Faculty and Academic Staff Handbook
19th Edition, 2008
Chapter IV: Faculty Personnel Rules and Procedures of UW-River Falls
4.2 Recruitment and Initial Appointment - Faculty Personnel
Rules
Chancellor's Statement
[FS 04/05 #4] [reviewed 2/08]
The University of Wisconsin-River Falls is committed to the principle of equality of
opportunity in employment and in education. In its most elementary form, adherence to
the concept of equality of opportunity requires that we strive toward a condition in which
considerations of age, race, creed, color, religion, disability, marital status, sex,
national origin, ancestry, gender identity or expression, political affiliation, veteran status, arrest or
conviction record, or membership in the National Guard or any other reserve component
of the military forces of the United States or this state are irrelevant as determinants of
the access an individual has to the opportunities for education, for employment, for
achievement, and for personal fulfillment. Rather, the controlling factors in all such
matters must be individual ability, interest and merit.
Our present and future course, which goes beyond non-discrimination (i.e., the
elimination of all policies and practices that work to the disadvantage of individuals on
the basis of age, race, creed, color, religion, disability, marital status, gender, national
origin, ancestry, sexual orientation, political affiliation, veteran status, arrest or
conviction record, or membership in the National Guard or any other reserve component
of the military forces of the United States or this state), is based on the concept of
Affirmative Action. The principle of Affirmative Action requires the University to
determine if it has met its responsibility to recruit, employ, promote, and reward these
populations to a degree consistent with their availability and merit, and whether or not
any failure to do so can be traced to specific discriminatory actions or policies. Where
these classes are underrepresented, the University will recruit and employ them in
accordance with their increasing availability. The premise of this commitment is that the
corrosive effects of systematic exclusion, inattention, and overt discrimination cannot be
remedied in appropriate ways and in a reasonable time by a posture of neutrality with
respect to all individuals. Affirmative Action is necessary to avoid the perpetuation of the
inequities that are our heritage from the past.
While the University is obliged to develop and sustain a program of Affirmative Action,
our commitment to these matters transcends legal or contractual requirements. We
undertake these actions and adopt these policies not because we are required to, but
because it is right and proper to do so.
4.2.1 Procedures for Recruitment
[FS 04/05 #4]The following recruitment guidelines are designed to be consistent with UWS 3.02 which
states “. . . [the recruiting] procedure shall be consistent with board policy and state and
federal laws with respect to nondiscriminatory and affirmative action recruitment. The
procedures shall allow maximum flexibility at the departmental and college levels to
meet particular needs. In all instances the procedures shall provide for departmental peer
review and judgment as the primary step in the recruiting process.”
Appointments and all terms of appointments shall be made only if based on affirmative
recommendations of the academic unit/department and with the approval of the
appropriate academic administrative officers.
4.2.1.1 Responsibility of Department
Once the decision has been made that a vacancy exists within an academic
unit/department and clearance to fill the position has been received from University
administration, the academic unit/department, using one of the structures described in
Section 4.2.1.2 below, shall have the primary responsibility for recruitment for faculty
appointments.
4.2.1.2 Determination of Recruitment Committee Structure
Prior to establishing a recruitment committee, the academic unit/department shall meet
and determine the structure of the committee and the procedures to be followed. The
decision of the academic unit/department should be recorded in the minutes of the
meeting. The academic unit/department may elect one of the following:
- to act as a committee of the whole, delegating the recruitment process to a
duly appointed subcommittee. The subcommittee conducts the recruitment
consistent with all applicable sections of the Faculty and Academic Staff Handbook
and makes recommendations to the voting members of the academic
unit/department, who then reconvene as a committee of the whole to review
finalists’ files and recommend candidates for the position, or
- to act as a committee of the whole, without establishing a subcommittee, and
conduct the recruitment consistent with all applicable sections of the
Faculty and Academic Staff Handbook. The committee consists of all eligible voting
members of the academic unit/department and any additional committee members
as required by the Faculty and Academic Staff Handbook, who recommend candidates
for the position to the Dean of the College, or
- to establish a Recruitment Committee that conducts the recruitment on behalf
of the academic unit/department. The process may include consultation with
academic unit/department faculty. Only the members of the Recruitment
Committee (excluding advisory student members) shall recommend candidates
for the position to the Dean of the College. Only members of the recruitment
committee, the chair of the academic unit/department, and the student advisory
member shall have access to all candidates' files, which will be held in strictest
confidence consistent with University policy. Those having a direct role in the
hiring process shall have access to the files of those candidates recommended for
campus interviews. [FS 05/06 #27]
The chair of the academic unit/department shall appoint at least one student from among
the junior and senior majors and minors in the academic unit/department to advise the
Recruitment Committee in a non-voting capacity.
