CALIFORNIA STATE UNIVERSITY, FULLERTON
RECRUITMENT AND DOCUMENTATION PROCEDURES
FOR FULL-TIME FACULTY POSITIONS

A culturally diverse faculty enriches the education of students, staff, faculty and the community. These procedures reflect our policy that affirmative action efforts must be integrated into the total personnel system and are designed to ensure that consistent hiring practices are followed by all CSUF departments/programs.

  1. Position Request

    The department submits a written request to the College Dean. This request contains a justification for the position in terms of programmatic needs, pertinent enrollment data and a current faculty profile.

    For tenure-track positions the Dean annually submits a school-wide request to the Vice President for Academic Affairs who determines, through consultation, which positions are authorized for recruitment.

    For full-time lecturer positions the Dean is authorized to act upon requests in consultation with the Vice President for Academic Affairs. Copies of approvals are sent to the Department Chair and Director of Diversity and Equity Programs.

  2. Recruitment Strategies

    It is expected that the Department Search Committee will be pro-active and creative in seeking women and minority faculty.

    For example:

    • Utilizing existing networks such as graduate school colleagues, or past professors, advisors, or graduate student recruiters at Ph.D. level institutions to assist in making personal contact with affirmative action candidates is one method available. Be direct in asking, "Do you have any women or minority graduate students?" and "How can I make opportunities known to them?" For faculty applicants identified in this manner, keep in contact with them regarding what materials need to be submitted and explain the general review procedure. Be sure to record these efforts on the Recruitment Plan.

    • Develop a File of prospective protected group candidates (the promising graduate student, strong candidates from sub-disciplines currently not being recruited) for use in future Departmental vacancies including any part-time opportunities as they arise.

    • Professional meeting recruitment is enhanced by networking with officers/leaders of the minority/women’s committees/caucuses to identify possible candidates before and at the meeting and advance scheduling of interviews with women and minority prospective faculty identified through networks as well as with those individuals from the applicant pool that will be at the meeting.

    • Select an Diversity & Equity Resource Person to coordinate targeted recruitment efforts within the Department.

  3. Recruitment Plan (OAA 210.001A)

    The Recruitment Plan lists every department/program that will receive an announcement and identifies the publications that will be utilized to advertise the vacancy (vacancies). Tenure-track and full-time academic year Lecturer positions require a national recruitment. Faculty position announcements are to be disseminated to relevant doctoral and master degree programs/departments to ensure that newly qualified, soon to be qualified and currently qualified faculty are aware of the availability of a CSUF faculty position. In addition, these announcements are sent to the recruitment sources on the specialized mailing list (postsecondary institutions with high enrollments of minorities and women) and the women’s, minority or special interest caucuses of the discipline, and all academic affirmative action personnel in the California State University and University of California System.

    Advertisements are placed in professional journals, The Chronicle of Higher Education, and the publications of women and minority networks (refer to Appendix B for recruitment publications). The cost of advertising is borne by the Department or School except for the University-wide ad placed in the Chronicle of Higher Education. The minimum posting period is one month.

    The Department forwards the Recruitment Plan and draft Announcement to the Dean. The Dean consults with the Department regarding these two documents and the final draft is forwarded to the Director of Diversity and Equity Programs for review of compliance with campus guidelines. The Director of Diversity and Equity Programs consults with the Department Chair and Dean regarding any modifications and a letter of approval is issued to the Department Chair and Dean. The Department is informed if there is underutilization of women or minorities within the department’s tenure-track faculty or lecturer category. (Appendix C contains all required recruitment documentation forms.)

  4. Position Announcement

    The Departmental Search Committee drafts the text of the position announcement (mailer) and an abbreviated version of the announcement (paid advertisement). The basic components include: Department, Specialization(s); Salary, Rank and Length of Appointment; Statement of Duties; Qualifications; Preferences or Desired Qualifications; Application Procedure; Deadline; and Affirmative Action/Equal Opportunity Employer Statement. These components are detailed in Appendix D.

  5. Affirmative Action Data Form

    The data on this form is required by Executive Order 11246 as amended. It is utilized to evaluate and act upon the effectiveness of Affirmative Action recruitment efforts as well as provide procedural safeguards for the protected group applicants. The Department sends each applicant the Affirmative Action Data Form on the date of receipt of the curriculum vitae.

  6. Applicant Pool Review (OAA 210.001 B.1/B.2)

    The objective of this review is to determine if the recruitment is authorized to progress normally. The application period will be extended or the search will be cancelled if there is no representation of women and minorities in the applicant pool.

    At the announced closing date (or announced date for commencement of the application review) the Department forwards the Search Statement (Form 210.001, B.1/B.2) or Group Matrix directly to the Office of Diversity and Equity Programs. This form/spreadsheet lists the names of all individuals who have submitted a curriculum vitae for the advertised position. At this point, evaluative comments are not required. The list is reviewed, and from available information transmitted on the Applicant Data Form, the Office of Diversity and Equity completes information on the distribution of women and minorities in the applicant pool, national availability of these groups within the discipline, and identifies ethnicity and gender of the applicants. The form is then returned to the Department.

    The Dean will determine if the recruitment is to be authorized to progress normally. If the application period is extended, a second advertisement is necessary. The Department Chair and/or Search Committee members will announce the extended period to those listed on the Recruitment Plan. If the recruitment is cancelled, the Department shall notify all applicants of the cancellation.

  7. Applicant Evaluation Forms

    Evaluation of applicant files begins with an assessment of the individual applicant, then proceeds to a comparative review of all applicants and eventually focuses in on a select group of similarly qualified candidates. This process necessitates the utilization of various evaluation forms such as the Applicant Evaluation and Disposition Form or a department equivalent and the Group Matrix (refer to Appendix E).

