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Recruiting Handbook

Guidelines for Faculty Recruitment

This packet includes basic guidelines for conducting searches and hires for tenure track faculty as well as material that may be useful to departments and programs during their recruitment process. Recruitment procedures are also described in Section IV. A. in the Faculty Handbook.  A PDF version of this webpage can be downloaded here.

I. Securing Approval for a Tenure-Track Search

II. Starting the Search: Search Committee

III. Job Advertisements for Faculty Hires

a. Three Sample Advertisements

IV. Diversity Goals

a. Sites for Improving Diversity in Recruitment

b. Additional Websites for Improving Diversity

V. Candidate Interviews and Communication with the Dean's Office

a. Arranging and Conducting Interviews

VI. Comments from New Faculty

VII. Expenses

VIII. Choosing Final Candidates

IX. Suggestions Regarding Minority and Women's Concerns Representation

X. Suggestions Regarding International Hires

XI. Evaluating the Search

XII. Guidelines for Employing International Faculty in Tenure-Track Positions

XIII. Record-Keeping for Tenure-Track Hires 

XIV. F.A.Q.

Securing Approval for a Tenure-Track Search

All departments and programs must seek approval for any tenure track search. Submit proposals to the Dean of the College, who will discuss proposed searches with the chair or director and the FEC, and make a recommendation to the President. The President gives final approval for all searches.

Proposals for the reauthorization of a position vacated by retirement or resignation are due by the end of Week 3 in Block 7. Authorized searches will take place during the following academic year.

Proposals must include:

1) A brief description of the position; 2) an explanation of the need to fill the position; 3) a statement of how the position fits into the long-term goals of the department or program, how it contributes to general education requirements, and how the position might contribute to diversity in the curriculum and/or the community; 4) an initial draft of a job announcement.

Starting the Search: Search Committee

After securing final approval to conduct a search, the department or program will select a search committee. According to the Faculty Handbook, “A search committee normally consists of members of the hiring department plus two non-departmental faculty members. If a departmental member is being replaced, he or she does not serve on the search committee. If a department has fewer than four members, it may augment its departmental membership with faculty from other departments.” All committee members participate in every phase of the search and hiring process.

It is important to try to organize a search committee by Commencement of the year before the hiring process. The process includes appointing two voting members from outside the department.

1) The Minority Concerns Committee (MCC) appoints one of these voting members directly. Please contact the committee chair to secure the appointment. Once an appointment is made, provide this information to the Associate Dean of the Faculty. MCC appointees should read the “Minority Concerns Committee Letter” that is included in a later section of the guidelines.

 2) Each department should also submit at least two or three names to the Associate Dean of the Faculty as candidates who may serve as a cognate representative. After consulting with the appropriate divisional executive committee and the Women's Concerns Committee, the Associate Dean will contact the department to discuss a final appointment. The department then contacts the colleague to ask if he or she is willing to serve. If the proposed candidate does not agree to serve, the Associate Dean will consider alternative candidates and consult with the department again until the committee is complete.

The entire search committee (including the two outside members) must agree upon the final draft of the job announcement. The Women’s Concerns Committee, Minority Concerns Committee, and the Associate Dean of the Faculty must also approve the final version of the announcement before the Department Chair places it in appropriate publications and websites. If your department is willing to consider a split appointment, the job announcement should include that possibility.

Job Advertisements for Faculty Hires 

The Dean’s Office places a single ad in major national venues for departmental hiring.  This replaces the old practice of individual departments paying for their own ads in the same journals (i.e. in a year with seven searches, we used to pay for seven ads in the Chronicle of Higher Education, seven ads in Inside Higher Ed, seven ads in Latinos in Higher Ed, and so on).  Now the office pays for one ad in each of these locations commonly used by all departments.  The ads list the department and field being sought in the ad and refer people to the CC faculty employment website for details of the position.  Be sure to send the final approved job description to the Associate Dean of the Faculty for posting on that site.

