Faculty Search Committee Procedural Guidelines

1.  Establishment of Search Committees

 

1.1  A search committee shall be appointed by the University Librarian, in consultation with the Executive Committee, to seek candidates for all vacancies of permanent faculty positions.  In certain circumstances the University Librarian, with the assistance of the Executive Committee, may convene a master search committee to coordinate multiple searches.  All deliberations of search committees are confidential.

 

2.  Composition of Search Committee

 

2.1  The University Librarian, with the advice of the Executive Committee, appoints and charges the committee.  The committee shall consist of at least five members with the majority of members being from the Library faculty.  A Library staff member and/or an Academic Professional may be included, as appropriate. Typical composition of the committee includes:

 

A.  Four faculty members from the UIUC Library (including the chair), with representation from the appropriate division. If possible, the chair should be a faculty member from the appropriate division. For assistant librarian positions, the committee chair is usually the head of the unit served.

 

B.  One or more teaching faculty members from academic unit(s) served (see Statutes, Art. VI, Sec. D), or members of the University community, if appropriate.

 

C.  The head, Human Resources, or designee serves as an Ad Hoc member of all search committees.

 

2.2  The Head, Human Resources or designee and Affirmative Action Officer are present at the first committee meeting to provide pertinent information to be considered by the committee in the shaping of the position vacancy announcement and determining the appropriate recruitment sources.

 

2.3 The University Librarian informs the Head, Human Resources or designee of the search committee membership so that announcements may be made in LON.

 

3.  Position Vacancy Announcement

 

3.1  If the vacant position is an assistant librarian position, the unit head drafts the position vacancy announcement. If the open vacant position is for the head of a unit, then the division coordinator drafts the announcement. The departing incumbent may be consulted in editing the description. Position vacancy announcements that report directly to the University Librarian are drafted by the University Librarian or a designee.

 

3.2  The position vacancy announcement is forwarded to the University Librarian and the Associate University Librarian for Planning and Budgeting for review.  The University Librarian approves all position announcements.

 

3.3  The University Librarian forwards the position vacancy announcement simultaneously to the Executive Committee, Library Human Resources Office, and the search committee for review, revision, and approval. Suggestions of places to advertise the announcement should be solicited from all committee members at this time.

 

3.4  The chair of the search committee and the University Librarian shall reconcile any suggestions for revisions to the position vacancy announcement.

 

3.5  The approved position vacancy announcement and the pre-audit form are forwarded to the Library Affirmative Action Officer who reviews it in consultation with the Library EEO committee.

 

3.6  After approval, the two documents are forwarded to the Campus Academic Affirmative Action Officer for further approval and permission to open the position.

 

3.7  Advertising copy for the position vacancy announcement is prepared by the Library Human Resources Office and is reviewed by the committee chair for accuracy in describing the position and the unit.

 

3.8  Applications are directed to the Library Human Resources Office. Committee members will be notified by the Library Human Resources Office or by the committee chair when applications are available for review.

 

3.9  The search committee chair develops a checklist of qualifications to be used by the committee in reviewing candidates and to be submitted with the search narrative.

 

3.10  The committee reviews all applications and makes a decision on the qualifications. If a candidate does not meet required qualifications as stated in the position vacancy announcement, the chair will request that the Library Human Resources Office sends a letter to that effect to the candidate immediately.  The committee asks the Library Human Resources Office to request letters of reference for selected applicants.

 

3.11  Twice a month the Library Human Resources Office will prepare a search status report to be published in LON including: search open, search extended, search closed date, search canceled, interviews scheduled (time frame and number interviewed).

 

4.  Interview

 

4.1  After the application deadline has passed, the most highly qualified candidates will be invited for interviews.

 

4.2  The interview schedule should include meetings with the following persons/groups:

 

1.  University Librarian or designee.

 

2. Division chair.

 

3. Head, Library Human Resources or designee.

 

4. Other library administrators, as appropriate.

 

5. Support staff and/or Academic Professional staff, as appropriate.

 

6. Members of the division.

 

7.  Representatives of the Promotion & Tenure Committee and Faculty Review Committee.

 

8.  Search Committee.

 

9.  Executive officer(s) or library committee from academic unit(s) served, as mandated by the Statutes.

 

4.3  Ideally, the interview schedule should start with a visit to the library unit involved.  If possible, the candidate should meet with the search committee, and the University Librarian late in the schedule.  Internal candidates should elect to absent themselves from interviews with the other candidates.

