SECTION 800-HUMAN RESOURCES
803.20 EMPLOYMENT OF FULL-TIME FACULTY
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.
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.
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”