Following formal approval of your organizer by the Provost, the Chair/Director or Designee will develop a search packet in PageUp within one month.
Completion of the PageUp packet will facilitate the creation of the Interfolio shell and allow you to reserve interview slots. Once the content is approved by HR (see below), the ad text can be entered.
For assistance with PageUp, please see the instruction guide for PageUp on the Human Resources website.
Once personnel requisition information is entered, upload required documents:
- Preliminary Recruitment and Selection Report (PRSR)
- Recruitment Plan for Inclusive Excellence
- Ad and Rubric(s)
Concurrently, Lisa Thomas in the Dean’s Office will provide the department-level administrator access on Interfolio to administrative staff and Chair/Director if they do not already have this. The Provost’s Office describes the purpose of this software and a few links here. Department administrative staff or Department Chair creates a new position shell and department administrative staff gives Search Committee Chair the role of committee manager on Interfolio:
- Each position authorized for search has its own new position shell (that is, multiple searches should not be combined in a single position shell).
- Search is given a proper title, but all text fields are TBD.
- Search is set as not published prior to formal approval; open date is set to an arbitrary date, 2 months in the future.
- Search committee members may be entered at this time.
- Interfolio creates a unique position number based on the new position shell, which is used in the Draft Ad text.
NOTE: Language on Interfolio submission instructions should be added to job ad in PageUp: “Please submit all application materials via Interfolio (apply.interfolio.com/insert new position number here). For questions, please contact Ms./Mr./Dr. XX YY (xxyy@umbc.edu).”
Contact Tammy Brown ASAP after Provost approval of your search to reserve time slots for finalist interviews in the Dean’s Office and to coordinate with the Provost’s Office.
HR Approval
The search approval process is accomplished through PageUp. During the approval process, the Dean’s Office does an internal review of all uploaded materials, including the Recruitment Plan for Inclusive Excellence and the ad and rubric(s); the approval process moves from the Dean’s Office to HR for final approval of the ad. The Department is notified following HR approval.
ONLY after the Department is notified that HR has approved the ad in PageUp, may the department/program publicly announce its search.
After HR approval through PageUp, the Department/Program enters the approved search ad text in the appropriate Interfolio search fields and sets the position to go live at a date of its choosing. (See separate instructions for more details on creating and administering positions in Interfolio in CAHSS Interfolio guides, updated screens and information available on Interfolio support on their website.)
Approved search ad text can then be sent to the advertising venues of the Department/Program’s choice with special attention to the diversity venues highlighted in the PRSR.
Department administrative staff also gives permission for Search Committee members and Faculty members to have evaluator role/access on Interfolio.
RESOURCES & ASSISTANCE FOR ACTIVE RECRUITMENT
Funding: The Dean’s Office will provide up to $5,000 per search, some of which may be used for a faculty member to attend a conference for recruiting purposes. Ideally, faculty members attending conferences for other reasons (delivering a paper or poster session, etc.) will use those opportunities to identify and recruit potential applicants. Departments may not conduct formal interviews at conferences. (This can be disadvantageous to candidates who cannot attend the conference and must be interviewed in another way, e.g., Skype.)
Additional recruitment funding: In addition to the $5K provided to departments for each search, the Dean’s Office will make available up to $1K that the department may use for active recruiting of a diverse candidate pool. These additional funds can be made available if, for example, there is a compelling plan related to additional advertising (e.g., postcards to select departments; advertisements in annual meeting programs), or to support 9-month faculty members who devote summer (off-contract) time to specific recruiting activities (time at conferences dedicated to recruiting, network contacts, etc.). These funds will be accessible to the Chair, to allocate as appropriate, consistent with the department’s Recruitment Plan for Inclusive Excellence. The Chair should report on the use of this money and what was accomplished by the faculty member(s) who received it (activities performed, contacts made, results of those contacts), to be included as part of the Report on Recruitment Activities.