The journals/websites in which the College currently places the college ad are:

The Chronicle of Higher Education
Inside Higher Ed
Latinos in Higher Ed
Hispanic Outlook
Diversejobs.net
HigherEdJobs
SACNAS
Outlook in Higher Education
Academic Careers.com
The Academic Network

If a significant venue is missing from this list that is national in nature (not just specific to one discipline) please let the Dean’s Office know.  The ads are normally submitted for print by early to mid-September to assist the many departments that are searching early every year.  Let the Associate Dean of the Faculty know if a department needs to place ads even earlier. Departments should place their ads in venues appropriate to the discipline.  These venues may include minority sites appropriate to the discipline. 

Remember that ads are expensive; please be concise and precise. 

Most job announcements include some version of this statement suggested by the Minority Concerns Committee: "The College is committed to increasing the diversity of the college community. Candidates who can contribute to that goal are particularly encouraged to apply."

The new EEO statement now reads as follows: “Equal Opportunity Employer: The Colorado College welcomes members of all groups and reaffirms its commitment not to discriminate on the basis of race, color, age, religion, sex, sexual orientation, gender, identity, gender expression, national origin, or disability in its educational programs, activities , and employment practices.”

Three Samples Advertisments (mostly fictional but helpful examples) 

Tenure-track position. The English Department at Colorado College seeks an Assistant Professor of English in English Renaissance and Shakespeare beginning (STARTING DATE). We are particularly interested in candidates with demonstrable additional interests in Gay and Lesbian Studies/Queer Theory and/or Milton. Opportunity to teach courses in broad undergraduate liberal arts curriculum. Ph.D. required. Commitment to undergraduate teaching and an active program of scholarship essential. Colorado College is a distinguished liberal arts college with a history of innovative and interdisciplinary teaching. To apply, please visit the Colorado College Employment Career Site (INCLUDE LINK TO SITE: https://employment.coloradocollege.edu) to begin your online application. Colorado College is committed to increasing the diversity of the College community and curriculum; candidates who can contribute to that goal are particularly encouraged to apply and to identity their potential contributions and their relevant experience. EQUAL OPPORTUNITY EMPLOYER: The Colorado College welcomes members of all groups and reaffirms its commitment not to discriminate on the basis of race, color, age, religion, sex, sexual orientation, gender, identity, gender expression, national origin, or disability in its educational programs, activities, and employment practices. For more information about Colorado College, see http://www.coloradocollege.edu. 

The Department of Philosophy at The Colorado College, Colorado Springs, CO has a tenure track position as an Assistant Professor, beginning (STARTING DATE). We are a five-person department in a distinguished liberal arts college, with a thriving undergraduate program in philosophy. An active program of scholarship is expected. (For more information about Colorado College, see http://www.coloradocollege.edu.) AOS: Social and Political Philosophy, Ethics. AOC: History of Philosophy, with a strong interest in feminist, comparative, or cross-cultural traditions and methods. Ph.D. required and teaching experience preferred. The Department of Philosophy is committed to increasing the diversity of the College community and curriculum; candidates who can contribute to that goal are particularly encouraged to apply and to identify themselves and their relevant experience. Send complete dossier (including CV, copies of transcripts, at least three letters of recommendation, relevant syllabi of courses taught, and a writing sample) to Professor xxxx, Chair, Department of Philosophy, The Colorado College, 14 East Cache La Poudre, Colorado Springs, CO 80903. (For more information, contact xxxxxxx@coloradocollege.edu.) Deadline for applications is (DEADLINE DATE).  EQUAL OPPORTUNITY EMPLOYER: The Colorado College welcomes members of all groups and reaffirms its commitment not to discriminate on the basis of race, color, age, religion, sex, sexual orientation, gender, identity, gender expression, national origin, or disability in its educational programs, activities, and employment practices

