University of Delaware
Policies and Procedures Manual

Section: Personnel
Policy Number: 4-1
Policy Name: Affirmative Action Recruitment Policy for Faculty, Professional and Salaried Staff Members
Date: January 2000
Revisions: February 12, 2002; March 6, 2002, January 29, 2003, July 19, 2006

1. THE GOAL OF AFFIRMATIVE ACTION


The University of Delaware seeks to hire, retain, and promote highly qualified faculty and staff with appropriate representation of protected class members including women, ethnic minorities (Black, Hispanic, Asian, American Indian), Vietnam-era veterans, disabled veterans and persons with a disability, and to assure that there is no discrimination because of age. Equal opportunity and affirmative action hiring goals are specified by federal Executive Orders 11246 and 11375.
 

1. The Goal Setting Process

 
• Workforce Analysis. The Office of Affirmative Action, in conjunction with the Office of Institutional Research and Planning, conducts annual workforce analyses for every organizational unit at the University of Delaware. These analyses identify employees by race, gender and job group assignment. At the same time, the availability of protected class members to fill positions in each job group is calculated using an eight factor statistical design that includes such data as the census figures of the labor market and the number of protected class members qualified to be promoted within the University of Delaware. Availability is reported in terms of the percentage of protected class members in the pool of qualified persons for each job group.
• Data for the workforce analysis come from a variety of sources, including Department of Education Manual for Determining the Labor Market Availability of Women and Minorities, state and local manpower reports, the U.S. Bureau of Census, the National Center for Education Statistics, the Scientific Manpower Commission on Professional Women and Minorities, and other nationally recognized information sources.
• In determining national availability within academic positions, the primary source of data is the Summary Reports: Doctorate Recipients from United States Universities, published annually by the National Research Council in concert with the US Department of Education. For those disciplines not listed in the aforementioned publications, Availability Data, published by the Office of Institutional Research at the University of Colorado, is used. Doctorate conferral data is supplemented wherever possible by data from relevant professional bodies, e.g. the National Science Foundation, the American Library Association, the National League for Nursing, etc. National availability data for administrative positions reflect US
• Census data for respective EEO-6 categories as extracted by Biddle Associates, a California-based Affirmative Action Consulting Firm used by the University.
• Local availability reflects US Census data for the Wilmington Standard Metropolitan Statistical Area (SMSA) which includes New Castle County, Delaware, Cecil County, Maryland, and Salem County, New Jersey. The data were extracted from an official census tape using the EEO-6 category as a minimal descriptor and specific job titles wherever possible.
• Hiring goals are established annually for administrative and academic positions using the standard eight-factor analysis as prescribed by the Office of Federal Contract Compliance Programs and embracing the aforementioned data sources.

 
2. Hiring Goals

 
• The University's recruitment and hiring procedures are designed to achieve the fair and adequate representation of protected class members in the workforce. When the representation of protected class members in an academic or administrative unit or job group approximates their availability in the relevant labor market, the protected group is considered to be represented in sufficient numbers to meet equal opportunity requirements.
• When protected groups are underrepresented in an academic or administrative unit or job group, the University is committed to comply with applicable equal employment and affirmative action laws and regulations. This means that whenever there is a vacancy in an underrepresented job category, good faith efforts will be undertaken to include qualified members of the underrepresented protected group in the applicant or promotion pool. From this pool, the best qualified candidate will be chosen.

 
2. THE RECRUITMENT PROCESS


The following sections of the Manual set forth the procedures for filling faculty, professional and salaried staff vacancies. The Appendix describes strategies for effective faculty and professional searches and contains sample forms to help comply with University procedure and equal employment and affirmative action regulations. The Office of Affirmative Action should be contacted whenever a more detailed explanation is needed (302-831-2835).

A.   Search Procedures for Faculty
 
• Normally, all full-time permanent and full-time limted-term positions that extend beyond a one-year term are filled by a regional or national search.  The University affirms that, insofar as possible, we should rely on full time faculty for instruction. When full time positions become available, those individuals with appropriate credentials who have already served the University in other academic instructional roles represent a source of candidates worthy of careful consideration.


The procedures described below are the minimal activities that should be followed
when filling a faculty vacancy. It is important that these procedures are applied consistently and completed within a reasonable time frame. Departments should, therefore, keep careful
records of all search activities, including the date or dates on which they occurred.

