CAPM 100.500-Appendix I



Making the final selection
Proposing the final selection of candidates requires an evaluation of relative strengths and weaknesses. Individuals identified as interviewees (already interviewed at this point) will each have promising characteristics; the final ranking should reflect how the search committee evaluated these qualities, and the basis for that evaluation. The criteria applied must be applied uniformly to all interviewees .

Conducting interviews
All candidates that are identified as interviewees must be interviewed . This is part of senate faculty searches and many temporary positions. Since the number of interviews to be conducted is generally limited due to time and resource constraints, additional names may be identified as alternate interviewees in case an interviewee withdraws or no suitable candidate is identified after the first round of campus visits. The search committee may wish to take advantage of professional meetings or previously scheduled visits to meet likely candidates for a position under recruitment. Such meetings will not replace formal campus interviews, unless prior approval is received from the assistant vice chancellor for Academic Personnel. Campus visits are also an opportunity to seek student and non-faculty response to candidates and to observe styles of presentation and interaction.

Permissible questions
During an interview questions are strictly limited by State and Federal law. Certain inquiries are permitted only after employment. Questions asked in interviews should be uniform and use the same job-related criteria as advertised. Evidence of inappropriate questions can be the basis for delaying or invalidating a recruitment, or can lead to charges by applicants of unfair or discriminatory employment practices with State or Federal agencies.

Unacceptable inquiries
These inquiries are any which directly or indirectly limit a person's employment opportunities because of race, color, religion, national origin, ancestry, cancer-related medical condition, disability, marital status, gender, military service, or age over 40. Specifically unacceptable questions include:

Maiden name Age or age group
Birthplace of applicant, parents, grandparents or spouse National origin, native tongue, or how ability in foreign language was obtained
Race or color Gender
Sexual orientation Marital status (before hiring)
Number and age of children, who cares for them, or plans to have children Religion or religious customs
Physical data that is not specifically job-related Likewise, certain documents cannot be requested:
Proof of citizenship (before hiring) Photograph (before hiring)
Arrest record Military service records
References that might reflect race, color, religion, gender, national origin, or ancestry  

Acceptable inquiries:

Place of residence If hired, whether the person can show proof of minimum legal age requirements
If hired, whether the person can show proof of legal right to work in the United States What languages the person reads, speaks, or writes
Job-related organizations, professional societies or other associations, omitting any which indicate race, creed, color, gender or age References

Thorough discussion of those interviewed
A thorough evaluation of the individuals who were interviewed (interviewees and any alternate interviewees) is essential. It helps record a thorough evaluation of the finalists for the position and the basis for the search committee's decision. Ranking of the finalists may be appropriate and also identifies alternate selected candidates, should the first choice withdraw from consideration during the review for appointment, or decline an offer of appointment.

If the recruitment as advertised involves more than one position, all those to be proposed for appointment must be identified. Certain pool recruitments for temporary positions may identify a number of possible appointees over a specified period of time. Each of these names must be identified as selected for possible review for appointment.

Documentation of the final ranking
Part C of the academic recruitment record is required for every recruitment. This includes recording the reasons for the final selection and possible ranking of those alternates should the first, second, etc., choice withdraw from consideration. The name or names of those who will be proposed for appointment are to be indicated.

Changes to the final ranking
Any changes to the final ranking require review and approval. Declines, withdrawals, or selection of alternate choices after the completion of the recruitment record need to be recorded with the Academic Personnel Office (APO), so that an accurate record of all the search committee's efforts will be compiled.

Review of the final ranking
The review of the final ranking of individuals in searches differs depending on the level of the position under recruitment. Final approval of the recruitment record constitutes authorization to initiate the review for appointment.

  • For senate faculty positions, the final ranking with the name of the person or persons proposed for appointment is completed and submitted immediately to the APO . The dean may require additional information. When the dean approves the final ranking, the dean returns Part C to APO . The entire recruitment record is then prepared for review by the assistant vice chancellor for Academic Personnel (AP). When the assistant vice chancellor for AP has approved the recruitment record, the signed Affirmative Action Approval Sheet will be sent to the hiring unit, with a copy to the dean. This written approval is authorization to proceed with the review for appointment. The original search documentation is retained in APO.
  • For full-time and part-time temporary positions, the final ranking should be completed and the entire recruitment record assembled and submitted to APO . The complete record is then reviewed for compliance by the dean. If the record of the search is approved, the dean issues a letter of compliance to the hiring unit, and the review for appointment may begin.

*** DISCLAIMER : This document is intended to supplement the Academic Recruitment policy. Please refer to CAPM 100.500 - Academic Recruitment, for complete discussion of policies and procedures regarding academic recruitments