SECTION
800-HUMAN RESOURCES
803.20 EMPLOYMENT
OF FULL-TIME FACULTY
POLICY
In
order to ensure consistency in faculty hiring and high-quality academic
programs at all College locations, Georgia Perimeter College faculty positions
are advertised by discipline without respect to campus assignment. Faculty hiring, therefore, is an academic,
discipline-centered activity. This
procedure is not required for term-to-term appointments.
Campus
assignments for faculty members hired are made in consultation with campus
administrators. Faculty members, like
all employees of Georgia Perimeter College, may be transferred among campuses
by the President to meet the operational needs of the College.
PROCEDURE
The
following procedural steps are established for the employment of full-time
faculty members:
1. In the fall semester, the Vice
President for Educational Affairs and Provosts will meet to formulate
priorities for faculty hiring for the upcoming academic year and will
determine: (a) existing vacancies to be
filled, (b) existing positions to be reallocated, and (c) new positions to be
requested. The President will give
final approval for positions to be filled.
The Vice President for Educational
Affairs will request the appropriate DP 20/21 from the Campus Provost.
2. DP 20/21 to be routed to: (a) Human
Resources Department; (b) Director of Finance/Budgets; and (c) Executive Vice
President for Financial and Administrative Affairs.
3. The DP 20/21 are returned to the Human
Resources Department to prepare for (a) advertising in accordance with the
posted advertising procedures; (b) notification to Applicant Clearinghouse; and
(c) position announcement disbursal.
4.
Screening Committees will be established by the Vice
President for Educational Affairs from department chairs and a list of faculty
submitted by the Provosts. (Committee
representation will usually include at least one faculty member or department
chair within the discipline or department from each campus and one at-large
representative selected from outside the discipline. Each campus to which a faculty member may be assigned in that
discipline should be represented.
5. The Human Resources Department receives
applications and sends letters of acknowledgment, requesting the
following: resume, copies of unofficial
graduate transcripts, a list of five professional references (names, addresses,
e-mail addresses, and telephone numbers).
The Human Resources Department encloses Applicant Clearinghouse brochure
and EEO form.
6. The Human Resources Department
schedules training session for Screening Committee members.
7. The Human Resources Department forwards
completed applicant files, within a week after deadline, to the Chair of the
Screening Committee.
8.
Chair reviews applications to eliminate those who do not
meet the minimum advertised requirements.
9.
Chair of Screening Committee reviews applications and
consults with the Assistant Director of Human Resources/Ombudsperson regarding
the diversity of the pool.
10.
The Committee should select a minimum of five applicants for
interview per position or number specified in accordance with the
following chart.
MINIMUM
NUMBER OF APPLICANTS TO BE INTERVIEWED:
One Position - 5
Two Positions - 10
Three + Positions - 10+
11.
Chair of the Screening Committee will make an announcement
(via e-mail) to the College community regarding the search process (timeline,
etc).
12. Before any applicant who is currently
employed at another Regents’ institution is considered for interview, the
following must occur:
a. The Chair requests the Human Resources
Department to write a letter from the Georgia Perimeter College President to
the President of the employing institution requesting permission to interview
an applicant employed at another Regents’ institution.
b. Permission
to interview is received from the President of employing institution.
c.
President informs Human Resources Department that permission
has been received.
d.
The Human Resources Department informs Committee Chair that
interviews may be scheduled.
13. The Chair schedules interviews with the
prospective candidates and requires completion of an official Georgia Perimeter
College Employment Application form.
14.
The Chair informs the Human Resources Department, Vice
President for Educational Affairs, and the Ombudsperson of the interview
schedule.
15.
Any candidate invited for interview that requires special
accommodations under ADA should contact the Director of Human Resources (404)
244-2380.
16.
The Screening Committee is responsible for checking
references (three of five references submitted with application packet). This should be done prior to
scheduling the interview, whenever possible.
Telephone reference checks should be documented using the format
provided.
17.
Within one week of selection of candidates for interview,
the Chair returns the files of applicants not to be considered for interview to
the Human Resources Department. The
Chair provides a list of candidates whose files are being retained for
interview.
18.
The Human Resources Department notifies applicants not to be
interviewed, in writing, that they are no longer being considered for the
position and retains the original files.
19.
The Screening Committee conducts interviews and provides a
copy of the interview questions to Human Resources Department for the
file. A copy of the faculty job
description is provided to candidate(s).
The interview will include a teaching presentation (topic provided by
the Screening Committee). In addition,
the candidate(s) will be required to provide a writing sample (topic determined
by the Screening Committee). If the
Committee is unable to forward an appropriate list of candidates, the Committee
can recommend that the search be reopened.
The Deans of Academic Services,
department chairs, and a representative of the Human Resources Department may
also observe the interviews.