B.   The Search Process (Faculty)
 
1. The provost must authorize a request to fill a faculty vacancy. Once approval is obtained, the department must complete the top portion of a Position Request Form (F/P) and obtain the appropriate dean's signature. The dean, chair or appropriate academic officer then establishes the recruitment procedures and appoints a search committee chair and the membership of the search committee.
2. When the composition of the search committee has been proposed, the chair or appropriate academic administrator forwards the list of proposed members on the Recruitment Summary Form to the Office of Affirmative Action. The proposed members are to be listed name, race and gender. The search committee should adequately represent a diverse background. With the approval of the Office of Affirmative Action, the search committee may include alumni or employees of relevant businesses and industries. The Office of Affirmative Action approves the composition of the search committee and returns the Recruitment Summary Form. [See checklist]
3. The position announcement for faculty, department chairpersons, and academic unit administrators should contain the statement "The curriculum vitae and letters of reference shall be shared with departmental faculty." THE SEARCH COMMITTEE SHOULD INFORM THE CANDIDATES THAT TO PROPERLY EXERCISE THE ROLE OF DEPARTMENT FACULTY IN THE SELECTION OF FACULTY, DEPARTMENT CHAIRS AND ACADEMIC ADMINISTRATORS, SEARCH COMMITTEES WILL SHARE TE CURRICULA VITAE AND LETTERS OF REFERENCE WITH DEPARTMENT FACULTY.
4. The search committee chair holds an initial meeting so that the dean, department chair or unit administrator (as appropriate) can charge the committee, discuss the unit's affirmative action utilization goals and assist in the development of the position announcement which must include a closing date. As needed, the Office of Affirmative Action will provide a representative to attend this meeting to answer questions about the search process.
5. Copies of the proposed position announcement, job description, the Recruitment Advertisement Form and the Recruitment Summary Form are forwarded to the Office of Affirmative Action. [See checklist] Approval by the Office of Affirmative Action normally takes three (3) working days from receipt of these materials and authorizes initiation of the search process. In those instances where additional recruitment sources are suggested or there are questions concerning the position announcement or the composition of the search committee, the Office of Affirmative Action will make these concerns known to the search committee chair within three (3) working days of receiving the materials.
6. The Office of Affirmative Action sends the approved position announcement to the Office of Employee Services for advertisement in approved recruitment sources. A copy is also sent to the search committee chair. The Office of Employee Services obtains cost estimates for the advertisements and forwards the estimates to the search committee chair.
7. Each applicant for a faculty vacancy receives an Applicant Information Form with the position number printed in red ink and a letter of acknowledgment from the chair of the search committee. Applicants return the Form to the Office of Employee Services. Prospective candidates may not be interviewed until this form is completed; the form may be provided to the candidate at the time of the interview. In searches to fill positions in underutilized departments/ units, the Office of Affirmative Action notifies the search committee chair when protected class members are identified.
8. The Office of Affirmative Action must review the pool of finalists selected by the search committee for the vacant faculty position. The search committee chair submits, on the Recruitment Summary Form, the list of finalists, copies of their application materials and curricula vitae to the Office of Affirmative Action PRIOR TO SCHEDULING INTERVIEWS WITH FINALISTS AND PRIOR TO LETTERS OF REJECTION BEING SENT TO OTHER APPLICANTS. [See checklist] Written justification for the inclusion or exclusion of individuals from the finalist pool will be necessary in all instances. The Office responds to the search committee chair within three (3) working days from the receipt of the Recruitment Summary Form.
9. Final recommendations of the search committee for filling the vacant faculty position are forwarded by the search committee chair to the department chair and to the dean. The dean or appropriate academic officer submits the name of the individual recommended for faculty appointment to the Office of Affirmative Action prior to offering the position to the candidate of choice. [See checklist]
10. The Office of Affirmative Action will respond within three (3) working days concerning the recommended candidate. Affirmative action approval is required before an offer of appointment can be made. [See checklist]
11. The search committee chair is responsible for forwarding copies of all requested resumes and a copy of the completed Recruitment Summary Form to the Office of Affirmative Action.

 
C.   Instances In Which A Search Is Not Necessary (Faculty)
Limited Term Full- and Part-time Appointments of One Year or Less
The temporary nature of a faculty appointment or the funding source of the limited term appointment (non-renewable funds) may make it more practical to appoint an individual rather than to conduct a search. This applies to portend full-time limited term faculty positions of one year or less that have no assurance of conversion to permanent status and to part-time opportunities such as teaching on S-Contracts. However, Recruitment Summary Forms are necessary for all hires. When a search committee is not used, good faith efforts should be made to identify and recruit qualified protected class members where underutilization exists. Specific instances when the selection process may be modified are listed below:
 
• A dean or appropriate academic officer may request approval from the Office of Affirmative Action to appoint a person without a search to fill a limited term, full-time position of up to one year in length when the source of funding is nonrenewable and a qualified candidate is available. However, departments and units that need a number of limited term instructors each year should establish an applicant pool through periodic advertisement. The Recruitment Summary Form should be used to convey this information to the Office of Affirmative Action.
• If a limited term position is continued beyond one year because of the unexpected renewal of funds or a new source of funding has been found, a dean may reappoint the incumbent or appoint another qualified candidate without a search. The Office of Affirmative Action may request the dean to evaluate any limited term position which extends beyond three years on nonrenewable funds to determine if the position should be converted to permanent status.
• When a full-time limited term position of any duration is converted to a permanent position, it is considered a "new" position and falls under the affirmative action search process. A search should be conducted to fill the position unless the incumbent (with limited term status) was hired after a search. It is strongly recommended that a search be conducted at the outset for any limited term position where the likelihood exists of conversion to permanent status.