The following table lists who is eligible to serve on a Recruitment Committee, depending
upon the type of search, and the voting rights of each of those members. The actual
composition of the committee is determined separately.
Table 4.2.1.2 Recruitment Committees
Personnel Classifications and Voting Rights, Recruitment Committees, Unclassified Staff |
Employee
Classification |
Tenure Track Search
|
Instructional Academic
Staff Search |
Non-instructional
Academic Staff Search |
Tenured Faculty (1) |
Serves and votes |
Serves and votes |
Serves and votes |
Probationary Faculty (1) |
Serves and votes |
Serves and votes |
Serves and votes |
Academic Staff, Full Time |
Serves and advises only (2) |
Serves and advises
only (2) |
Serves and votes |
Academic Staff, Part Time |
May not serve or vote |
May not serve or vote |
May not serve or vote |
Instructional Academic Staff
Full Time |
May not serve or vote(2) |
May not serve or vote (2) |
Serves and votes |
Instructional Academic Staff
Part Time |
May not serve or vote |
May not serve or vote |
May not serve or vote |
Student |
Serves and advises only (3) |
Serves and advises only (3) |
Serves and advises only (4) |
Community Member |
Serves and advises only (3) |
May not serve or vote |
Serves and advises Only (3) |
Classified Staff |
May not serve or vote |
May not serve or vote |
May serve and vote |
- Every faculty member, including the academic unit/department chair, with two consecutive semesters of service in that academic unit/department shall be eligible to serve on the Recruitment Committee, with the exception of emeriti, persons who have officially announced their intention to retire, those who have received non-renewal notices or resigned for reasons other than retirement, and the individual being replaced.
- Academic staff may serve and vote on search committees hiring full-time faculty positions with coaching assignments, full-time coaching-related instructional academic staff positions, and academic staff support positions.
- Students and community members may serve in an advisory, non-voting capacity at the discretion of the unit.
- Student representation on the Recruitment Committee is highly recommended for units with significant student involvement.
4.2.1.3 Preparation of Recruiting Plan
The Recruitment Committee will prepare a recruiting plan to be used for recruiting
candidates. The Recruitment Committee should make every effort to ensure that the
vacancy listings reach as many eligible candidates as possible and work with the Office
of Equity and Affirmative Action to develop a diverse applicant pool.
The Assistant to the Chancellor for Equity, Compliance, and Affirmative Action shall
approve applicant pool diversity before review of applications begins.
The recruiting plan requires the approval of the Dean and the Provost and Vice
Chancellor for Academic Affairs. The recruiting plan must include, but shall not be
limited to, the following:
- Job description
- Rank and anticipated salary range to be offered for the position
- In addition to the criteria stated in the job description, the following criteria,
where applicable, will be used for reviewing the applications:
- (1) professional preparation and experience
(2) effectiveness in teaching or potential as a teacher
(3) professional involvement and accomplishments in scholarly activities
such as, but not limited to, research, writing, and artistic production or
performance or potential for such accomplishment
(4) significant contributions at the departmental, college,
university, community, state, national or international level in categories
other than those identified above, or potential for such contributions
(5) other criteria as identified in the position description
- Interview procedures providing for participation by students, faculty and
administration per guidelines from the Office of Equity and Affirmative Action.
-
Equal opportunity statement or full statement (see Chancellor's Statement,
Rules, at the beginning of 4.2 above)
- Date at which review of applications begins
4.2.1.4 Candidates’ Files
The academic unit/department concerned shall maintain files of the candidates'
applications and supporting materials. After the position is filled, these materials shall be
filed with the Human Resources Office.
4.2.1.5 Screening of Applications
The Recruitment Committee shall screen applications and recommend applicants for
interviews, consistent with procedures in Section 4.2.1.2. The Recruitment Committee
chair, in consultation with the Dean, shall establish the number of candidates to be
interviewed and the interview dates.