20. At the
conclusion of the interview process, the Dean of Academic Services coordinating
the discipline will review the following information, verify the faculty
profile, and prepare a written recommendation to the Vice President for
Educational Affairs.
a. A narrative summary of interviewed
candidates (alphabetical order) describing each candidate’s strengths and
weaknesses
b. Affirmative Action Checklist
(completes #1, 7-9 ONLY, sign and date)
c. Interview Checklist from each
Committee member (signed and dated) on all applicants interviewed (attach to
each candidate’s file)
d. Telephone reference checks of all
applicants interviewed (documented on appropriate form). If the reference checks did not include a
recent immediate supervisor, the chair will ask the candidate’s permission to
contact the individual
e.
Application packet for all applicants interviewed
f.
Georgia Perimeter College Employment Application form
(completed) for all interviewed candidates
g.
Faculty Profile (list of SACS credentials)
The Dean of Academic Services
coordinating the discipline selects the top candidates in unranked order in
accordance with the following chart.
MINIMUM NUMBER OF CANDIDATES THAT
SHOULD BE RECOMMENDED:
One
Position - 3
Two
Positions - 5
Three+
Positions - 7
21. The Dean of Academic Services
coordinating the discipline returns the candidates’ files, the written
recommendation, and all supporting documentation to the Human Resources
Department. The Human Resources
Department shall notify all external candidates not recommended that they were
not among those in the final selection process and retains original files. The Vice President for Educational Affairs
notifies any full-time internal candidates not recommended and forwards a copy
of the letter to the Human Resources Department.
22. The Human Resources Department forwards
the recommendation and all supporting documentation to the Vice President for
Educational Affairs who reviews the recommendation and ranks the candidates in
order of preference for review by the President.
23.
The President and Vice President for Educational Affairs
review the top candidates, determine salary, rank, tenure status and
probationary credit toward tenure (if applicable). The President makes the
final decision. Candidates are ranked
in order of preference and an offer is extended to the top candidate(s) in
accordance with the number of positions to be filled.
24.
The President’s Office returns all files to the Human Resources
Department.
25.
The Human Resources Department forwards the appropriate
file(s) to the Executive Vice President for Financial and Administrative
Affairs for review of salary placement.
The recommendation and file(s) are returned to the Human Resources
Department.
26.
The Human Resources Department prepares a letter of offer to
the selected candidate(s) stating effective employment date, salary, rank,
probationary credit, and tenure status.
Offer letter for positions anticipated in next year’s budget will not be
sent prior to Regents budget approval (by mid-May).
27.
The Human Resources Department mails offer letter with a
copy to the Vice President for Educational Affairs and the Provosts. After acceptance from the selected
candidate, the Human Resources Department prepares Faculty Information System
(FIS) form and enters data on FIS for Board of Regents approval.
28.
Should the first candidate decline the offer, an offer may
be extended to the next candidate, etc.
29.
The Human Resources Department writes the candidates who
were recommended but not selected for employment that they are no longer being
considered for the position and retains the original files. The Vice President for Educational Affairs
will notify any full-time internal candidates.
30.
After the Board of Regents’ regular meeting, which is held
the second Tuesday and Wednesday of each month, the Human Resources Department
will advise the President, Vice President for Educational Affairs, Executive
Vice President for Financial and Administrative Affairs, and the Budget Office
of the approved recommendation(s).
31.
The Human Resources Department requests the Budget Office to
prepare a contract. A contract is
prepared and returned to the Human Resources Department for distribution.
32.
The signed contract is returned to the President’s Office
and forwarded to the Human Resources Department.
33.
The Vice President for Educational Affairs and Provosts will
meet to review transfer requests, departmental needs, and campus assignments
for new hires.
34.
The Vice President for Educational Affairs will finalize
campus assignments for the coming academic year. The Vice President for Educational Affairs will notify the Human
Resources Department regarding campus assignments. The Provosts will notify the Deans of Academic Services and the
Department Chairs/Coordinator. The
Department Chairs/Coordinator will notify the candidates of their campus
assignment, faculty orientation schedule, and other pertinent information.
Revised 01/98
Approved CAB
01/22/98
Revised
5/25/00 and 7/18/00
Revised
1/02/02 – Editorial Changes Only
(“Vice
President for Academic Affairs” changed to “Vice President for Academic and
Student Affairs”)
(“Academic
Dean” changed to “Dean of Academic Services”)
(Policy
title changed from “Employment of Full-Time Nine-Month Faculty” to “Employment
of Full-Time Faculty”)
Revised
2/7/02 - Editorial Change (#34)
Revised
1/8/03 – Editorial Change Only
“Vice
President for Academic and Student Affairs” changed to “Vice President for
Educational Affairs”