Franklin College Faculty Recruitment Guidelines

The academic reputation of any University rests on the quality of its faculty. Nothing offers the opportunity to bring a program to higher levels of excellence more quickly than attracting and retaining the very best people.  Recruitment and retention of new faculty are thus vital to the continuing development of the University of Georgia.

If we are to build outstanding departments, we must aggressively pursue the best candidates.  Search committees should not place the job advertisement and then wait to see who applies.  A passive approach to recruiting faculty rarely yields the best pool of candidates.  Effective recruitment requires placing ads in multiple venues, personal (not form) letters sent to potential applicants from people they may know personally or by reputation, personal calls to potential candidates inviting their applications, among other strategies.  Devoting space on the department’s website to the search, and then directing applicants to it, can be helpful, if the website is up to date and effectively showcases the department’s strengths.

When conducting interviews with the finalists for a position, your search committee can rarely go wrong by offering “red-carpet” treatment.  Candidates brought to campus should feel that they are being actively courted as members of UGA’s community of scholars.  Courtships are always better than inquisitions, and the courtship doesn’t end when the campus visit is concluded.  Maintaining regular contact with preferred candidates following the campus visit and until the position is filled is important.  Making sure that candidates that are not selected are informed of the decision in a timely and sensitive manner reflects well on UGA and on the department conducting the recruitment.
 
Effective recruiting requires a great deal of time and effort, but the payoff is a better department and an intellectually rich and vibrant scholarly community. 