 
Limited Term (Visiting) Faculty
If a department wishes to retain a limited term faculty member for an additional year, the Office of Affirmative Action must be informed prior to the renewal. Positions Funded by External Contracts and Grants It is normally expected that affirmative action search procedures will be followed when hiring faculty under the terms of a multi-year contract or grant. However, if funding for positions exceeds those identified in the original grant application, the dean may appoint a person without a search to fill the position for one year. Principal investigators are encouraged to identify experts with unique skills and students who contributed to the development of the grant application so that the grant is funded at the outset with as many of the project staff identified as possible. If a specific individual is critical to the research process, then the initial funding request should identify the individual.
Interim/Acting Appointments
A dean may appoint an individual to fill a faculty position on an acting basis to maintain the functioning of a department or academic unit. Prior to making an interim appointment, deans are encouraged to seek nominations of qualified individuals including protected class members. A search process to fill the position vacancy should normally begin at the same time the interim appointment is announced. A Recruitment Summary Form must be completed.
Post Doctoral Appointments
Post doctoral appointments may be made without a search. These appointments are renewable. It is strongly recommended that departments and academic units annually develop a diverse pool of qualified candidates for post doctoral consideration by advertising in appropriate national recruitment sources and publications.
Teaching and Research Assistants
Searches are not required when filling available teaching assistant and research assistant positions. The Office of Affirmative Action encourages departments, as part of their good faith efforts, to recruit graduate students who are members of protected groups which are underutilized in the discipline.


D.   Search Procedures for Professional Staff
 

All full-time continuing and full-time limited term positions which extend beyond one year in length will normally be filled by a national or regional search.

Authorization to Recruit for A Professional Position

• Creating a New Position (full-, part-time or limited term)

The department chair or director submits a new position request to the appropriate dean or vice president that describes the duties, education and experience requirements for the position and the anticipated starting salary. The dean or vice president approves the position, identifies the funding source and drafts a position description. Copies of the position description are sent to the offices of Classification and Compensation and Affirmative Action. The position is assigned an appropriate classification level and the Office of Affirmative Action assures that the job requirements do not exclude protected class members. When the department receives the Classification Determination memorandum from the Office of Classification, a Position Request Form (F/P) is completed. The department completes the top portion of the F/P and obtains appropriate supervisory signatures, e.g., dean or vice president. When the approval of the Executive Vice President or Provost and the President are obtained, the Budget Office should be contacted for assignment of a line number and an account code to the new position. The department can then begin the recruitment and search process.
• Replacing an Existing Position (full-, part-time, or limited term)

As appropriate, approval of the Provost or the Executive Vice President is required before a department can fill a vacant professional position. If approved, the department completes the Position Request Form (F/P) process outlined above.


E.   The Search Process (Professional)

The procedures listed below describe the minimal activities that should be followed when filling a professional vacancy. It is important that these procedures are applied consistently and completed within a reasonable time frame. Departments should, therefore, keep careful records of all search activities, including the dates on which they occurred.
 
6. The appropriate dean or vice president authorizes the filling of a professional position following one of the authorization procedures outlined above. He or she establishes the recruitment procedures that will be followed, appoints a search committee chair and identifies individuals to serve on the search committee. The search committee should adequately represent a diverse background. With the approval of the Affirmative Action Office, the search committee may include alumni or employees of relevant businesses and industries. The search committee chair then forwards the list of proposed members to the Office of Affirmative Action, listing the members of the search committee by name, race and gender. [See checklist]
7. The search committee chair holds an initial meeting so that the designated hiring official (dean, department chair or unit administrator) can charge the committee, discuss the unit's affirmative action utilization goals and the position description. As needed, the Office of Affirmative Action will provide a representative to attend this meeting to answer questions about the search process.
8. The search committee chair completes the top portion of the Recruitment Summary Form and forwards it to the Office of Affirmative Action together with the proposed position announcement and approved Recruitment Advertisement Form. Approval of these materials normally takes three (3) working days. [See checklist] In those instances where additional recruitment sources are suggested or there are questions concerning the position announcement or the composition of the search committee, the Office of Affirmative Action will make these concerns known to the search committee chair within three (3) working days of receiving the materials.
9. The Office of Affirmative Action sends the approved position announcement to the Office of Employee Services for advertisement in approved recruitment sources. A copy is also sent to the search committee chair.
10. Each applicant for a professional vacancy is sent an Applicant Information Form with the position number printed in red ink and a letter of acknowledgment from the chair of the search committee. The chair also indicates the date when the form must be returned to Employee Services in order for the search committee to consider the candidate for employment: this date may be later than the closing date. Applicants may not be interviewed if this form is not returned; however, applicants may complete this form at the time of interview.
11. The applicant flow process is initiated when candidates return the Applicant Information Form to Employee Services. Data that identifies the applicant pool by protected class status is sent by Employee Services to the Office of Affirmative Action. Employee Services will forward the Applicant Information Form to the search committee chair.
12. The Office of Affirmative Action will review the pool of finalists selected by the search committee for the vacant professional position. The search committee chair submits, on the Recruitment Summary Form, the list of finalists, with copies of their application materials and curriculum vitae to the Office of Affirmative Action prior to letters of rejection being sent to other applicants. [See checklist] Written justification for inclusion in or exclusion from the finalist pool will be necessary in all instances. The Office responds to the search committee chair within three (3) working days from the receipt of the list concerning the representation of qualified protected class members in the pool of finalists. A search may be extended if, in the judgment of the Office of Affirmative Action, there are insufficient qualified protected class members in the applicant pool and the job group is underutilized.
13. Final recommendations of the search committee for filling the vacant professional position are forwarded by the search committee chair to the dean or appropriate academic officer. The dean or appropriate academic officer submits the name of the individual recommended for professional appointment to the Office of Affirmative Action prior to making an offer and prior to letters of rejection being sent to applicants. [See checklist]
14. The Office of Affirmative Action will respond within three (3) working days concerning the recommended candidate. Affirmative action approval is required before an offer of appointment can be made. [See checklist]

 
F.   INTERNAL SEARCH (PROFESSIONAL)
A search at the professional level which is only done internally within the University requires initial authorization from the Office of the Executive Vice President or the Provost and approval from the Office of Affirmative Action before internal advertisement occurs. Once approval is given, the appropriate academic/administrative department head appoints a search committee chair.
 