The Department of Political Science at Colorado College invites applications for a tenure-track appointment at the assistant professor level beginning (STARTING DATE). The successful candidate will teach departmental offerings in International Relations, American Foreign Policy, and International Political Economy. The applicant will be expected to teach the introductory course to the Political Science major and to teach in, and contribute to, one or more of the following interdisciplinary programs: International Political Economy, Environmental Sciences, History/Political Science, and Women’s Studies. Expertise in International Political Economy is particularly desirable, but we are seeking the best candidate and can accommodate a variety of specializations and perspectives. The crucial factors are the candidate's commitment to and potential for excellence in teaching and scholarly research. All requirements for the Ph.D. should be completed by the starting date. The Department is committed to increasing the diversity of the College community and curriculum; candidates who can contribute to that goal are particularly encouraged to apply and to identify themselves and their relevant experience. Along with an introductory letter of application, candidates should submit a curriculum vitae, a statement of research and teaching interests, transcripts from college and graduate school, and three letters of recommendation to International Relations Search Committee, Department of Political Science, 14 E. Cache la Poudre Avenue, Colorado College, Colorado Springs, CO 80903. The application deadline is (DEADLINE DATE). EQUAL OPPORTUNITY EMPLOYER: The Colorado College welcomes members of all groups and reaffirms its commitment not to discriminate on the basis of race, color, age, religion, sex, sexual orientation, gender, identity, gender expression, national origin, or disability in its educational programs, activities, and employment practices. Additional information about the college is available at http://www.coloradocollege.edu

Diversity Goals

To strengthen our collective efforts to diversify the faculty and the curriculum we must make every effort to recruit highly qualified candidates who contribute to diversity and ensure that they are represented in the final round. In addition to the journals and sites where the Dean’s Office posts college ads, the Minority Concerns Committee has identified journals and sites that are especially valuable for diversity recruitment. While advertising is crucial, note that advertising is usually not enough to accomplish our goals; we encourage departments to use multiple approaches to enhance the diversity of the candidate pool. In addition to contacting universities and professional associations, many of which have Web pages, search committees can access sources on the Dean’s webpage under Hiring Procedures. Please be aware that the President may cancel a search if a search committee has failed to make strong efforts.

Sites for Improving Diversity in Recruitment (courtesy of Minority Concerns Committee)

 

Website

Description

 

www.jbhe.com

Journal of Blacks in Higher Education

 

www.nsbp.org

National Society of Black Physicists

 

http://www.blackleadershipforum.org/

The Black Leadership Forum

 

http://www.nationalbcc.org/

Black Chamber of Commerce

 

http://www.blackeoejournal.com

The Black Employment and Entrepreneur Journal

 

http://www.hispanicoutlook.com/listings.htm

The Hispanic Outlook in Higher Education

 

http://www.ushcc.com/

Hispanic Chamber of Commerce

 

http://bcasports.cstv.com/

Black Coaches and Administrators

 

www.wda-ap.org

World Dance Alliance - Asian Pacific, primary voice and support group for dance in the Asia-Pacific region

 

www.wda-americas.net

World Dance Alliance-USA, including, but not limited to domestic minorities in dance

 

www.wda-europe.net

World Dance Alliance-Europe

 

http://jobing.com/

links to various diverse sites such as the African American Leadership Institute, Denver Hispanic Chamber of Commerce, Mi Casa Resource for Women, Urban League of the Pikes Peak Region, Latina Chamber, etc.

 

http://www.multiculturaladvantage.com/

The Multicultural Advantage

 

http://www.insightintodiversity.com

Insight Into Diversity

 

www.imdiversity.com/

IMDiversity.com is dedicated to providing career and self-development information to all minorities, specifically African Americans, Asian Americans, Hispanic Americans, Native Americans and women.

 

www.hispanicphysicists.org

National Society of Hispanic Physicists

 

www.hispanianews.com/

Colorado Springs Hispania News

 

http://www.naccs.org

The National Association for Chicana and Chicano Studies

 

http://www.sacnas.org/

Society for Advancement of Chicanos and Native Americans in Science

 

www.nascsports.org

Native American Sports Council

 

www.wihe.com

Women in Higher Education

 

www.womensportsjobs.com

Women Sports Jobs

 

http://www.academic360.com/general/US.html

Academic 360

 

 

Additional Websites for Improving Diversity (These are sites that have been useful to some departments in the past.  You may or may not find them relevant to your search)

AcademicCareers.com – www.academiccareers.com

American Association of University Women – www.aauw.org

American College Personnel Association -www2.myacpa.org

Association of Higher Education Facilities Officers – www.appa.org

Association of College Administration Professionals - acap.webstarts.com

Diverse Issues in Higher Education - http://diverseeducation.com

ColoradoJobs.com – www.coloradojobs.com

Colorado Springs Chamber of Commerce Nonprofit Partnership – www.cnecoloradosprings.org

