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ACADEMIC SEARCHES

SEARCH PROCEDURES FOR ACADEMIC APPOINTMENTS

CUL Procedure # 39

  1. PURPOSE

    These policies and procedures have been developed to articulate equitable recruiting and screening practices for academic vacancies in the Cornell University Library (CUL). This document aims to provide guidelines that will be consistently applicable to both external and internal candidates for CUL vacancies.

     

  2. DEFINITIONS

    1. "University Librarian" refers to the University Librarian or his/her designee.
    2. "Hiring Supervisor" refers to the department head, departmental librarian, or unit/college librarian to whom the candidate will report if hired.
    3. "Search Committee" refers to a CUL Search Committee as described below in Section IV-B.
    4. "Selection Committee" refers to a departmental Selection Committee.
    5. "Director of Human Resources" refers to the Director of Library Human Resources or his/her designee.
    6. "Procedure 13" refers to CUL Procedure #13, "Appointment and Promotion of Librarians" (most recent edition).
    7. The term "librarians" is used to include "archivists" wherever the latter are not specifically named.
    8. "Candidate" and "applicant" are used interchangeably to mean "an applicant for a vacant position."
    9. "Finalist(s)" is used to mean candidate(s) selected for on-campus interviews.

     

  3. AFFIRMATIVE ACTION

    1. The Director of Human Resources, as Affirmative Action Officer, coordinates all searches to ensure that equal employment guidelines, including affirmative action requirements and responsibilities, are met.

     

  4. SEARCH COMMITTEE GUIDELINESi

    1. Positions to be filled at the Rank of Assistant or Senior Assistant Librarian

      1. A CUL Search Committee is not required for positions expected to be filled at the ranks of Assistant or Senior Assistant Librarian, as outlined in Procedure 13, Section III.
      2. To facilitate objective consideration of candidates' qualifications, the hiring supervisor is encouraged to consider the use of a Selection Committee. In cases where a Selection Committee is used, the hiring supervisor determines the make-up and specific role of this group.
      3. In recognition of the possibility that finalists may emerge from these searches whose credentials merit appointment above the rank of Senior Assistant, a Standing Committee to Review on Rank will be appointed annually by the University Librarian.

        1. This committee will, if needed, review qualifications and recommend the appropriate rank for initial appointment.
        2. The Academic Personnel Policy Committee will annually recommend names to the University Librarian for appointment to this standing committee. Membership will include three members and one alternate, usually including individuals simultaneously serving as alternates on Associate Librarian and/or Librarian Promotion Review boards.

    2. Positions to be filled at the rank of Associate Librarian or Librarian, and other senior positions

      1. A CUL Search Committee is required for positions expected to be filled at the ranks of Associate Librarian or Librarian, and for other senior positions (for example, college librarians, departmental librarians, and department heads, as outlined in Procedure 13).
      2. The Search Committee assists the hiring supervisor through efforts to (a) identify and recruit qualified candidates; (b) provide a breadth and range of opinion in screening applications; (c) facilitate objective consideration of the candidates' qualifications; (d) recommend initial hiring rank, and (e) represent the interests of the library system in cases where librarians may be appointed at senior ranks or to senior level positions.
      3. The University Librarian, following receipt of recommendations from the Academic Personnel Policy Committee, appoints Search Committees and Chairs of Search Committees. The makeup of a Search Committee may vary depending on the nature of the specific position, but must include three librarians at the Associate Librarian or Librarian rank. The Director of Human Resources serves as an ex-officio member of all Search Committees and is responsible for overseeing committee activities. Hiring supervisors are not members of Search Committees, but work in close cooperation.

  5. THE SEARCH PROCESS

    1. Requisition

      1. The hiring supervisor will submit to the Director of Human Resources a written request to fill the position, including required administrative approvals. This request should include a position description, outline of qualifications, date the position will be available, expected rank, and closing date for receipt of applications (or date upon which review of applications will begin).

       

    2. Posting and Advertising

      1. The Director of Human Resources will post each vacancy on the CU-LIB listserv and in the Cornell Chronicle "Career Opportunities" listings.
      2. In consultation with the hiring supervisor, the Director of Human Resources may also place advertisements in appropriate professional publications (for example, The Chronicle of Higher Education, College & Research Libraries News, American Libraries, Library Hotline, or selected others).
      3. Notices of the vacancy may also be distributed to ALA-accredited library schools, ARL member libraries, minority organizations, selected e-mail listservs, or other forums as appropriate to help achieve the desired applicant pool for the specific search.

       

    3. Search File

      1. The Director of Human Resources will establish a search file to include the position description, advertisement copy and placement, applicant log, and affirmative action documentation. The Director of Human Resources will advise the hiring supervisor (and Search Committee, when applicable) on the requirements for further documentation of the search process, including any applicable requirements for departmental or committee search files.