1. The chair forwards copies of the proposed position announcement, job description, the Recruitment Advertisement Form and the Recruitment Summary Form listing the proposed search committee members by name, race and gender to the Office of Affirmative Action. The search committee should adequately represent a diverse background. With the approval of the Affirmative Action Office, the search committee may include alumni or employees of relevant businesses and industries. Approval by the Office of Affirmative Action normally takes three (3) working days from receipt of these materials and authorizes initiation of the search process. In those instances where there are questions concerning the position announcement or the composition of the search committee, the Office of Affirmative Action will make these concerns known to the search committee chair within three (3) working days of receiving the materials.
2. The Office of Affirmative Action sends the approved position announcement to the Office of Employee Services for advertisement in approved recruitment sources. A copy is also sent to the search committee chair.
3. The search committee chair acknowledges receipt of the candidate's resume and expression of interest in the vacant position, and sends each applicant an Applicant Information Form. The Applicant Information Form must be returned to Employee Services in order for the search committee to consider the candidate's application. The chair also indicates the date when the completed Applicant Information Form must be returned to Employee Services in order for the search committee to consider the candidate's application. This date may be different from the closing date. Applicants may not be interviewed if this form is not returned.
4. The applicant flow process is initiated when candidates return the Applicant Information Form to Employee Services. Data that identifies the applicant pool by protected class status is sent by Employee Services to the Office of Affirmative Action. Employee Services will forward the Applicant Information Form to the search committee chair.
5. The Office of Affirmative Action must review the pool of finalists selected by the search committee for the vacant professional position. The search committee chair submits, on the Recruitment Summary Form, the list of finalists, their application materials and curriculum vitae to the Office of Affirmative Action. The Office responds to the search committee chair within three (3) working days from the receipt of the list concerning the representation of qualified protected class members in the pool of finalists.
6. Final recommendations of the search committee for filling the vacant professional position are forwarded by the search committee chair to the academic/administrative department head. The appropriate academic/administrative officer submits the name of the individual recommended for the professional appointment to the Office of Affirmative Action.
7. The Office of Affirmative Action will respond within three (3) working days concerning the recommended candidate. Affirmative action approval is required before an offer of appointment can be made.

 
G.   Instances in Which a Search Is Not Necessary (Professional)
Limited Term, Full- and Part-time Appointments (one year)
As was noted in the previous section on faculty searches, the temporary nature of a professional appointment or the funding source of the limited term appointment (nonrenewable funds) may make it more practical to appoint personnel rather than to conduct a search. In these instances, every effort should be made to identify and appoint protected class members, especially into positions where they are underutilized. This includes part and full-time limited term positions of up to one year in length that do not have any likelihood of conversion to continuing status and part-time opportunities such as teaching on S-Contract. The examples set forth for appointment of faculty also apply to professional staff members.
Exceptional Situations
In special cases, where there is demonstrated underutilization of minority group members or women, a dean, vice president or unit administrator may promote or redistribute responsibilities to a qualified protected class member without a search. Such action requires consultation with the Office of Affirmative Action.
Positions Funded by External Contracts and Grants
It is normally expected that affirmative action searches will be conducted when hiring professional staff under the terms of a multi-year contract or grant. However, if funding for positions exceeds those identified in the original grant application, the dean, vice president or unit administrator may appoint a person without a search to fill the positions) for one year. If the position being filled is a new position it will require the President's approval. Principal investigators are encouraged to identify experts with unique skills and students who contributed to the development of the grant application so that the grant is initially funded with as many of the project staff identified as possible. If a specific individual is critical to the research process, then the funding request should identify that individual.
Interim Appointments
A vice president, dean, or unit administrator may appoint a professional staff member to fill a position vacancy on an acting basis in order to maintain the functioning of a unit or a central administrative office. Initiation of the search process to fill the position should normally begin at the same time the acting appointment is announced. In areas of underutilization, protected class members should be considered for "acting" appointments so that they can gain additional professional experience. A Recruitment Summary Form is sent to the Office of Affirmative Action.


H.   Search Procedures for Salaried Staff
 

The recruitment of salaried staff is centralized in the University's Office of Employee Services. The Office works closely with the Office of Affirmative Action to assure, to the fullest extent possible, that protected class members are included in applicant pools for salaried staff positions and that department chairs, supervisors and administrators are aware of the utilization analysis for salaried staff in their units.
 
