UNIVERSITY OF PITTSBURGH PROCEDURE 02-02-15

CATEGORY:              ACADEMIC AFFAIRS
SECTION:                  Faculty Appointment and Tenure
SUBJECT:                 Recruitment: Faculty and Academic/Executive Administrative Positions
EFFECTIVE DATE:   March 10, 1992 (updated December 21, 2016)
PAGE(S):                    5

I.    PURPOSE

      To define the process for requesting approval for the recruitment of faculty and academic/

      executive administrators, and for collecting and maintaining recruitment data on all

      applicants and all individuals interviewed for the positions.

II.   SCOPE

      This procedure applies to the recruitment of all academic/executive administrators, full-

      time tenure, tenure-stream, non-tenure faculty and part-time tenure and tenure-stream
      faculty.  Excluded from this procedure are part-time non-tenure, visiting faculty, and

      research associate positions.

III.  ADMINISTRATIVE RESPONSIBILITIES

      The Chancellor is responsible for approving faculty positions for the fiscal year.

      The Provost or the Senior Vice Chancellor for Health Sciences or appropriate Senior

      Administrative Officer is responsible, within their respective areas of responsibility, for

      reviewing requests for academic/executive administrator or faculty hiring and making

      recommendations for approval to the Chancellor, reviewing the search summary, and

      approving the final selection before any offer of employment is extended.

      The appropriate dean or campus president is responsible for submitting by October 15

      of each year, requests for new faculty positions or replacement of vacancies for the

      following fiscal year.

      Responsibility centers and departments are responsible for collecting and providing

      summary data to the Office of Affirmative Action on all applicants for full-time faculty, part-

      time tenure and tenure-stream faculty, and academic/executive administrator positions.

      The Office of Diversity and Inclusion is responsible for monitoring and coordinating all

      Affirmative Action/Equal Opportunity procedures, including compliance with search

      procedures, for all campuses.

IV.  DEFINITIONS

      Faculty: Members of the University who possess special skills and contribute substantially

      to the teaching and research mission of the institution having an academic rank of

      professor, associate professor, assistant professor, instructor, or lecturer, with a primary

      academic appointment in a school or regional campus.  See Policy 02-02-01, Faculty

      Membership.

      Academic/Executive Administrator: Members of the University whose primary

      responsibilities are for the management of the institution or a customarily recognized

      department or division, having the title Chancellor, Vice Chancellor, Campus President,

      Dean, Director, Controller, Treasurer, or equivalent positions.

V.   PROCEDURE

      A.   Requesting New and Replacement Faculty Positions Supported Totally or Partially

            by University Funds

            Dean/Campus

            President                               1.   Submit a request for faculty hiring to the Office of the

                                                                 Provost or Senior Vice Chancellor for Health

                                                                 Sciences, as appropriate, by October 15 for the next

                                                                 fiscal year. Include:

                                                                 a.  Thorough justification for both new and

                                                                       replacement requests.

                                                                       Note: Each request must be justified in terms of

                                                                       factors such as enrollment patterns, program

                                                                       quality, affirmative action, accreditation demands,

                                                                       centrality of the position to the academic program,

                                                                       cost effectiveness, etc.  Each vacancy should

                                                                       also be reviewed for possible internal reallocation

                                                                       of resources.

                                                                 b.   Discipline

                                                                 c.   Name of person being replaced

                                                                 d.   Current or proposed salary excluding fringe

                                                                       benefits

                                                                 e.   Rank of replacement or new position

            Provost/Senior Vice

            Chancellor for Health

            Sciences                                2.   Review the requests to ascertain the critical nature

                                                                 of the given positions with regard to maintaining the

                                                                 basic qualitative integrity of the relevant academic

                                                                 program(s), and with regard to equal employment

                                                                 opportunity and affirmative action.

                                                           3.   By the end of October, forward recommendations

                                                                 for approval to the Chancellor.

            Chancellor                              4   Approve or deny the request.

                                                           5.   Notify the Provost or Senior Vice Chancellor for

                                                                 Health Sciences of the decision.  Provost/Senior

                                                                 Vice Chancellor for Health Sciences

                                                           6.   Notify the appropriate dean or campus president of

                                                                 the decision no later than November 15.

                                                           7.   For all approved new positions forward the following

                                                                 information to the Office of Management Information

                                                                 and Policy Analysis for assignment of position

                                                                 numbers.

                                                                 -     Department

                                                                 -     Rank
                                                                 -     Employment Status
                                                                 -     Tenure Status
                                                                 -     Salary Range
                                                                 -     Contract Length, if applicable

                                                                 -     Percent of University Funds support

            Management

            Information and

            Policy Analysis                       8.   Generate a Position Monitoring Sheet for each new

                                                                 position and forward to the appropriate department.

                                                                 (See Procedure 07-01-01, Tables of Organization.)

            Dean/Campus

            President                                9.   Upon receipt of the Position Monitoring Sheet with

                                                                  a position number assigned, begin the search

                                                                  process by completing FORM 0121 Affirmative

                                                                  Action Pre-Audit Search Form.

