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Viewing: Guidelines for Diversity Procedures in the Faculty Search Process

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Current Status: Active PolicyStat ID: 1545083

Guidelines for Diversity Procedures in the Faculty Search Process


The Purpose:

Institutional Goal: CGU is committed to the development of a diverse faculty through the use of affirmative action in its faculty hiring practices, i.e., to vigorously promote equal opportunity for employment without regard to race, religion or gender.

Purpose of Procedures: The purpose of the procedures outlined below is to identify the minimal steps CGU will follow to facilitate such equal opportunity.

Scope of Procedures: These procedures apply to searches for faculty members whose employment at Claremont Graduate University (CGU) is to last/lasts more than one year.

Necessary But Not Sufficient Requirements: While these procedures indicate the formal steps required, success in increasing the diversity of the faculty depends also upon the use by faculty members of informal networks to reach new populations and to encourage them to apply for open positions.

The Procedures:

1. Necessary condition for authorization of search: Before a search can be authorized, a school or department must have a Faculty Executive Committee-approved diversity component of its strategic plan for guidance. It is important the diversity plans are regularly updated and reflect the current composition, priorities, and needs of the school or department.

2. Appointment of the search committee: Once a search is authorized, the Provost, in consultation with the school dean (or equivalent) and chair of the Affirmative Action and Diversity Committee (AADC), appoints a search committee, including a liaison from AADC who serves as an ex officio member of the search committee and provides assistance in achieving an all-inclusive search. The Provost also designates a chair of the search committee who is responsible for insuring strict adherence to approved search procedures and signs off on behalf of the search committee at different stages in the search process. In addition to notifying search committee members of their appointment, the Provost's Office notifies the Office of Institutional Effectiveness that a new search has been authorized.

3. Provision of information by AADC to search chair: At least once each academic year, the AADC chair meets collectively with all of the chairs of approved searches and discusses with them the impact of diversity, where the University is achieving it, and how diversity benefits the University strategically and academically. At that time, all search committees will be provided with the "Guidelines for Diversity Procedures in the Faculty Search Process," the relevant forms to which it refers, and a list of places where position descriptions might be publicized in order to reach a diverse set of possible applicants. It is expected that search committee chairs or their designee(s) will attend this meeting before initiating any search processes.

4. Approval of position description, advertisement and search plan: The entire AADC, the chair of the search committee, and the Provost or her/his designee, will discuss the position description, the draft advertisements for the position, the search plan, the separate diversity search plan, and review the diversity guidelines and forms. The AADC will provide advice and assistance to foster the achievement of CGU's diversity goals. The search committee's diversity search plan must include at minimum (a) a list of all print journals, websites, listservs, and other venues in which the job will be advertised, and (b) a description of other efforts that will be undertaken to help insure a diverse applicant pool. Advertising outlets and outreach efforts should be emphasized that will specifically help to encourage applications from individuals who are members of one or more of the groups whose underrepresentation in the American professoriate has been severe and longstanding. The search plan should also include a list of scholars who will be specifically invited to apply for the position. (Confirmation that these candidates have been invited should be submitted with Form B1, described below). Once all parties are satisfied that the position description, the advertisements for the position, and the search and diversity search plans are in alignment and strongly foster CGU's diversity goals, the search committee chair, AADC chair, and Provost sign-off on Form A (Approval of Position Description, Advertisement, Search Plan, and Diversity Plan). Positions should not be advertised, even informally, until Form A is completed and with all approvals from the search committee chair, AADC chair, and the Provost.

5. Provost "publication" of the position description/advertisement: The Provost's Office will "publish" the advertisement in the Chronicle of Higher Education or other publication of record and post it on CGU's web site. The search committee is responsible for publishing the position description/advertisement elsewhere and in accord with the approved search plan. Scholars who would contribute to diversity also may be individually and separately invited to apply.

6. Collection of information about applicants: It is the responsibility of the search committee or its designee to send each applicant CGU's standard request for demographic information within one week of receiving any of their application materials. Specifically, applicants are asked to voluntarily complete a standard online survey in which they report demographic information about themselves and are also provided the URL for this survey. Applicants are assured that their individual information will not be shared with members of search committees. Survey responses will be accessible only to staff in the Office of Institutional Effectiveness; this office is responsible for compiling and reporting aggregate information on applicant pools for each faculty position and also will use this information for institutional tracking and assessment purposes.