• Authorization to Recruit for A Salaried Staff Position
1. Creating A New Position (full-, part-time, limited term)
• Units seeking to create a new salaried staff position must complete a Request for Classification Questionnaire (classification forms can be obtained from Central Stores) to establish an appropriate classification and salary range for the position.
• Units must obtain approval from the appropriate Vice President or Dean to establish a new position. The vice president or dean forwards request to the provost or the executive vice president as appropriate for approval.
The provost or executive vice president forwards request to the president for approval.
If approved by the president, recruiting procedures outlined by the affirmative action office are followed.
1. Replacing An Existing Position (full-, part-time, limited term)
Authorization to replace an existing position must be approved by the dean/vice president or the provost/executive vice president.


I.   The Search Process (Salaried Staff)

 
1. The search process begins when the hiring unit forwards an approved Personnel Requisition Form to the Office of Employee Services. The Personnel Requisition form must have the approval of the appropriate vice president, dean or provost.
2. The position is advertised in the University's Employment Telephone Hotline, the Internet, and in Update for at least one week. A printed copy of the position announcement is sent to over 100 external sources (state employment agencies, special advocacy groups and community centers). The Employee Services representative assists in placing advertisements in local newspapers and external publications, if requested. The cost for advertisement is paid by the hiring unit.
3. After the position has been advertised for at least one week, the Office of Employee Services sends the resumes of qualified candidates to the hiring unit, taking into consideration the unit's level of utilization and affirmative action goals. A list of finalists for the position identified by race and gender is sent by the Office of Employee Services to the Office of Affirmative Action.
4. The hiring unit reviews these resumes and indicates to the Employee Services representative the candidates to be interviewed. If protected class members are included in the interview pool and not selected for an interview, the Employee Services representative informs the Office of Affirmative Action of the hiring unit's decision before interviews are scheduled.
5. The Employee Services representative schedules interviews and confirms appointment times with the hiring unit. The hiring unit conducts interviews.
6. The Employee Services representative conducts all reference checks and discusses findings with the hiring unit.
7. The hiring unit documents the job-related reasons for rejecting candidates for the position and identifies individuals to be hired and the reasons therefore. This information is then forwarded to the Office of Employee Services for review. The Office of Employee Services forwards the justifications to the Office of Affirmative Action for approval.
8. The Office of Employee Services representative contacts the finalist, extends a salary offer, and sets a starting date in consultation with the hiring unit.

 
3. ADVERTISING PROCEDURES


The Office of Employee Services provides a centralized process for advertising vacant faculty and administrative/professional positions. This includes: the preparation and placement of ads consistent with University guidelines and publication requirements; monitoring advertisement costs; and serving as a repository for advertisement requests.
 

1. Search Committee Chair: Approval of Advertising Budget
• Prior to the start of any search for a faculty or administrative/professional position, the Search Committee Chair must prepare an itemized budget for the recruitment process including estimated advertising costs. This should include a list of the publications, journals and/or newspapers in which the position will be advertised as well as a copy of the actual ad as it is to be placed.
• Cost estimates for advertising can be obtained through the Office of Employee Services.
• Forwards Recruitment Summary Form, a copy of the advertisement, and the Recruitment Advertisement Form to the Affirmative Action Office.
2. Affirmative Action Office
• Reviews the advertising sources to assure that the position announcement appears in publications that provide a broad-based readership. The Affirmative Action Officer may consult with the Provost or Executive Vice President if advertising in additional sources appears warranted.
• Forwards approved Recruitment Advertisement Form to the Office of Employee Services and sends copy to the Search Committee Chair.
3. Office of Employee Services
• Provides cost estimates for advertisements to be placed in the Wilmington News Journal and, through the services of Davis Advertising, Inc., in regional newspapers and national publications.
• Places ads and monitors placement to assure accuracy of advertising and costs.
• Prepares Advertising Sheets for advertisement and cost approval. Prepares Purchase Order-Advertisement Release Forms for combo ad cost approval.
• Approves Davis Advertising invoices, based on estimated costs. Researches and resolves cost discrepancies for both the Wilmington News Journal and Davis Advertising, Inc.

 
4. Functions of A Search Committee (Faculty and Professional Positions)


The search committee plays a key role in the recruiting, selecting and hiring process. Each member is responsible for ensuring that fair and equitable treatment is given to all applicants. Committee members are expected to carefully review applicant files, to participate actively in the selection of candidates for campus interviews and to maintain strict confidentiality concerning committee deliberations. The following outline highlights major committee functions:
 

• Assisting the dean, vice president or unit administrator in the development of the job description and position announcement.
• Developing and implementing an advertising and recruitment plan which broadly announces the position vacancy, particularly when filling a position in an underutilized job group, to applicants from protected groups both on and off campus.
• Screening and evaluating applicants and doing so with a full understanding of the department or unit's utilization analysis for the particular job group.
• Identifying a list of candidates to interview and, when Office of Affirmative Action approval is secured, interviewing the candidates.
• Preparing a recommendation to fill the position vacancy based on the search process.

 
For Faculty Searches:

The search committee should meet as soon as possible after interviews are concluded to discuss their findings and prepare a recommendation for the department chair (dean) and the Office of Affirmative Action. Committee members should carefully review the qualifications of each candidate including the letter of application, curriculum vitae, references and the remarks of those who participated in the interview. Depending on the original charge, a committee may be required to rank order candidates, i.e., the top three or five candidates. In evaluating professional qualifications, the committee should insure that all candidates are given equal opportunity and that subtle forms of bias are avoided. Committee conclusions should be recorded and summarized.