4.2.1.6 Background Check
When a determination is made to invite candidates to campus, the chair of the
Recruitment Committee may request Human Resources to begin the process of
conducting criminal background checks as indicated in the UWRF Background Check
Implementation Plan. Information generated with the criminal background check will be
used as indicated in the Background Check Implementation Plan. [FS 06/07 #59]
4.2.2 Procedures for Recommendation
[FS 04/05 #4]
4.2.2.1 Meeting to Determine Candidates Acceptable for Hiring
After completing all applicant interviews, the Recruitment Committee and/or the
academic unit/department, consistent with the procedures described in Section 4.2.1.2,
will confer to determine which applicants are acceptable for hiring. In compliance with
the open meeting law, written notice of the meeting shall be given in advance of the
meeting, together with a statement of the agenda. The meeting shall be conducted so as to
afford reasonable opportunities to ask questions, offer additional information, and discuss
the recommendations in question.
4.2.2.2 Narrative Report from Recruitment Committee
The Recruitment Committee chair will summarize in writing the discussion of
candidates’ strengths and weaknesses and the committee’s preferences relative to the
position description. This narrative report will also note any candidates which the
academic unit/department deems unacceptable for hire. The narrative shall be affirmed by
consensus or by a majority vote of eligible members. Candidates are not to be
numerically ranked or rated.
4.2.2.3 Content of and Response to Narrative Report
The Recruitment Committee chair will submit to the Dean the narrative described in
4.2.2.2 and any supporting materials for administrative review, including (a) a statement
of the number of eligible voters who supported and opposed the final narrative (b) the
compliance report and (c) other information which may be required by the Chancellor. If
the Dean does not concur with the recommendation, he or she shall meet with the
department or academic unit or academic unit chair and the Recruitment Committee to
discuss the decision. [FS 05/06 #27]
4.2.2.4 Procedures if Lack of Agreement
If, after appropriate consultation, the Dean and the recruitment committee and/or the
academic unit/department chair do not agree on a hiring recommendation, the following
alternatives may be used: (a) an additional candidate or candidates from the pool may be
interviewed; (b) an extension of the search may be authorized by the Provost and Vice
Chancellor for Academic Affairs; (c) the recruitment committee may recommend that the
search be terminated, or (d) the Dean may terminate the search.
4.2.2.5 Forwarding of Department’s Recommendation
The Dean shall forward the recommendation, appending the narrative, support materials
and any other comments to the Provost and Vice Chancellor for Academic Affairs.
4.2.2.6 Provost and Vice Chancellor’s Decision
The Provost and Vice Chancellor for Academic Affairs shall make a decision on the
recommendation. If the Provost and Vice Chancellor for Academic Affairs does not
concur with the recommendation, he or she shall meet with the Dean, the academic
unit/department chair and the recruitment committee to discuss the decision.
4.2.2.7 Procedure if Candidate Declines
If the candidate declines to accept the offered position, the recruitment committee may
request permission from the Dean to offer the position to another interviewed candidate.
Alternatively, the recruitment committee may request permission from the Dean to
interview additional candidates from the identified pool of qualified applicants, may
request an extension of the search, or may request that the search be closed.
4.2.2.8 Tenure Consideration with Initial Appointment
In those cases where tenure is a consideration in the initial appointment, procedures as
specified in 4.4.2d are to be followed. If there is an affirmative tenure recommendation,
the Chancellor will recommend to the Board of Regents, through the President of the
System, that tenure be granted as part of the initial appointment.
4.2.3 Notification of Initial Appointment
4.2.3.1 Appointment Letter and Years of Experience
Each person to whom an appointment is offered must receive an appointment letter in
which the Chancellor or other authorized official of the University of Wisconsin-River
Falls details the terms and conditions of the appointment, including but not limited to:
duration of the appointment, salary, starting date, ending date, general position
responsibilities, probation, tenure status, and crediting for prior service. Accompanying
this letter shall be a link to a website detailing the University and System rules and
procedures relating to faculty appointments. If the appointment is subject to the advance
approval of the Board of Regents, a statement to this effect must be included in the letter.
The following guidelines will be considered in the assignment of number of years of
experience:
- teaching experience at the university level in an institution equivalent to this
University will be honored on a 1 - 1 basis (one year equals one year).
- teaching experience at the elementary or secondary level will be honored on a 2
- 1 basis, however a maximum of five years will be granted.
- industrial, governmental, business, or pre-professional experience directly
related to the University teaching assignment will be honored on a 2 -1 basis with
a maximum of five years granted.
- appropriate experience will be considered on an individual basis. The burden of
proof is on the faculty member to show cause and for the department chair to
present evidence. The experience shall not exceed the 3 -1 ratio, with a maximum
of five years granted.
- graduate assistantships may be considered in (d) of the above formula.
4.2.3.2 Notification of Candidates Not Offered Appointment
Applicants who are not offered the appointment shall be notified by the head of the
academic unit that their applications will receive no further consideration.