    The Application Evaluation and Disposition Form provides basic information about each applicant including educational background and the Departmental Search Committee’s qualitative assessment of the applicants’ qualifications as well as their supporting application materials. The Department may develop an equivalent individual evaluation form which must be approved by the Director of Diversity and Equity Programs prior to its implementation. This form provides the data that will be transferred by support personnel onto the required summary documentation forms, Group Matrix spreadsheet or Search Statement or as well as the Interview Summary (OAA Form 210.001B.1 and C) and must be retained in the Departmental Recruitment File for a period of four years from the date of appointment. The Group Matrix provides a quick overview of the qualifications of all applicants relative to the advertised requirements including preferred qualifications. This form in completed by the Department.

  8. Preliminary List of Finalists, (OAA Form 210.001 B.1/B.2 Part II)

    This review ensures that qualified women and minority applicants receive every applicable consideration for CSUF faculty positions. The Dean acts as the Affirmative Action monitor in this process.

    The Department forwards the Group Matrix to its Dean after the Search Committe has reviewed the individual applicant files and categorized them into three general groups: applicant, candidate and serious candidate and finalist. An "applicant" does not meet the advertised requirements, a "candidate" meets the advertised requirements but his/her qualifications are not qualitatively and/or quantitatively equal to others in the pool, and a "serious candidate/finalist" exceeds the advertised requirements and has some or all of the preferred qualifications. Finalists are invited for campus interviews.

    Utilizing the Group Matrix and individual applicant files, the Dean reviews the materials submitted by women and minorities to determine if there are suitable candidates that fit the job description in the broadest sense. Following this review the Dean consults with the Department Search Committee to identify the finalists and to ensure that fair employment screening practices have been followed.

    The concise criteria-related reasons for rejection of each individual not being considered for an interview are then listed on this form. Statements such as "not as qualified as others" and "did not meet minimum requirements" are vague and unacceptable rationales. Reasons should specify which required qualifications were absent or be stated in a comparative manner, i.e. "limited teaching experience (two courses as teaching assistant)".

  9. Interview Summary (OAA Form 210.001C) and Final Recommendations

    After the interviews, the Departmental Search Committee discusses the University’s/Department’s diversity goals, the finalist qualifications and colloquium, and the potential of each finalist for teaching, research, creative activity and serving as a role model for students. The Committee ranks the finalists and documents their assessment on the Interview Summary. This form is forwarded with the Appointment File to the Dean for review and approval. The Appointment File contains the following materials:

    The College Dean consults with the Department Chair about the recommended appointee and, if he/she concurs with the Department’s recommendation, identifies the appropriate rank and step with careful attention to salary equity. The College Dean forwards the Appointment File to the Office of Faculty Affairs and Records. A copy of the Appointment File is also sent to the Office of Diversity and Equity at this time.

  10. Contract Issuance

    The Vice President for Academic Affairs reviews the file, consults with appropriate parties, as needed, and approves the final rank and step as well as any other specific provisions for the offer. The Director of Faculty Affairs and Records oversees the issuance of the appointment contract and the Department Chair and College Dean are informed when a verbal job offer may be made.

    If the verbal offer is rejected, the Department prepares the Appointment File of the next ranking finalist. The Dean reviews the Appointment File, identifies the appropriate rank and step in coordination with the Vice President for Academic Affairs, and is then authorized to make a verbal offer. These verbal offers and their informal responses are documented (copies of memoranda are sent to the Vice President for Academic Affairs and the Director of Diversity and Equity Programs). If the informal response is positive then the Department forwards a revised Process Summary and the curriculum vitae of the new recommended appointee to the Director of Faculty Affairs and Records for contract issuance and a copy of the Process Summary to the Office of Diversity and Equity Programs.

  11. Maintenance of Recruitment Files

    The Department retains materials related to each recruitment for a period of four (4) years from the date of appointment. This includes curriculum vitae, letters of recommendation, search committee minutes, evaluation forms and other documentation.


APPENDICES

  1. FACULTY RECRUITMENT APPROVAL AND CONTROL NUMBER

  2. RECRUITMENT PUBLICATIONS
    1. Chronicle of Higher EducationOpens in new window
    2. Diverse Issues in Higher EducationOpens in new window
    3. The Hispanic Outlook in Higher EducationOpens in new window
    4. CSU Careers websiteOpens in new window
    5. CSUF Faculty Opportunity website
    6. Higher Education Recruitment Consortium (HERC)Opens in new window
  3. DOCUMENTATION FORMS
    1. Recruitment Procedure Checklist
    2. Recruitment Plan, Form 210.001A
    3. Search Statement, Form 210.001B.1
    4. Applicant Pool Review/Preliminary List of Finalists, OAA Form 210.001B.2
    5. Interview Summary, OAA Form 210.001C
    6. Process Summary for Academic, Academic-Related and Administrative Appointments, OAA Form 210.001D
    7. Process Summary for Visiting and Emergency Appointments, OAA Form 210.050
    8. Applicant Data Flow Form (to link form to be emailed to applicant by department)
    9. Degree and Background Check: Release and Authorization Form - Release and authorization form to be filled out and signed by all new faculty applicants allowing CSUF to perform degree verification and background reference checks.
  4. ANNOUNCEMENT FORMAT
    1. Vacancy Format
    2. Deadline Statements and Implications for Application Screening
    3. Affirmative Action/Equal Opportunity Employer Statement
  5. APPLICANT EVALUATION FORMS
    1. Group Matrix
    2. Applicant Evaluation and Disposition
  6. RECRUITMENT FILE
  7. FACULTY MOVING AND RELOCATIONOpens in new window