       

    4. Receipt and Documentation of Applications

      1. The Director of Human Resources will receive and acknowledge applications, and will establish applicant credentials files for the use of the hiring supervisor (and Search Committee, when applicable).
      2. Regardless of the level of the position, candidates must provide a minimum of the following for the application to be considered complete: (a) letter of application or interest, (b) resume, (c) names and contact information for least three professional references, and (d) any other documentation requested in the position announcement.
      3. Academic transcripts are not required at the time of initial application, but may be requested from finalists prior to offer of employment if deemed appropriate for the specific position.

       

    5. Review of Applications and Selection of Finalists - Positions Not Requiring a Search Committee

      1. Prior to candidate selection and interviewing, the hiring supervisor and the Director of Human Resources will discuss the process and specific screening criteria by which applications/credentials files will be reviewed. At this time, the Director of Human Resources will instruct the hiring supervisor as to responsibility for documentation, need for confidentiality and discretion, affirmative action/equal opportunity requirements, and any unique concerns with respect to the position.
      2. The hiring supervisor will review applicant credentials and identify candidates meriting serious consideration. This may be done in consultation with a Selection Committee.
      3. All candidates, whether external or internal, must be reviewed by the same criteria and accorded the same treatment in the screening and interview process.
      4. Telephone interviews

        1. Telephone interviews are usually conducted as an additional method of screening. Typically, depending on the size of the total applicant pool and the number of applicants who meet the posted qualifications, a "short list" of candidates will be selected from the total pool for telephone interviews.
        2. Telephone interviews should be scheduled with the candidate in advance. The hiring supervisor may conduct telephone interviews, or may utilize assistance from members of the Selection Committee if one is being used.
        3. Telephone interviews must be documented, with a copy of all documentation retained in the official search files.

      5. Reference Checks

        1. Applicants for all academic positions are required to provide names and contact information for a minimum of three professional references. More than three references may be requested if deemed appropriate by the hiring supervisor.
        2. It is recommended that references be checked for short-list candidates or finalists as part of the screening process prior to the invitation to interview on campus.
        3. The hiring supervisor will usually check references by telephone, with assistance or participation of Selection Committee members if desired.
        4. Reference contacts must be documented, with a copy of all documentation retained in the official search file.

      6. The hiring supervisor selects finalists to be invited for on-campus interviews. Typically, three finalists are selected, but a larger or smaller number may be appropriate depending on the position itself and/or the size of the total applicant pool.

       

    6. Review of Applications and Selection of Finalists -- Positions Requiring a Search Committee

      1. Prior to candidate selection and interviewing, the Search Committee, hiring supervisor, and Director of Human Resources will establish the process and specific screening criteria by which applications/credentials files will be reviewed. At this time, the Director of Human Resources will instruct the Search Committee and hiring supervisor as to their responsibilities for documenting committee actions, need for confidentiality and discretion, affirmative action/equal opportunity requirements, and any unique concerns with respect to the position
      2. The Search Committee will review applicant credentials, identify candidates meriting serious consideration, and report to the hiring supervisor with recommended names for further consideration.
      3. All candidates, whether external or internal, must be reviewed by the same criteria and accorded the same treatment in the screening and interview process.

      1. Telephone interviews

        1. Telephone interviews are usually conducted as an additional method of screening. Typically, depending on the size of the total applicant pool and the number of applicants who meet the posted qualifications, a "short list" of candidates will be selected from the total pool for telephone interviews.
        2. Telephone interviews should be scheduled with the candidate in advance.
        3. Telephone interviews must be documented, with a copy of all documentation retained in the official search files.

      2. Reference Checks

        1. Applicants for all academic positions are required to provide the names and contact information for a minimum of three professional references. More than three references may be requested if deemed appropriate by the Search Committee or hiring supervisor.
        2. It is recommended that references be checked for short-list candidates or finalists as part of the screening process prior to the invitation to interview on campus.
        3. The Search Committee will usually check references by telephone.
        4. Reference contacts must be documented, with a copy of all documentation retained in the official search file.

      3. Following completion of the screening process, the Search Committee will make recommendations for finalists to the hiring supervisor. The hiring supervisor selects finalists to be invited for on-campus interviews. Typically, three finalists are selected, but a larger or smaller number may be appropriate depending on the position and/or the size of the total applicant pool.