Denver Weekly News – www.denverweeklynews.net

DiversityInc.com – www.diversityinc.com

El Hispano – www.elhispanonewspaper.com

Experience National Job Network – www.experience.com

HACU (Hispanic Association of Colleges and Universities) – www.hacu.net

Hire Diversity –www.hirediversity.com

Hire Potential – www.hirepotential.com 

Higher Ed Jobs – www.higheredjobs.com

Hispania News (local) - www.hispanianews.com

Inside Higher Ed – www.insidehighered.com

Job.com – www.job.com

Latino Perspectives in Higher Education – www.latpro.com

Latinos in Higher Ed - www.latinosinhighered.com

La Voz –  www.lavozcolorado.com

NACUBO (National Association of College and University Business Officers) –www.nacubo.org

NASPA (Student Affairs Administrators in Higher Education) –www.naspa.org

National Association for Female Executives – www.nafe.com 

National Society of Hispanic Professionals – www.nshp.org

Pueblo Chieftain – www.chieftain.com

University Faculty Voice –www.facultyvoice.com

Wall Street Journal – www.careers.wsj.com

Candidate Interviews and Communication with the Dean's Office

If search committees have questions or concerns that are not addressed in the Dean’s Office guidelines, the Dean or Associate Dean of the Faculty can meet for a few minutes with the full search committee (including outside representatives) sometime between the placement of the job announcement and when the committee begins reading applications.

Before interviews begin, the Dean’s Office should have:

  • MCC and cognate members of search committee (to Associate Dean of the Faculty before Commencement of preceding year)
  • Before the department meets to identify a short list of candidates to interview, please inform the Dean’s Office of the number of applicants in the pool, and the number and percentage of identifiable women and minority candidates
  • The current policy is to provide new tenure track faculty with $6000 in start-up funds. With these funds the new colleague can purchase a computer system. The balance constitutes a discretionary fund to support professional development. In disciplines and fields that are likely to require start-up funds for labs, it would be helpful to provide an estimate of start-up funds for a potential new hire. The estimate could be based on a median and range of funds provided to a sample of recent hires in the department
Arranging and Conducting Interviews
  • Departments often interview a short list of candidates at professional meetings. We can use our recruiting budget to support expenses for one or two faculty members to interview candidates at professional meetings. Of course we can reduce expenses if faculty who plan to attend meetings for professional development can also participate in recruitment. Departments may choose to move from the short list to on campus interviews through telephone interviews as well.
  • When the department or program has selected the final three candidates to interview, please send the Dean (care of Pam Leutz) copies of the application letters, CVs and recommendation letters of the proposed three candidates as well as the materials for the other two or three candidates on the short list. Once the Dean approves the campus visits, the department may arrange the on-campus interviews.  A department or program may ultimately propose to hire a foreign-born candidate. In some cases, the College needs to support a candidate’s application for a visa or a green card, a process that will require additional information about the search. Please follow the guidelines for international hires that is included in this document.
  • For on-campus interviews, we try to maintain a practice of inviting three candidates, usually for two or three nights, and three days. Please consider whether certain dates will result in lower airfares. Only in exceptional circumstances do departments receive authorization to interview a fourth candidate.
  • Departments and programs arrange agendas for campus visits. Candidates participate in a public presentation and/or discussion open to the College community. Please schedule a 30-minute interview for each candidate with the President and a 45-minute interview with the Dean of the College and Faculty. Provide both offices with a copy of each candidate's CV and application letter. Please include reference letters for the Dean as well. (The Dean’s Office should already have these materials from earlier stages of the recruiting process; make sure to provide the President with the application letter and CV). Candidates may find it useful to visit not only classes, but also the library, the Director of Faculty Research and Support, the fitness center and other centers, downtown, and other areas and neighborhoods of Colorado Springs.

Comments from New Faculty

Recently hired tenure-track faculty members have provided the following suggestions about the on-campus interview process. Candidates may welcome:

1) More information about travel opportunities, funding within the department and division, summer awards for research and student-faculty collaboration, sabbatical and leave policies;

2) More information about teaching and what is expected within the department or program, how course schedules are arranged each year, how faculty members within the department manage their time, how faculty organize courses and design assignments, whether or not teaching every day of the week is expected;

3) More information about class size: be open about 'average' class size and range of class sizes;

4) A tour of the TLC and the Library (and other relevant facilities on campus);

5) Good (non-breakfast) contact with students; lunch is best; open-ended is helpful;

6) Mention of the high number of tenure-track faculty joining the College; a large cohort of fellow rookies sounds welcoming;

7) Mention of the importance of student majors to the search process; be clear about the importance of student perspectives upon the candidates;

8) Opportunities to interact with faculty outside the discipline and to make non-discipline-specific connections.