The position announcement for faculty, department chairpersons, and academic unit administrators should contain the statement "The curriculum vitae and letters of reference shall be shared with departmental faculty." THE SEARCH COMMITTEE SHOULD INFORM THE CANDIDATES THAT TO PROPERLY EXERCISE THE ROLE OF DEPARTMENT FACULTY IN THE SELECTION OF FACULTY, DEPARTMENT CHAIRS AND ACADEMIC ADMINISTRATORS, SEARCH COMMITTEES WILL SHARE TE CURRICULA VITAE AND LETTERS OF REFERENCE WITH DEPARTMENT FACULTY.

The final written recommendation should be signed or initialed by all committee members and forwarded to the Office of Affirmative Action together with the candidates' files and committee documentation of the interview process. A copy of the recommendation should also be forwarded to the department chair. A copy of the completed Recruitment Summary Form is forwarded to the Office of Affirmative Action and the hiring department retains all resumes for 3 years.

 
For Professional Searches:

Committee deliberations for recommending a candidate to fill a professional staff position follow the same procedures as outlined above for faculty. A dean, vice president or unit administrator may wish to meet with the search committee to review their findings before the final written recommendation is sent forward. The meeting may be part of the procedure established at the outset of the search or a request may be made by the hiring officer to the search committee chair during the search process.
 

5. Checklist for the Search Process

SEARCH PROCESS	DATE
Authorization for recruitment given by dean, vice president or appropriate unit administrator and the Executive Vice President or Provost.
Search committee chair appointed, search committee identified, search procedure developed. Appropriate section of Recruitment Summary Form completed.
Affirmative action approval of job description, position announcement, and committee membership. Appropriate section of Recruitment Summary Form completed.
Announcement of position vacancy posted in professional journals, appropriate publications of minority and women's associations and in Vita Banks, with NASULGC, colleges and universities, etc.
Search committee meets and reviews applications; develops a list of final candidates. List forwarded to dean, vice president or appropriate unit administrator and to the Office of Affirmative Action. Appropriate section of Recruitment Summary Form completed.
The Office of Affirmative Action reviews the final pool.
Interviews conducted; finalist recommended, as appropriate, to department chair, dean, unit head, vice president or Provost. Appropriate section of Recruitment Summary Form completed.
Office of Affirmative Action informs search chair that approval process has been completed.
Search committee chair informs Office of Affirmative Action and, as appropriate, the department chair, dean, vice president or unit head of the result of the offer to hire.

1. Definition of Protected Class Members

Protected class members are individuals identified under Title VII of the Civil Rights Act as amended and Executive Order 11246. The following groups are considered to be "protected" under operative equal opportunity and affirmative action legislation:
 
Minorities--All persons classified as Black, Hispanic, Asian/ Pacific Islander, American Indian or Alaskan native.
 
American Indian or Alaskan Native-A person with origins in any of the original peoples of North America who maintains cultural identification through tribal affiliation, community or self-recognition.

Asian/Pacific Islander-A person with origins in any of the peoples of the Far East, Southeast Asia, the Indian Subcontinent or the Pacific Islands.

Black-A person not of Hispanic origin, i.e., with origins in any of the Black racial groups of Africa.

Hispanic-A person of Mexican, Puerto Rican, Cuban, South American or other Spanish culture or origin.
 

Disabled Individual--Persons with disabilities-Any person who:
 
1. Has a physical or mental impairment that substantially limits one or more of his or her major life activities,
2. Has a record of such impairment or
3. Is regarded as having such impairment.

 
• A disability is substantially limiting if it is likely to cause difficulty in securing, retaining or advancing in employment.
Women

Veterans
 

Qualified Disabled Veteran-A disabled veteran who is capable of performing a particular job with reasonable accommodation to his or her disability. Veteran of the Vietnam Era-A person who served on active duty for a period of more than 180 days, any part of which occurred between August 5, 1964 and May 7, 1975, and was discharged or released therefrom with other than a dishonorable discharge; or who was discharged or released from active duty for a service-connected disability if any part of such active duty was performed between August 5, 1964 and May 7, 1975.
Age
 
All persons who are 40 years of age or older.


3. Employment of Non-U.S. Citizens


The Immigration Act of 1990, enacted in October, 1991, imposes strict federal regulations on employers. To comply with the law, the University of Delaware must verify the identity and employment eligibility of anyone hired - regardless of the source of funding. The I-9 form*, Employment Eligibility verification Form, must be completed by every person who is hired.

To complete the I-9 form, which ultimately generates remuneration, the foreign employee (non U.S. citizen) must possess a visa type that permits him/her to receive payment/salary. As the Foreign Student and Scholar services is responsible for completing the I-9 form for all foreign employees, it is imperative that departments contact that office prior to hiring such individuals. INDIVIDUALS NOT WITHIN THE PROPER VISA STATUS WILL NOT BE ABLE TO RECEIVE PAYMENT. Please contact Foreign Student and Scholar Services (831-2115) for further information - the staff will be happy to advise you.

* A new I-9 form will be come available in the coming months.
 

