Ohio Administrative Code › Title 3339 - Miami University › Chapter 3339-6 - Academic Affairs Unit › Section 3339-6-01 - Search and appointment procedures - academic affairs units

Current through all regulations passed and filed through July 1, 2024
(A) General
The office of the provost has established search procedures for
				recruiting and appointing tenured and tenure-eligible faculty, lecturers, and
				clinical/professionally licensed instructional staff. All searches must comply
				with all of the following search procedures.
(B) Selection requirements
(1) A request to fill a position, completed
			 in its entirety, must be submitted when seeking approval to fill a vacant or
			 create a new position. Essential responsibilities, the date application
			 screening will begin, the proposed salary range, and the required and desired
			 qualifications must be specified separately. The request to fill a position is
			 forwarded to academic personnel services after approvals are obtained by the
			 department chair, the dean of the appropriate division, and the office of
			 equity and equal opportunity (oeeo). The office of the provost must approve all
			 requests to fill a position prior to any advertising or job posting.
(2) When a search committee is to be used, it
			 must be appointed with as diverse a composition as practicable and should
			 include gender as well as ethnic representation, even if members are drawn from
			 cognate departments. The associate vice president for institutional diversity
			 must be consulted regarding composition of search committees. For a note
			 concerning the constitution of this committee see rule
			 3339-3-15
			 of the Administrative Code.
(3)
			 Lecturers and clinical/professionally licensed faculty may not vote on matters
			 involving the hiring, promotion and/or tenure of faculty in tenure-eligible
			 ranks.
(4) The entire search
			 committee or department chair (if the department is the search committee) must
			 meet with the office of equity and equal opportunity to review and obtain oeeo
			 approval of: the recruitment plan, which shall be designed to attract a highly
			 qualified and diverse pool of applicants; the advertisement; the selection
			 process, including any ratings instruments; and the applicant data collection
			 process.
This meeting should take place during the first meeting of the
				search committee. Upon oeeo approval, the recruitment plan and advertisement
				must be included in the request to fill which is then forwarded for approval by
				the dean of the appropriate division.
(5) All advertisements must include the date
			 the screening of applicants will begin, the position's responsibilities and
			 required qualifications as specified in the approved request, and university
			 requirements.
(6) Prior to the
			 selection of candidates for interview, it is the responsibility of the search
			 committee chair or department chair (if there is no search committee) to obtain
			 from oeeo an applicant flow data report indicating the composition of the pool
			 of applicants. The oeeo must approve the composition of the applicant pool
			 before candidates are invited to interview. If oeeo finds the candidate pool to
			 be unacceptable, oeeo in consultation with the office of the provost will make
			 a determination whether to conduct additional recruitment or to close the
			 search. If additional recruitment is undertaken, the hiring department must
			 request an updated applicant flow data report prior to conducting
			 interviews.
(7) After receipt of
			 the approved applicant flow data report, candidates selected for inclusion in
			 the final interview pool must be approved by the dean of the appropriate
			 division, and the office of the provost before being invited to campus to
			 interview.
(8) Once interviews have
			 been completed, reference checks have been conducted, and a candidate
			 identified for final consideration, the department must complete a hiring
			 recommendation. A hiring department may not recommend an applicant who does not
			 meet the required qualifications for the position. The original letter of
			 application, the candidate's vita, and copies of any correspondence that
			 include desired terms of employment, e.g., chair's letters, must be included
			 with the hiring recommendation and forwarded to academic personnel services.
			 All materials will be submitted to oeeo for hiring approval. Academic personnel
			 services will issue a letter of offer after approval is obtained by oeeo and
			 the provost, and with receipt of an acceptable background check. Candidates are
			 responsible for presenting a certified transcript as proof of terminal degree
			 and/or proof of required licensure to the office of academic personnel services
			 prior to the start of the appointment.
(9) No academic department or dean has
			 appointment (hiring) authority. Only the president and provost have appointing
			 authority. A letter of offer may be sent to the candidate by academic personnel
			 services only after approval by the provost.
(10) Records, written or electronic, of the
			 recruitment and selection process must be kept by the hiring department for
			 
									three
			 years. Records maintained should include information on advertising,
			 recruitment letters, telephone calls or other contacts, interview notes,
			 applications received, letters of appointment or rejection, ratings
			 instruments, and specific steps taken to recruit women and
			 minorities.