search committee will contact sources in addition to those listed as references by the candidate. The candidates should be informed that such inquiries are being made.
• 2.7 Campus Interviews
• 2.7.1 The Dean or his appointee submits a completed EE0-3 form to obtain approval to interview for recommended candidates in ranked order. Included with the EE0-3 form is a completed Recruitment Checklist (http://www.cofc.edu/AcademicAffairs/forms/RecruitCklist.xls), resume, and unofficial transcripts for each selected candidate. Typically no more than three candidates are brought in for an interview.
• 2.7.2 Academic Affairs will call when the EE0-3 (interview approval) form is approved.
• 2.7.3 The chair of the search committee confers with the Provost’s office, Dean, library department heads, and the search committee in order to schedule campus interviews. Typically each candidate arrives at the end of the day and interviews during the following day and returning late in the afternoon or early in the evening the day of the interview.
• 2.7.4 Selected candidates are contacted by the head of the search committee and invited to campus. It is courteous to give the candidate ten days to two weeks notice. Travel arrangements for candidates should be made well enough in advance to secure the most favorable fares available. A Travel Authorization form must be completed for every candidate coming to campus. Forward the completed form to the Academic Affairs Office for account number and approval at least four days prior to the campus visit.
• 2.7.4.1 Include $25 per day on the Travel Authorization for possible meal reimbursements for candidates as that is the maximum they are eligible to receive from the state.
• 2.7.4.2 Airline tickets: Tickets may be purchased through a local travel agency (Contact the Controller’s Office at 953-5791 for information regarding travel agencies) using a travel authorization form. Forward the form to the Academic Affairs Office for account number and approval. No first class airline tickets may be purchased.
• 2.7.4.3 If a candidate prefers to purchase a ticket and be reimbursed, please submit an estimated airfare cost on the Travel Authorization.
• 2.7.4.4 If a candidate rents a car and is planning to request reimbursement from the College they are required to rent from Alamo (primary contractor) or Hertz. The College’s corporate identification number must be used to obtain the State rates. Gina Mock is the contact person for information.
• 2.7.4.5 Contact the coordinator at 953-6519 to reserve a room at the President’s Guesthouse or Faculty House. If there is no availability, contact Academic Affairs at 953-4983 to reserve a room at one of the local hotels. The College will cover the room cost and room tax only.
• 2.7.4.6 Restaurant, phone charges, and parking are the responsibility of the candidate and receipts may be submitted for reimbursement. State funds cannot be used for alcohol.
• 2.7.5 Interviews: The candidate should meet with the appropriate Dean and each of the Assistant Deans of the library. The interview should also include the Provost/Associate Provost for 45 minutes together, or 30 minutes each is separate. The appointments with the Provost/Associate Provost should be coordinated with the Office of Academic Affairs and the Dean’s individual appointment with the libraries’ administrative assistant.
• 2.7.6 The search committee drafts a schedule for the interview and submits it to the administrative group for approval.
• 2.7.7 The chair of the search committee will send an information packet and interview schedule to each of the finalists.
• 2.7.8 The chair of the search committee should provide the Provost/Associate Provost and Dean with a curriculum vita at least one full day prior to the scheduled meeting with the candidate.
• 2.8 Selecting the Finalist
• 2.8.1 After the interviews are completed, the head of the search committee creates and distributes evaluation forms to the entire library staff. The forms are collected within 48 hours and the search committee reviews the forms, credentials, samples, references, and interviews of each candidate.
• 2.8.2 The search committee compiles a list of strengths and weaknesses for each candidate. The committee does not recommend a finalist.
• 2.8.3 The Dean selects a finalist.
• 2.8.4 The Dean or his appointee checks telephone references and, as appropriate, confers with the Provost, Associate Provost, search committee, head of the search committee, and selected staff or faculty.
• 2.8.5 The Dean forwards the EE0-4 and EE0-5 forms with a brief resume noting any special requests such as credit for tenure or promotion. Once the forms are approved, Academic Affairs will draft a contract letter and send it to the Dean for revisions before it is sent to the President for his approval. The contract letter is limited to: rank, salary, terms of appointment, moving expenses, credit towards tenure and promotion, and stipulations regarding completion of a degree. Other arrangements (e.g. for equipment) between the candidate and the department should be specified in a separate letter from the appropriate person.
• 2.8.6 The President approves the recommendation and notifies the Dean.
• 2.8.7 The Dean or his appointee makes an offer to the selected candidate. If the candidate accepts the position, the recruitment process is complete.
• 2.8.8 Once a selected person accepts the position the administrative assistant notifies the other applicants that the position has been filled.
• 2.8.9 If the candidate does not accept the position, and the Dean identifies another suitable candidate from the pool of applicants, steps 2.8.4-2.8.7 are repeated.
  Otherwise the search committee may be asked to review the files again or the search may be reopened.
  If a decision is made to invite a candidate to return for a second interview, the library is responsible for all related expenses.
• 2.9 Reimbursing the Candidates
• 2.9.1 The libraries administrative assistant will complete a Travel Reimbursement Request with the candidate’s name, address, social security number and the position for which they were interviewed and collect the related receipts. She/he will send the information and the receipts to the Controller’s Office. Reimbursements may include airfare, mileage, taxi, airport parking, and meals not paid for by a faculty member.
• 2.9.2 Staff or search committee members who incur interview-related expenses may submit them to the library’s administrative assistant for reimbursement at the Dean’s discretion.
  Only Foundation funds can be used for these reimbursements.
• 2.10 Relocation Expenses
• 2.10.1 Relocation expenses are set by the College administration. Tenure track librarians or the equivalent employees will receive the same relocation (moving) expenses as tenure track faculty.

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These procedures are extracted from and subject to “Faculty Recruitment Procedures” which are posted on the College's Academic Affairs website at http://www.cofc.edu/AcademicAffairs/. This web page also includes the EEO forms.

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Draft: David Cohen October 20, 1984
Approved: Administrative Group October 30, 1984
Reviewed: Librarians November 15, 1984
Approved: Director of Libraries November 16, 1984
Revised: Director of Libraries September 17, 1987
Retyped: Library Secretary August 14, 1992
Revised: Assistant Dean, Public Services September 12, 2002
Revised: Assistant Dean, Public Services November 11, 2004
Reviewed: Librarians November 18, 2004
Approved: Dean of Libraries November 18, 2004

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