Below is the required review and reporting procedure followed by the Personnel Office for completion of all departmental Staff Officer of Research searches and by the Director's Office for all Professional Officer of Research searches. It ensures compliance with University EEO/AA Guidelines:
University Search Report for Officers of Research:
The University's affirmative action procedures require that no initial offer of appointment as a full-time compensated Officer of Instruction or Research may be tendered to persons outside the University without the prior clearance of the Provost and Dean of Faculties. In addition, units must obtain clearance from the Provost prior to the appointment of postdocs if they contemplate offering these persons positions as officers of research at the conclusion of their postdoctoral training.
Officer of Research Monitoring Committee:
A Faculty Affirmative Action Advisory Committee, appointed by the Provost and Dean of Faculties, is charged with advising on whether to give affirmative action clearance for Faculty and Research appointments and for appointments of Officers of the Libraries. The Committee consists of seven Officers of Instruction, one Senior Officer of Research, one Senior Officer of the Libraries, the Associate Provost who serves as an ex officio member, and the Vice Provost for Academic Administration who acts as its chair, and contains a substantial representation of women and minorities. The primary function is to review search reports submitted by the various units and to recommend whether clearance is to be granted or withheld. When documentation is unclear, the committee may request, in writing or through conference, additional information from the dean, department chair or director. In considering clearance requests, the committee does not judge the qualifications of any candidate, but is concerned solely with ensuring that appropriate procedures have been followed and that substantive reasons are given for setting aside the candidacies of those judged less qualified.
Research Monitoring Committee Forms:
For the Committee, the hiring unit must prepare five forms:
Form I-Search Report for Officers
This form serves as a cover sheet and includes up to five candidates, name, proposed title, anticipated start date and if applicable, proposed end date. Also, to report whether this is one of the standard searches or a variance# from those procedures. This must be signed by the department representative. For the Personnel Office, the LDEO Manager, for the Director's Office, the Deputy Director.
Form II-Summary of Statistical Data
This form requests the number of applicants by gender and ethnic category, aggregate data on the total number of most qualified candidates, and on the number who are women and minorities and the total number for whom you are seeking clearance, and the number who are women, minorities or other special status categories.
Form III-Applicant Pool Report
This form should be used if more than one applicant was considered for the appointment. List alphabetically all applicants, including the most qualified candidates and the nominee(s). For each, show current institutional affiliation, referral source, date of interview and special status*, if applicable.
Form IV-Special Status Applicant Report
List all applicants in special status categories who were not considered among the most qualified and state specific reasons for non-selection.
Form V-Most Qualified Candidates Report
List in descending order, all applicants judged to be most qualified and were given serious consideration, including any who withdrew or declined. Give specific reasons for selection and for judging less qualified.
A complete folder includes:
- Forms I,II,III,IV,V
- the CU Posting, if applicable
- copies of Media Advertisements
- Resume of Selectee
In addition, all applicant resumes/applications must be provided even those who neither met or exceeded the minimum qualifications or were interviewed.
In addition to women, the following have special status under Federal Equal Opportunity and Affirmative Action legislation; Minority: any person having racial or ethnic origins defined by one of the following categories:
- Asian/Pacific Islander
- American Indian/Alaskan Native
- East Indian
- Persons with Disabilities
- Disabled Veterans
- Vietnam era Veterans
Also to be noted:
- Internal applicants and Employees on Layoff.
In certain circumstances, a search of the usual breadth, or indeed any search at all, is considered inappropriate. These include but are not limited to cases such as:
- one of a limited number of scholars
- a nationally recognized "star"
- part of a recognized research unit headed by a recent appointee promotion of an outstanding member of the research support staff Etc.
While a school or department needs flexibility in such situations, clearance must, none the less, be requested, and the department must include with the Search Report a detailed description of the circumstances that justified the variance.