       

    7. Pre-interview Arrangements

      1. The Director of Human Resources and hiring supervisor (and Search Committee members, if applicable) work together to make interview arrangements. The Director of Human Resources will usually arrange for lodging and transportation, and will maintain communication with the finalists regarding such arrangements. The cost of on-campus interviews (travels, meals, lodging) is borne by CUL or the hiring department/college/school, depending on the vacancy.
      2. Once the schedule is set, the Director of Human Resources will send written confirmation to each finalist. As appropriate, the following may also be sent:

        1. Position announcement and full job description
        2. Interview schedule, including transportation/lodging information
        3. Procedure #13, "Appointment and Promotion of Librarians"
        4. Procedure #28, "Evaluation Procedures for Academic Staff"
        5. Academic Benefits Summary
        6. Campus brochure and/or map
        7. Additional documentation if supplied by the hiring supervisor, particularly information about the specific hiring department or unit
        8. Information concerning reimbursement of expenses

      3. The interview schedule will be distributed to all participants in the interview, and others as appropriate.
      4. Formal groups with whom finalists will meet while on campus should be encouraged to communicate prior to the interviews to develop consistent interview procedures.

       

    8. Interviews

      1. All interviews for a given position must be equivalent in scope and format.
      2. Typically, an academic interview includes the following: (1) meeting with the hiring supervisor; (2) meeting with the Search Committee, if applicable; (3) meeting with Director of Human Resources; (4) additional meetings or activities as appropriate to the specific position. In cases where the Standing Committee to Review on Rank will be involved, time for a meeting with this committee must also be scheduled.

       

    9. Selection

      1. It is recommended that those meeting formally with finalists be asked to report their feedback and recommendations to the hiring supervisor or Search Committee by a pre-determined date. Others who interact informally (for ex. lunch participants) should also be encouraged to provide feedback to the hiring supervisor or Search Committee.
      2. If deemed appropriate by the hiring supervisor or search committee, references may be re-contacted by telephone at this point for follow-up questions.
      3. Positions Not Requiring a Search Committee

        1. The hiring supervisor will make a hiring recommendation in writing via the appropriate administrative hierarchy to the University Librarian, with a copy to the Director of Human Resources. The report should include a summary of the search process, assessment of the finalists, and recommendation for appointment, including recommended appointment rank.

          1. If the Standing Committee to Review on Rank has not been involved, the hiring supervisor works with the Director of Human Resources to determine the appropriate initial rank.
          2. The Standing Committee to Review on Rank, if involved, will recommend appointment rank to the Director of Human Resources, who will convey the recommendation to the hiring supervisor

      4. Positions Requiring a Search Committee

        1. After all scheduled interviews have been completed, the Search Committee will prepare a written report to the hiring supervisor, with a copy to the Director of Human Resources. The report should include a summary of the search process, the committee's assessment of the finalists, and recommendation for appointment, including recommended appointment rank.
        2. The hiring supervisor will consider the Search Committee's report, and submit a report of his/her selection via the appropriate administrative hierarchy to the University Librarian, with a copy to the Director of Human Resources.
      5. The University Librarian has authority over the final selection in all cases, but works in cooperation and consultation with College/School Deans as appropriate for some positions (e.g. statutory libraries and other college/school libraries).

       

    10. Offer of Employment

      1. The University Librarian will, via the Director of Human Resources, authorize the hiring supervisor or other appropriate administrator (for example, college librarian or department head) to make a verbal offer of employment to the successful candidate, including salary, rank, and term of appointment.
      2. Salary negotiations, if needed, will be conducted by the hiring supervisor or other appropriate administrator (for example, college librarian or department head) in consultation with the Director of Human Resources and/or others in the appropriate administrative hierarchy as appropriate to the specific vacancy.
      3. If the verbal offer is accepted, the University Librarian will send a written confirmation of appointment, including salary, rank, and term of appointment. In cases where required (for example, in statutory libraries and other college/school libraries), the appointment letter will be sent jointly from the University Librarian and the College/School Dean. A copy of the formal offer letter will be sent to the hiring supervisor and others in the respective administrative chain.

       

    11. Unsuccessful candidates

      1. The Director of Human Resources will notify unsuccessful candidates in writing that the position has been filled.

       

    12. Documentation

      1. It is the responsibility of the hiring supervisor and Search Committee to provide copies of all written reports and recommendations to the Director of Human Resources for the official search files. For all positions, a written summary of the search process, documentation of the assessment of the candidates, and recommendations for appointment and hiring rank are required.
      2. For most endowed positions, the Director of Human Resources will prepare and submit the required documents for affirmative action, appointment, and payroll purposes. For statutory positions or other college/school positions, the college/school human resources officer may handle such paperwork, with copies provided to the Director of Human Resources as appropriate.
      3. The Director of Human Resources will maintain confidential search files for three years.

       

      i For guidelines regarding legal and illegal questions for interviews, refer to "New York State Rulings on Pre-Employment Inquiries" at www.ohr.cornell.edu/hrtools/search/pre-employment_inquiries.html. These guidelines are relevant for and applicable to all aspects of the search process, including telephone interviews, reference checks, and in-person interviews, and should be shared with all individuals participating in the screening and interviewing process.

      Draft update 9/7/00
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