7. Approval of applicant pool and candidate lists. Form B1: Summary Applicants, Diversity Characteristics, Contributions to Diversity in Research and Teaching, and Recommendations of Applicants for Further Consideration: The search committee chair will invite the AADC liaison to attend all meetings of the search committee. The search committee and its members should refrain from having direct contact with applicants, including screening or preliminary interviews, until Form B1 has been signed off by the search committee chair, the Office of Institutional Effectiveness (OIE), the AADC chair, and the Provost. Specifically, the search committee uses Form B1 to report summary information on all applicants, including names, demographic characteristics, diversity-related characteristics and qualifications, and noting any candidates designated for contact by the search committee. OIE attaches summary information on the applicant pool and signs off that it has compiled this information and provided it to AADC. The AADC chair signs off after AADC has reviewed the applicant pool information provided by OIE and the summary evaluation on applicants prepared by the search committee. The AADC chair and Provost sign-offs indicate agreement with the search committee's recommendations and move the search process forward. It is at this point that search committees can contact applicants, including conducting telephone or video interviews or the collection of additional and targeted information that it will use in deciding on finalists for on-campus visits. Form B2: Recommended Short-List and Finalists: The search committee uses Form B2 to designate the applicants that are potential finalists for the position and who will be invited for on-campus interviews. Besides finalists, additional rank-ordered names can be submitted on Form B2 designating short-listed potential finalists who may be invited to campus should any of the designated finalists prove unavailable or be deemed unacceptable after a campus visit. Form B2 must be signed by the search committee chair, the AADC Chair, and the Provost prior to the dispatch of any invitations to applicants for on-campus interviews. Search committees that do not conduct screening or preliminary interviews should simultaneously submit Form B1 and Form B2, essentially providing information on the entire applicant pool along with its recommendations for on-campus interviews.

8. Involvement of the AADC liaison in on-campus applicant: The AADC liaison will be informed of, and invited to participate in, the on-campus visits of the finalists.

9. Approval of search procedures: Following on-campus interviews, the search committee chair prepares and signs Form C affirming that the search committee has followed CGU hiring procedures, including Diversity Procedures in the Faculty Search Process, and outlining its recommendation and the rationale for its recommendation. The AADC Chair signs Form C to indicate approval of CGU procedures while also adding comments on the search committee's recommendation. Finally, the Provost signs Form C acknowledging its receipt. It is at this point that the Dean would make a final recommendation to the Provost who would then initiate or authorize negotiations for an offer of employment to a recommended applicant.

10. Procedure for resolving disagreements between the AADC and the search committee: If the AADC determines that the search is not being undertaken in accord with the objectives of this policy, it will not sign-off on Form A, B1, B2, or C. The liaison must suggest corrective action to the chair of the search committee immediately. If the corrective action is unacceptable to the chair of the search committee, then the Provost will decide under what conditions the search should proceed.

11. Makeup of Search Committee: Under normal conditions, Deans will not serve as chairs of search committees as conflict of interest, too much authority upon a search, and undue pressure upon certain faculty could arise from that situation. Since the Provost forms and approves the search committee and designates the chair, the Provost will determine whether the conditions constitute unusual circumstances. Unusual circumstances include situations in which there are not enough people in the department of the relevant rank to chair the search, the dean is the only specialist in the area to guide a search, or the dean's status in the field would garner more qualified and diverse candidates if they were to chair it.

Approved by FEC 4-18-2005; Amended and Approved: FEC 10/22/07, Faculty 10/29/07; FEC 4/27/15, Faculty 5/4/15; Revisions presented to FEC at meeting on 4/25/16 (no faculty vote required)


Approval Signatures

Approver Date
Jacob Adams: Executive Vice President and Provost [CS] 06/2016
Older Version Approval Signatures
Approver Date
Jacob Adams: Executive Vice President and Provost [CS] 06/2016
Older Version Approval Signatures
Arturo Rodriguez: Assistant VP for Finance and Administration 10/2014
Arturo Rodriguez: Assistant VP for Finance and Administration 10/2014