Guidelines

  1. The Department Head or Director (hereafter, unit head) makes the request for faculty recruitment by entering the necessary data into the online faculty recruitment dabatbase and notifying the Dean that the request has been posted.  If renovations will be necessary, it is the unit head's responsibility to obtain an estimate of these costs from the Physical Plant Division before recruitment begins.  Renovations to research space must be planned and approved by Assistant Vice President for Research Carl Bergmann, prior to obtaining an estimate from Physical Plant.  The Dean or the Dean’s designee will discuss projected startup costs with the unit head and with the VP for Research and/or the Provost prior to approving the recruitment.
  2. Faculty recruitment may be initiated only after written approval by the Dean. Tenure-track positions will generally be authorized for recruitment at the level of assistant professor. However, in exceptional circumstances a senior-level search may be authorized if the need is clearly evident.  A “Request to Fill a Position” form must be completed for every hire. (Confirm any exceptions with Kellie Borders; kborders@uga.edu).
  3. The unit head will propose the members of the search committee to the Dean in writing.  At least one member from outside the unit must be included on the search committee, and appropriate diversity in committee composition must be ensured.  The Dean must approve the composition of the search committee before members are appointed.  Please record the members of the search committee on the faculty recruitment database.
  4. The College requires that all faculty search committees actively and aggressively pursue recruitment of individuals from underrepresented groups. The unit head is responsible for ensuring that the search is conducted in compliance with the University's Affirmative Action/Equal Opportunity guidelines. The Dean and the AA/EEO Office must approve each job advertisement before it is published or circulated. In addition to the statement that the University is an AA/EEO institution, the ad should include a sentence such as "The Franklin College of Arts and Sciences, its many units, and the University of Georgia are committed to increasing the diversity of its faculty and students, and sustaining a work and learning environment that is inclusive. Women, minorities and people with disabilities are encouraged to apply. The University is an EEO/AA institution."
  5. PERM-Department of Labor advertisement guidelines require a statement about the work environment. To satisfy this requirement, the ad should include a statement such as "Georgia is well known for its quality of life in regard to both outdoor and urban activities (www.georgia.gov). UGA is a land and sea grant institution located in Athens, 90 miles northeast of Atlanta, the state capital (www.visitathensga.com; www.uga.edu)."
  6. A PDF file of the approved ad should be submitted to Ms. Karen Coker (kcoker@uga.edu) for posting on the college’s Office of Inclusion and Diversity Leadership website.
  7. Before candidates are invited to campus, the unit head must present the search committee’s diversity efforts to the Dean for approval.  Any newly identified candidates will be reviewed in the same manner undertaken for all other candidates.  Invitations to interview the top candidates may be extended by the unit head following receipt of the Dean’s approval. 
  8. At least two job candidates should be invited for campus interviews for each opening, and in many cases, three or four candidates may be optimal.
  9. When a candidate is brought to campus, the unit head and search committee chair must arrange meetings with appropriate university officials, including members of the Dean’s office.  Heads should schedule interviews with the associate dean responsible for their division and should consult with the Dean about other individuals who should be included in the interview schedule.  In general, senior candidates for faculty appointments who require sizable start-up funds will interview with the Office of the Vice President for Research.
  10. Results of the faculty review of the job candidates following the interviews should be reported to the Dean.  In consultation with the Dean, the unit head will make a decision about extending a job offer.  The head must discuss the entire package of commitments involved in a job offer with the Dean before discussing these commitments with a job candidate. Commitments include but are not limited to:
    1. level of position;
    2. any recommendation of tenure or credit toward tenure (see 9 and 10 below); 
    3. academic-year salary;
    4. any summer-school salary;
    5. teaching load;
    6. space, including any renovation costs;
    7. start-up costs of research; and
    8. moving expenses.
  11. The Guidelines for Appointment, Promotion, and Tenure state that "A maximum of three years credit toward the minimum probationary period may be allowed for service in tenure-track positions at other institutions, or for service as an instructor at the University of Georgia or prior service in other appropriate professional activities (as defined by the PTU and approved by the dean). Such credit for prior service shall be approved in writing by the President at the time of the initial appointment to the rank of assistant professor or higher."  If you wish to recommend prior credit towards tenure, you must discuss the recommendation with the Dean's Office and must clearly state and explain it in the letter of offer.  You must also indicate the number of years of prior credit in the space provided on the appointment form when you submit it.  Use of prior credit by the candidate once on campus is optional.
  12. The University will consider requests for immediate tenure for senior candidates for appointment. A request for immediate tenure is not routine and must be discussed with the Dean before it is raised with a job candidate. In each case, a request must be made before tenure can be granted. This process may take some time, so it is not possible to guarantee immediate tenure in a letter of offer. Rather, the letter can state, "We will request that the University grant you immediate tenure." Guidelines for recommending tenure on appointment can be found by clicking here.
  13. A vote to appoint a new tenured or tenure-track faculty member must be accompanied by a separate vote by eligible faculty to grant the appointee Graduate Faculty status.  The recommendation must be reported to the Dean and must include a letter of support from the unit head, the departmental vote, and the appointee’s vita.  The Dean's Office will report this recommendation to the Graduate School Dean.  The letter of offer should contain a statement indicating that the appointee will be recommended for Graduate Faculty status.
  14. An offer letter template should be used in preparing the job offer letter.  The template can be requested from Kellie Borders at kborders@uga.edu.  The offer letter should be a strong and positive statement of the unit’s desire to have the candidate as a member of the faculty, stressing the attractions of the unit, and of the College and University. 
  15. The Dean’s Office has created a new Franklin College Commitment form for faculty hires.  The commitment form is intended for internal use and should not be shared with the candidate.  The purpose of the form is to have a record of all commitments.  Kellie will send this form to you in a separate message. 
  16. All job offers must be signed by both the unit head and the Dean, and in some cases, additional signatures may be necessary.
  17. The unit head should promptly forward to the Dean a copy of the acceptance or refusal letter.
  18. The unit head should submit the “UGA Affirmative Action Checklist on Faculty-Type Appointments” to the AA/EEO office.
  19. The Dean's Office reimburses up to $4,000 in expenses for each position recruited. The expenses include costs of publishing a job ad, as well as travel and lodging expenses for interviewees.  With prior approval, expenses for travel to a meeting for recruitment purposes may be reimbursed. Any additional expenses (entertainment, etc.) should be borne by the department.  Departments should make every effort to reimburse faculty for reasonable entertainment expenses associated with recruitment.  Departments with seriously limited resources for recruitment may request additional assistance from the Dean’s office. 

Revised September 3, 2013