4. Pre-Employment Interview


Understanding the types of questions that are appropriate and lawful to ask during a pre-employment interview is essential to complying with our equal opportunity obligations. The following guidelines are designed to help you understand the types of questions that are appropriate to ask during a pre-employment interview. The University of Delaware's application form is intended to be nondiscriminatory. Therefore, it can not be emphasized too strongly that you may ask certain questions about age, race, color, religion, sex or national origin ONLY if such questions are job related. If you are unsure what questions are permitted or not permitted, please contact the Office of Affirmative Action and Multicultural Programs for advice. There are three guidelines you should follow:
 

1. Ask only for information you intend to use in making a hiring decision.
2. Know in advance how you will use the information to make that decision.
3. Recognize that it is difficult to defend the seeking of information which is not directly relevant to the job.

 
TYPICAL INQUIRIES
 
• Marital and Family Status - If you ask any questions of this nature, you must ask them of both male and female applicants. You may ask whether the applicant can meet specified work schedules or has commitments or responsibilities that may interfere with the position requirements. You may not ask direct questions about the applicant's marital status, the number and ages of children and child care arrangements or pregnancy, present or potential.

 
• For instance, you should not ask if a married woman's husband is likely to be transferred or if a married man anticipates work absences because of his wife's health.

 
• Ancestry, National origin, Race or Color - You may ask what languages the applicant reads, speaks or writes fluently when necessary for the vacant position; however, you may not ask how language skills were acquired--that may reveal the applicant's nationality or race. You may not inquire as to the applicant's lineage, ancestry, national origin, descent, birthplace, mother tongue or the national origin of the applicant's parents or spouse.

 
• You may not ask an applicant questions about race, skin color, eyes, hair, or other questions directly or indirectly indicating race or color.

 
• Age - You may ask whether or not the applicant meets the minimum age requirements as set by law and may require that upon hiring, proof of age be submitted. You may not require an applicant to produce proof of age in the form of a birth certificate or baptismal record.

 
• Sex - You may not ask the sex of an applicant or any other questions which would indicate sex, except in the case of a bona fide occupational qualification--BFOQ. A BFOQ exists when, for some reason, the work cannot be performed by a member of one sex or the other. Sex designation can not be used as a factor for determining whether or not an applicant will be satisfied in a particular job.

 
• A BFOQ does not exist because a job involves physical labor such as heavy lifting.

 
• Education - You may ask about an applicant's academic, professional, or technical education which is a requirement for the position. You may not ask about the racial or religious affiliation of an educational institution. This may reveal the applicant's race, nationality or religious affiliation.

 
• Organizational Affiliations - You may ask about the applicant's membership ONLY when the name or character would not reveal the race, politics, religion, color or ancestry.

 
• Persons With Disabilities - You may not ask whether applicants have any disabilities or health problems--sensory, mental, or physical. Also, you may not conduct medical examinations until after you make a conditional offer of employment. If a conditional offer of employment is made, a medical examination may occur if the examination is required for all employees in that job category.

 
We have a responsibility to make an effort to accommodate employees and hire persons with disabilities as long as the accommodation does not create an undue hardship or the person with the disability does not create an immediate threat to the health and safety of that person or others. Our obligation does not require that a job be designed for the person with a disability.


5. INFORMATION AND CONTACT NUMBERS

 
• The Office of Affirmative Action on behalf of the Commission to Promote Racial and Cultural Diversity provides the following list of names and campus phone numbers to assist search committees in making underrepresented prospective employees' visits to our campus more welcoming. The following persons may be contacted to talk with prospective employees and/or to accompany them on campus. These individuals are chairs or members of the caucus indicated.

 

African Heritage Caucus	Dr. Francis Kwansa 831-6083
Asian/Pacific Islander Caucus
Jewish Concerns Caucus
Latino/Latina Caucus	Dr. Jorge Cubillos 831-2041
Lesbian, Gay, Bisexual Concerns Caucus	Richie Holland 831-2059 Kate Pohlig 831-1542
Persons with Disabilities Caucus	Karen Mancini 831-4643
Foreign Student & Scholar Services	Susan Lee 831-2115
Office of Women's Affairs	Rebecca Fogerty 831-8065


 
• The University of Delaware is committed to assuring equal opportunity to all persons and does not discriminate on the basis of race, color, gender, religion,, ancestry, national origin, sexual orientation, veteran status, age or disability in its educational programs, activities, admissions or employment practices as required by Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, the Rehabilitation Act of 1973, the Americans with Disabilities Act, other applicable statutes and University policy.  Inquiries concerning these statutes and information regarding campus accessibility should be referred to the Affirmative Action Officer, 305 Hullihen Hall,  (302) 831-2835 (voice), (302) 831-4563 (TDD).

3. ATTACHMENTS

One of the oldest institutions of higher education in this country, the University of Delaware today combines tradition and innovation, offering students a rich heritage along with the latest in instructional and research technology. The University of Delaware is a Land-Grant, Sea-Grant and Space-Grant institution, with its main campus in Newark, Del., located midway between Philadelphia and Baltimore. The University of Delaware has 10 colleges: Agricultural Sciences; Arts and Science; Business and Economics; Education; Engineering; Human Resources; Marine Studies; Nursing; Physical Education, Athletics and Recreation; and Urban Affairs and Public Policy.  Applications are now being accepted for a variety of positions.