                                                           10.  Prepare a Position Notice.  The position notice must

                                                                  include the following:

                                                                  -     A brief statement of duties

                                                                  -     Minimum objective qualifications

                                                                  -     Rank and/or Title
                                                                  -     Tenure Status

                                                                  -     Full-Time/Part-Time Status

                                                                  -     Proposed Start Date
                                                                  -     Closing date for receipt of applications

                                                                  -     Name, Address, and Telephone Number of

                                                                        Contact Person

                                                                  -     The statement of University Policy: "The

                                                                         University of Pittsburgh is an Affirmative Action,

                                                                         Equal Opportunity Employer."

                                                            11. Forward the original FORM 0121, with a copy of the

                                                                  Position Notice and the Position Monitoring Sheet

                                                                  attached, to the Office of Diversity and Inclusion for

                                                                  review and approval.

            Office of Diversity

            and Inclusion                           12. Review and approve the position notice.  Sign

                                                                  FORM 0121 and return, with the position notice to

                                                                  the appropriate responsibility center/department.

            Responsibility Center/

            Department                             13. Retain FORM 0121 as part of the search file.

      B.   Collecting Applicant Data - New and Replacement Faculty Positions

            Responsibility Center/

            Department                              1.  Complete the top portion of FORM 0122, Equal

                                                                   Employment Opportunity Information Request.

                                                                   All forms must include the Position

                                                                   Number.

                                                             2.   Mail an Equal Employment Opportunity Information

                                                                   Request and reply envelope to each applicant for

                                                                   the position.

                                                                   (FORM 0122 is completed and returned by the

                                                                   applicant directly to the Office of Diversity and

                                                                   Inclusion.)

      C.   Collecting and Processing Recruitment Data on All Interviewed Candidates

            Responsibility Center/

            Department                              1.   At the conclusion of the search, but prior to an

                                                                   offer of employment, enter a summary of the

                                                                   affirmative action data collected on the interviewed

                                                                   candidates on FORM 0121-1, Office of Diversity and

                                                                   Inclusion Summary for Proposed Faculty or

                                                                   Academic Appointments.

                                                             2.   After signature by the search committee chair,

                                                                   secure the signatures of approval at the next

                                                                   appropriate level as indicated on FORM 0121-1.

                                                                   Examples:

                                                                   Faculty - Department Chair, Dean, Provost

                                                                   Academic Administrator - Provost, Chancellor

                                                                   Executive Administrator - Department Head, if

                                                                     appropriate, Vice Chancellor, Chancellor

             Provost/Senior Vice

            Chancellor/or Appropriate

            Senior Administrative

            Officer                                      3.   Review FORM 0121-1 to determine if the search

                                                                   was carried out in accordance with University

                                                                   faculty and academic/executive administrator

                                                                   recruitment policies and the principles of equal

                                                                   opportunity and affirmative action.

                                                             4.   If approved, advise the responsibility center/

                                                                   department to make the offer of employment.

            Responsibility Center/

            Department                              5.   Forward completed FORM 0121-1 with appropriate

                                                                   signatures, together with an Appointment Form

                                                                   (Stock 122) to the Office of Faculty Records.

            Office of Faculty

            Records                                    6.   Process the Appointment Form and forward

                                                                    FORM 0121-1 to the Office of Diversity and Inclusion.

            Office of Diversity

            and Inclusion                            7.   Input the summary data from FORM 0121-1 into

                                                                   the Applicant Recruitment System and prepare

                                                                   reports for the appropriate reporting periods.

                                                                   Reporting Periods:
                                                                   a.   October, November, December, January

                                                                   b.   February, March, April, May

                                                                   c.   June, July, August, September

                                                                   d.   October through September

            Responsibility Center/

            Department                              8.   Retain applicant data on file by position, for at least

                                                                   two years after the appointment.

                                                             9.   Retain Position Monitoring Sheets on file in the

                                                                   department personnel file for the position.

      D.   Appointment of Non-Tenure Faculty Supported Entirely by Other Funds

            Dean/Campus

            President/Director                   1.   With the approval of the Provost, Senior Vice

                                                                   Chancellor for Health Sciences, or appropriate vice

                                                                   chancellor, submit the completed Appointment

                                                                   Form to the Office of Faculty Records.

                                                             2.   If a search was conducted, collect the appropriate

                                                                   recruitment data on all interviewed candidates as

                                                                   outlined in Procedure C above, Collecting and

                                                                   Processing Recruitment Data on all Interviewed

                                                                   Candidates.

VI.  EXHIBITS

      FORM 0121 - Affirmative Action Pre-Audit Search Form

      FORM 0122 - Equal Employment Opportunity Information Request

      FORM 0121-1 - Office of Diversity and Inclusion Summary for Proposed Faculty or

      Academic Appointments

VII. REFERENCES

      Policy 02-02-15, Recruitment: Faculty and Academic/Executive Administrative Positions

      Policy 02-02-01, Faculty Membership

      Policy 07-01-01, Tables of Organization

      Procedure 07-01-01, Tables of Organization