Expenses 

Treat visiting candidates well, but remember that with many candidates on campus, costly meals can deplete the recruiting budget. In particular, eliminate or limit expenses for alcoholic beverages. Spouses do not attend working interviews at meals. For expenses, please call Pam Leutz at x6682 to receive budgets, charge codes and spending guidelines.  The search committee chair (or designate) and the candidates must keep all receipts for the charges made to the College for the search. The following guidelines apply:

For tenure-track hires:

1)    Travel to conferences for recruiting

a)     Up to two faculty supported from Dean’s Office

b)   $300/day for up to three days for food, lodging, ground transportation and baggage fees (with receipts), lowest-cost airfare, and registration for the conference if this is necessary.

c)     Dean’s Office will cover the difference between one hotel room and a suite for interviews 

2)    Candidate’s on-campus visit

a)     Use preferred hotels with CC rates

b)    Dean’s Office will pay up to $2200 total for meals/food/entertainment during on-campus interviews for the normal three candidates. For departments with 8 or more tenured/tenure-track faculty Dean’s Office provides up to $2400.

For year-long visitor hires:

1)    #1 above does not apply

2)    Candidate’s on-campus visit

a)     Use preferred hotels with CC rates

b)    Dean’s Office will pay up to $500 total for meals/food/entertainment during on-campus interviews for the normal one candidate. For departments with 8 or more tenured/tenure-track faculty, Dean’s Office provides up to $600.

Choosing Final Candidates

After candidates have been interviewed, the search committee chair solicits comments from those who met with the candidates, and arranges and facilitates discussions among the search committee. Once the search committee has voted and decided on a candidate to recommend, the committee chair DOES NOT make an offer. Please contact the Dean of the Faculty and College who will discuss the committee’s choice, and likely inquire about the level of support within the department for the recommended candidate. The Dean reports the department’s and his or her own recommendation to the President. Official offers cannot be made without the President’s approval. Once secured, the Dean or the President will notify the search committee chair, who may then contact the candidate to inform the candidate that the College is interested in making a job offer. If the candidate is interested in entertaining an offer, the Dean will contact the candidate and offer an appointment on behalf of the College. The Dean will discuss salaries, start-up funds, tenure clocks and moving expenses with candidates. If the terms of the appointment are accepted, the Dean sends the candidate a letter of appointment.

Candidates often want to negotiate especially if they have, or anticipate having other offers. Although it is hard to predict what will matter most to candidates, possible spousal employment is increasingly an issue. Of course, it is not permissible to inquire about these and other kinds of personal issues; however, it is permissible to respond if a candidate asks.

Keep all documents pertaining to the recruitment process on file for three years after the position is filled.

Suggestions Regarding Minority and Women's Concerns Representation 

Information from the Women's Concerns Committee regarding searches can be found here.

Information from the Minority Concerns Committee regarding searches can be found here.

Suggestions Regarding International Faculty

An international faculty member who is not a permanent resident (green card holder) will need a J-1 or H-1B visa to work in the USA.  The J-1 visa is valid for a period of up to five years only, and the faculty member in most cases must then return home for at least two years. The H-1B visa is valid for a maximum six years only, and the visa holder then must leave the USA for at least one full year. 

If an international faculty member is employed in a tenure track position, the faculty and The College will need to navigate not only the H-1B visa application (an employment-based visa category) but also the process of becoming a lawful permanent resident or US citizen because of the aforementioned 6 year limit.

The College applies for, sponsors and finances the H-1B visa. This process should begin 5 months before the faculty member is expected to begin work on campus. The College determines which immigration lawyer to use for this purpose. The faculty member agrees to cooperate with the Office of International Programs throughout the application process.  If the faculty member is accompanied by dependents, they are given the H-4B classification. At no point is a spouse eligible to work as an H-4B visa holder.