- #94F031 Chairperson, Electrical Engineering - REQUIREMENTS: Earned doctorate in electrical engineering or a closely related field. Nationally recognized for scholarly accomplishments in an area compatible with the programs of the department. Must show administrative potential and have the vision and enthusiasm to maintain and develop the electrical engineering program. In addition to the undergraduate program, there is an active graduate program offering both M.E.E. and Ph.D. degrees. CONTACT: Send nominations and applications, including a current resume and names of three references, by Jan. 3, to: Mark A. Barteau, Chairperson, Electrical Engineering Search Committee, Chemical Engineering Department, University of Delaware, Newark, DE 19716; phone 302-831-8905. - #94F027 Assistant Professor of French, Foreign Languages and Literature--Full-time, time, two year renewable appointment, non-tenure track (tenure-track position possible, pending administrative approval). REQUIREMENTS: Earned Ph.D. and native or near-native speaking ability in both French and English. Specialization in 17th century literature. DUTIES: Teach French language courses at all levels, French literature and civilization courses and translation courses. Strong commitment to research and teaching essential. AVAILABLE: Sept. 1, 1994. CONTACT: Send letter of application, curriculum vitae, three letters of recommendation, graduate transcript and telephone numbers by Nov. 15, to: French Search Committee, Department of Foreign Languages and Literatures, University of Delaware, Newark, DE 19716. -94F030 Assistant Professor, Business Administration-A tenure-track position, pending final approval. REQUIREMENT: Must have completed all Ph.D. requirements by Sept. 1, 1994. Ability and commitment to publish in leading marketing journals. Should possess effective teaching skills. High quality teaching at the MBA-level is desirable. Preference will be given to applicants with interests in at least one of the following areas: sales, business-to-business marketing and strategy. One to four years? experience as an assistant professor helpful. CONTACT: Send a resume by Nov. 1 to: John H. Antil, Department of Business Administration, University of Delaware, Newark, DE 19716. -94F029 Assistant Professor, Business Administration -A tenure track position in operations management. REQUIREMENTS: Completed or anticipated completion of Ph.D. in a related discipline by Sept. 1, 1994. Must provide evidence indicating a strong commitment to scholarly research and effective teaching. Interest in quality management including applied statistics, data analysis, statistical process control and experimental design. Able to teach topics in the quality and productivity improvement area and traditional production management. DUTIES: Teach in both the undergraduate business and MBA program at DuPont and a new Executive MBA program scheduled for introduction in fall 1994. CONTACT: Send a complete resume and three letters of reference, by Dec. 1, to: Erwin M. Saniga, Operations Management, Department of Business Administration, University of Delaware, Newark, DE 19716. -#94F024 - Assistant Professor, Electrical Engineering-A tenure-track position in the area of electronic devices and materials. REQUIREMENTS: Must have a Ph.D. in electrical engineering or a closely related field. Interest in innovative semiconductor optoelectronics for heterostructure devices. Strong background in the applications of electromagnetics and quantum principles to these areas are particularly desirable. Must be committed to a career in experimental research and teaching. CONTACT: Send a resume, a description of research and teaching interests and the names and addresses of three references, by Jan. 3, to: Search Committee/DM, Department of Electrical Engineering, University of Delaware, Newark, DE 19716.

The University of Delaware is committed to assuring equal opportunity to all persons and does not discriminate on the basis of race, color, gender, religion, ancestry, national origin, sexual orientation, veteran status, age or disability in its educational programs, activities, admissions or employment practices as required by Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, the Rehabilitation Act of 1973, the Americans with Disabilities Act, other applicable statutes and University policy. Inquiries concerning these statutes and information regarding campus accessibility should be referred to the Affirmative Action Officer, 305 Hullihen Hall, (302) 831-2835 (voice), (302) 831-4552 (TDD). For more information on these positions or on other openings at the University of Delaware, please contact: Ronald F. Whittington Affirmative Action Director University of Delaware Newark, DE 19716 Telephone (302) 831-2835

Attachment 2 (Sample Only)

UNIVERSITY OF DELAWARE RECRUITMENT ADVERTISEMENT FORM Position Title: ___________________________  Position Number: __________________  _ Executive/Adminsrative  _  Faculty  _  Professional  _  Salaried Staff Department: ______________________________________________________ _ Full-time    _ Replacement             Incumbent _____________________ _ Part-time   _ New Position            Date Classified__________________ Classification Level ________________________ Affirmative Action:  Date Received ____________________________ Approval _________________________  _______________                     Signature                      Date

(Attach copy of advertisement approved by Affirmative Action) Where to Advertise:                                    Dates: ____________________________________  _____________________ ____________________________________  _____________________ ____________________________________  _____________________ ____________________________________  _____________________ Recommendation by Affirmative Action: _______________________________   _____________________ Category for Placement of Ad:_________________________________________________ (Example:  Education, Personnel, Administrative, Research, etc.) The approved advertisement will automatically be placed on the Employment Hotline (salaried staff and professional positions); U.D. Openings (professional and faculty positions); and Update (salaried staff, professional and faculty positions).

Department Contact ___________________________ Extension __________________ Account Code to charge:___________________________________________________ Signatory Authorization for Account Code:_____________________________________

 DISTRIBUTION: WHITE-Employee Services  CANARY-Affirmative Action  PINK-Department
 

Attachment 3 (Sample Only)

Attachment 4 (Sample Only)

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Please direct questions to the Executive VP office.