Search Forms & Resources

(A Coordinator's Guide)

Coordinator's Responsibilities

The Office of Equal Opportunity and Diversity bears responsibility for developing procedures for and monitoring all faculty and administrative professional searches to ensure compliance with affirmative action and nondiscrimination requirements and to assist the University in meeting its diversity goals. Each unit has an E.O. Coordinator who participates and assists in that process.

Specifically, the E.O. Coordinator serves as the liaison between the search committee and the Office of Equal Opportunity and Diversity during the search process.

Search Committee Meetings

Although the E.O. Coordinator has the right to attend all meetings of the search committee, in many instances this will not be feasible. The E.O. Coordinator, however, should attend one meeting early in the process to explain the role of the E.O. Coordinator, provide resources for advertising, and his/her expectation of future contacts. Contact should be maintained throughout the process for the review of any screening instruments used, the composition of the applicant pool, and the elimination of candidates.

Reviews of the Applicant Pool

  1. A review should be done two weeks prior to the closing deadline to determine the composition of the applicant pool to ascertain whether the pool contains sufficient diversity to allow the recruitment phase to close or whether the search should continue.
  2. A review should be done prior to extending invitations for interviews. This review should involve an evaluation of the files of all protected class applicants, as well as those of applicants to be interviewed. The results of this review should be communicated to the Office of Equal Opportunity and Diversity. This step will allow for the inclusion of any protected class applicants in the interview process. Such inclusion is not automatic, but is based on the assessment of the E.O. Coordinator, Office of Equal Opportunity and Diversity, and search committee. Failure to take this step may result in a delay at the point of offer.

The final review shall be done by the Director, Office of Equal Opportunity and Diversity, or designee. Applicants files for protected class candidates, as well as candidate selected for the position, shall be made available. Other items may be requested. Only following approval of the Office of Equal Opportunity and Diversity is an offer to be extended.

Records

Applicant Information Cards are sent to all candidates. These are returned to the Office of Equal Opportunity and Diversity where they are reviewed and then forwarded to the appropriate E.O. Coordinator. The E.O. Coordinator is to retain these cards until the completion of the search at which time they are to be mailed back to OEOD with the final packet. Cards are not to be forwarded to the search committee for use during the search. The E.O. Coordinator will notify the committee periodically as to the composition of the pool so that appropriate efforts may be made to enhance its diversity.

Green Applicant Check-off Forms

This should be placed in each file to ensure consistent treatment in terms of communication with the applicant and points of evaluation.

Affirmative Action Compliance Form

This should be completed as indicated and forwarded along with the Coordinator's Checklist as soon as possible after the completion of the search.

Coordinator's Checklist

This should be maintained by the E.O. Coordinator only. This document is evidence of the E.O. Coordinator participation in and monitoring of the process. It is not to be maintained or completed by another individual. The E.O. Coordinator should retain a copy of the checklist.

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