 

4.4.  Under most circumstances, the search committee will request that the candidate make an open presentation to the Library faculty and staff.  Usually, candidates for assistant librarian positions are not expected to make presentations.

 

5.  Candidate Selection

 

5.1  Within three working days after the last candidate has been interviewed, the chair of the search committee will request input from all individuals who have met with candidates.  Any individual who has met with the candidates may provide a letter concerning the candidates to the chair of the search committee.

 

5.2  The committee meets to review interviewees and documentation and to determine which candidate(s) ought to be offered the position, if any.

 

5.3  The chair informs the University Librarian and the Division Coordinator of the committee's recommendation.

 

5.4  Within ten working days, the chair writes the search narrative and justification and indicates acceptable candidate(s) to be offered the position and their relative strengths and weaknesses, and may rank the candidates according to their qualifications.

 

5.5  Following a review of the search narrative and checklist by the EEO committee, an offer may be made by the University Librarian. Salary and conditions of employment are determined by the University Librarian, in consultation with appropriate administrators. If the appointment is offered with tenure, the Promotion & Tenure Committee is consulted. The committee chair should be kept apprised of the progress of the negotiations and convey to the search committee the final outcome of offers. All unsuccessful candidates are then notified by the Library Human Resources Office.

 

5.6  The Affirmative Action Summary Form is prepared by the Library Human Resources Office.

 

5.7  If any unforeseen delay occurs in the search process, letters will be sent to all candidates informing them of the delay and the anticipated duration of the delay.

 

5.8  Once the Affirmative Action Summary Form has been approved by the Affirmative Action Office, the University Librarian directs the preparation of an appointment notice, including starting date, for LON.

 

6.  Post Selection

 

6.1  At the time the new appointee begins work, a welcoming announcement is prepared for LON by the University Librarian or designee.

 

6.2  Copies of memos, letters, search narrative, and other documents relating to a search should be submitted to the Library Human Resources Office for retention according to the Campus policy on “Destruction or transfer of University records.”

 

APPENDIX A: Miscellaneous

 

1.  Search committee chairs are encouraged to consult with the University Librarian at any time during the search process.

 

2.  Groups and individuals who are involved in the interview process must be encouraged to observe the time allocated for each session and to try to help keep the candidate on time for each appointment.

 

3.  Salary minima for positions are determined by the University Librarian.

 

4.  Expense guidelines for the search must be sought from the University Librarian or designee.

 

5.  Meals are reimbursed by the Library Business Office upon presentation of receipts and a memo detailing the candidate, those present, and the date.

 

6.  Proceedings and deliberations of search committees are confidential.

 

7.  Search committee chairs are urged to proceed speedily, but deliberately, in order to insure a successful completion of the search.

 

APPENDIX B: Responsibilities

 

I. University Librarian (or a designee)

 

1.  Appoints committee after recommendations from the Executive Committee;

 

2.  Drafts proposed position vacancy announcement for positions that report directly to the University Librarian (see Section III, “Unit Head/Division Coordinator”);

 

3.  Reviews position vacancy announcement and pre-audit forms for all faculty positions;

 

4.  Reviews recommendations of the search committee;

 

5.  Makes job offer to selected candidate;

 

6.  Informs the search committee chair of the result of the negotiations; the chair in turn informs the search committee;

 

7.  Advises Head, Library Human Resources or designee of the search committee composition for LON announcement;

 

8.  Prepares for LON:

 

a.  Appointment announcement;

 

b.  Welcoming announcement for LON when new appointee begins work.

 

II. Associate University Librarian for Planning and Budgeting

 

1.  Reviews position vacancy announcement and pre-audit forms for all faculty positions.

 

III. Unit Head/Division Coordinator

 

1.  Prepares position vacancy announcement; may consult with departing incumbent in preparing the announcement;

 

2.  Submits position vacancy announcement to the University Librarian;

 

3.  Recommends names of teaching faculty for appointment to search committee to University Librarian for discussion by the Executive Committee;

 

4.  Solicits input from administrative units on interviewees and forwards letter to committee.

 

IV. Search Committee Chair

 

1.  Consults with University Librarian, division coordinator or appropriate library administrator regarding position vacancy announcement;