If the new international faculty has not completed the Ph.D. but is in the very final stage, the OPT (Optional Practical Training) permit will allow the faculty to begin the new position. The OPT is valid for one year only after which time the H-1B visa will be required. 

The process of obtaining lawful permanent residence (the green card) is long and expensive. It is recommended the international faculty member initiate the process no later than during the fourth year of employment.  If the tenure track hire is evaluated as successful, The Dean of the College and the faculty member will meet to discuss the process and financial implications of obtaining lawful permanent residence (the green card). 

The faculty member must contact the International Programs’ Office to initiate the application process. The College determines which immigration lawyer to use for this purpose. The faculty member agrees to cooperate with the Office of International Programs in the application process. The immigration lawyer estimates the additional costs for the faculty member’s dependents. Should the faculty member decide to apply for lawful permanent residence for any dependents, the faculty member is responsible for any additional expenses incurred. 

Becoming a lawful permanent resident is a requirement for applying for US citizenship. But a lawful permanent resident does not need to naturalize to remain in the USA.

The College will not assist the faculty or any dependents with obtaining US citizenship.

The Office of International Programs will, however, assist with advice.

Record-Keeping for Tenure-Track Hires

Please share this memo with your staff assistants.  They are likely to provide logistical support throughout the advertising and hiring process of new tenure-track faculty.

When we hire a foreign national without a green card, the College must sponsor first an H-1B visa and later a green card.  This is an expensive process in the best of circumstances.  If we do not keep appropriate records, we can be forced to redo the search.  Such a measure greatly increases the time and the expense involved in the hire, not to mention the annoyance.

Since we do not usually know the visa status of our candidates, we need to keep the necessary documentation routinely, just in case.

According to the Colorado College Guidelines for Employing International Faculty in Tenure Track Positions, CC employs an immigration lawyer who assists the Office of International Programs in preparing the various immigration applications.  To help the   College support green card sponsorships for international tenure track hires in the recent past, the academic departments will need to keep the following records:

  • Hard and digital copies of all position advertisements, including dates, year and title of journal or newspaper.
  • A list of first and last names of all applications.
  • A list (date, location, and name) of applicants selected for preliminary interviews and the reasons why they were not chosen for the on-campus interview.
  • A list of the final candidates, including dates of campus visits.
  • A paragraph about the final candidate and reasons why this person was selected over the other finalists.

The following materials will be kept by the Dean’s Office:

  • The CV of the person we hire.
  • A hard copy of the initial contract letter.

Although it is time-consuming to collect this information, it is still more arduous to reconstruct it after the fact.  Without it, we make it both difficult and more expensive to regularize the status of newly-hired international faculty, and without the H-1B visa and the green card, they cannot continue their employment at the college

F.A.Q.

You may be asking some of these questions:

1. What are the choices for transportation of the candidate in Colorado Springs?

For transporting a candidate in Colorado Springs, you may use a CC vehicle, in which case insurance is provided by the College. (http://www.coloradocollege.edu/offices/facilites/transportation.dot).  If a faculty member uses his or her own vehicle to transport the candidate during the visit, the faculty person’s personal insurance provides coverage. 

2. Where should the candidates stay?

The Colorado College Finance and Administration website provides comprehensive information on hotel/motel discount/contract rates and guidelines through this secure site: www.coloradocollege.edu/offices/finance/secure-information.dot

3. What is the procedure for recruitment expenses?

All recruitment expenses should be paid by the department’s operating budget, using account 773531 “recruiting/interviews” (instead of using accounts for meals, lodging, airfare, etc.) and recorded on the Recruitment Form available on the Dean’s Office website.  At the conclusion of the search, please submit the Recruitment Form to the Dean’s Office.  The Dean’s Office will transfer funds into the department operating fund (account 773531) to cover the approved expenses.  If departments have concerns about this procedure, please contact the Dean’s Office to discuss alternative options.

4. Who should make the candidate’s airline reservations?

Please ask the candidate if he/she wishes to arrange his/her own least-cost round trip airline reservation, or would prefer that you arrange it.

5. How long should the department keep the candidates’ files? 

The department should keep records of the candidates’ files for three years.

If you have questions other than the above, please call the Dean’s Office (x6682)