About

Policy 1444 – Search Policies and Procedures for Positions of Dean or Higher

Revision Date: 1/7/2011

Responsible Office:  Office of the President

Reference:  University of Louisiana System, Policy FS-III.II.B-1a


In an effort to attract qualified and diverse applicants, a variety of recruiting
and selection actions may be employed when seeking individuals to fill campus positions
at the level of vice presidents, deans or athletic directors. Regardless of the actions
taken, all state and federal affirmative action and non-discrimination laws shall
be followed. In addition to the guidelines provided herein, search processes should
reflect campus practice and policy, be conducted in a timely and professional manner,
and respect the individual’s rights to confidentiality to the extent permitted by
state law.

The university President is charged with the responsibility for ensuring oversight
and implementation of this policy.

I. DEFINITIONS

  1. Applicant: an individual who has applied for a position or a nominee who has agreed
    to be considered for the position.

  2. Candidate: an individual who has been invited and has agreed to a formal interview.

  3. Nominee: an individual whose name has been submitted for consideration by a third
    party.

II. PROCEDURES

  1. Search Committee Composition and Charge 

    1. A search committee shall be appointed by the President or his designee and contain
      an appropriate mix of faculty, students, staff and others relevant to the position
      of interest. Every effort shall be made to secure diversity in the composition of
      the search committee.

    2. The committee shall be responsible for recruiting a qualified applicant pool, reviewing
      resumes, selecting candidates to interview, interviewing candidates, and recommending
      and/or ranking candidates for hire for a specific position.

  2. Search Authorization

    1. The search process shall commence as quickly as is reasonably possible after it becomes
      known that an administrative vacancy will occur.

    2. The President or his designee shall define a charge to the search committee and outline
      timing considerations.

    3. The President or his designee, working with the search committee, shall develop a
      position description that includes minimum qualifications and any prerequisites of
      the position, position responsibilities and any special criteria, circumstances or
      issues regarding the position. Preferred qualifications of the person to be chosen
      will also be determined.

  3. Search Committee Chair

    1. The President or his designee may appoint the search committee chair or may request
      the committee to select its own chair.

    2. The chair shall ensure that minutes of each meeting are taken and distributed to committee
      members and the President or his designee and will liaise with applicants and candidates
      as necessary.

  4. Search Committee Process

    1. The President or his designee in consultation with the search committee shall develop
      a national recruitment plan that is appropriate to the search of interest. Various
      search tools may be employed, including but not limited to advertisements in state,
      local and national newspapers, higher education publications and other appropriate
      media. The use of technology may be utilized when feasible to facilitate the search
      in a cost efficient manner. External consulting firms may also be employed to help
      with the recruiting efforts.

    2. The President or his designee shall work with the EEO or appropriate campus officer
      to ensure that effective recruitment mechanisms for women and minority candidates
      exist and that the search committee is provided relevant instruction on these matters.

    3. A documented search process shall be required for the review and evaluation of all
      applicant materials. The search committee shall develop objective measurement tools
      and selection criteria, as well as the evaluation process which shall be consistently
      applied to all applicants.

    4. When the search committee has completed its vetting of the applicant pool, it shall
      work with the President or his designee to determine the candidate(s) to be invited
      to interview. The decision to include an individual as a candidate should be based
      upon judgment of their comparative professional merit relative to the requirements
      specified in the job description.

    5. The committee shall be charged with interviewing the candidate(s) in an open forum.
      Candidates shall also be available for additional public meetings with other groups
      as deemed appropriate by the committee.

    6. The final candidate recommendations, signed by each of the committee members confirming
      the committee’s choice(s), shall be submitted to the President or his designee. The
      President or his designee shall be responsible for discussions with the candidate
      concerning conditions and prerequisites of employment in accordance with applicable
      administrative policies.

  5. Release of Candidate Information

    The university administration shall make it clear to all applicants that the university
    may make public certain information; consistent with State open records laws.

  6. Administrative Support

    The university administration shall provide the search committee with adequate resources
    and assistance to carry out the committee’s responsibilities; and shall designate
    a sole spokesperson to report on committee activities and the status of the search
    process.

  7. Central Repository of Search Information

    Final search committee records and reports shall be kept in the personnel/human resources
    office (or EEO office) and be designated as personnel files, consistent with the open
    records rules and regulations

III. BOARD ACTION

The Campus President shall submit his recommendation as an agenda item for Board approval
along with an outline of the process used in the search.

Additionally, Board staff will be provided with: search committee minutes (for each
meeting indicate meeting date, members in attendance, applicants/applications reviewed,
and actions taken); the number of applications received; the number of candidates
interviewed; and the makeup of the search committee. The Board staff shall focus on
reviewing the selection process rather than the credentials of individual candidates.

When necessary, the institution may be requested to submit the entire search committee
files for Board staff review prior to Board approval.