 

2.  Reviews proposed position vacancy announcement prior to first meeting of committee;

 

3.  Meets with University Librarian to reconcile any suggestions for revisions to the position vacancy announcement;

 

4.  Reviews advertising copy for accuracy;

 

5.  Sets meeting dates and locations;

 

6.  Prepares a checklist of qualifications and criteria for use by search committee members in selecting interviewees;

 

7.  Reviews applications of apparently unqualified candidates and, after consultation with Search Committee, requests Library Human Resources Office to send letter so stating if candidate is clearly unqualified;

 

8.  Informs University Librarian and Division Coordinator of committee's recommendation;

 

9.  Prepares search narrative and sends with checklist to Library Human Resources Office;

 

10.  Conveys to committee the outcome of offers;

 

11.  Informs the Library Human Resources Office of any unusual delays in the search process.

 

V. Library Affirmative Action Officer

 

1.  Attends first meeting of committee for informational purposes;

 

2.  Reviews and approves position vacancy announcement and pre-audit form in consultation with Library EEO committee.

 

VI. Library EEO Committee

 

1.  Reviews position vacancy announcement approved by the search committee and the University Librarian;

 

2.  Advises the search committee chair of any problems in the position vacancy announcement;

 

3.  Reviews the search narrative and advises the search committee chair of any problems;

 

4.  The chair of the Library EEO committee signs the Affirmative Action Summary Form.

 

VII.  Search Committee

 

1.  Reviews, revises and approves position vacancy announcement ;

 

2.  Reviews applications and asks Library Human Resources Office to request letters of recommendation for selected candidates; fills out checklist of candidate qualifications prepared by the search committee chair;

 

3.  Selects candidates for interviews, if any;

 

4.  Participates in interviews; may be requested to escort candidates to meetings;

 

5.  Reviews interviewees and letters of recommendation, and determines which candidate(s) should be offered the position, if any.

 

VIII.  Head, Library Human Resources Office (or designee)

 

1.  Attends all committee meetings;

 

2.  Notifies chair of receipt of applications from apparently unqualified candidates and sends letter so stating at request of chair;

 

3.  Notifies candidates of any unusual delays in the search process;

 

4.  Sends search narrative and Affirmative Action Summary Form to University Librarian;

 

5.  Prepares for LON an announcement of the search committee composition.

 

IX.  Library Human Resources Office

 

1.  Provides typing, copying, etc. of agendas, memos, and reports as requested by the committee chair;

 

2.  Aids in identifying appropriate sources of advertising for the position vacancy announcement;

 

3.  Prepares advertising copy for the position vacancy announcement;

 

4.  Completes the pre-audit form in consultation with the committee chair;

 

5.  Forwards approved position vacancy announcement to Library Affirmative Action Officer and Library EEO committee;

 

6.  Forwards approved position vacancy announcement to campus Academic Affirmative Action Officer

 

7.  Serves as applicants' contact;

 

8.  Sends out appropriate affirmative action forms;

 

9.  Notifies committee members of receipt of applications and indicates availability for examination;

 

10.  Writes for letters of recommendation upon request;

 

11.  Schedules selected candidates' interviews;

 

12.  Provides copies of vitae to all persons who will meet the candidate(s);

 

13.  Sends out the following suggested information items to candidate(s) before interview(s):

 

a.  Library faculty constitution, bylaws, and organizational chart,

 

b.  Appropriate library brochures and handouts,

 

c.  Division/unit annual report and materials budget,

 

d.  Merit evaluation procedures,

 

e.  Library appointment, promotion, and tenure guidelines,

 

f.  Campus map and brochure,

 

g.  Community map and brochure,

 

h.  List of search committee members and their positions.

 

14.  Works with candidates to establish travel arrangements including provision of parking on campus;

 

15.  Notifies unsuccessful applicants and candidates;

 

16.  Ensures that all candidates have essentially identical interview schedules and entertainment;

 

17.  Types search narrative and justification at request of chair;

 

18.  Prepares Affirmative Action Summary form;

 

19.  Prepares and sends out advertising;

 

20.  Sends memos requesting input from persons/groups participating in interviews;

 

21.  Prepares position vacancy notice copy;

 

22.  Prepares twice-monthly status report for LON.

 

Adopted 1993-94; revised March 22, 1995.
Last updated 2002.




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