Problems That May Arise During A Search

Occasionally, problems will arise during a search. Listed below are a few situations that may require special attention.

Inadequate Candidate Pool

If a search committee is not satisfied with the applications received for a position, it may wish to consider:

• revising the job requirements—the search committee may wish to change the stated required qualifications for the position. If this occurs, the new job description must be reviewed by OED and must be readvertised. Additionally, applicants for the former position must be contacted and invited to reapply. This can be accomplished through correspondence.
• readvertising the position in different publications—the committee may wish to consider expanding its advertising efforts to include a wider range of regional or national publications.
• increasing personal contact efforts—the committee may wish to consider participating in regional or national conferences as part of its recruitment efforts.

Placing a Search on “Hold”

Sometimes a department will begin a search that cannot be filled as expected. In such situations, the department should submit a request to place the search on “Hold”. The request should identify the search, the status of the search, and the reasons why the “hold” is requested. The request should be submitted to all appropriate parties (Dean, Vice Chancellor or Chancellor and OED) for review and signature.

Extension of a Search Beyond a Period of One Year

Usually, a search is approved for a period of one year beginning with the approval date on the Request to Search form. If a search goes beyond the expected one year period, the Department Head must submit a letter to all appropriate parties explaining the status of the search and the reason for the requested time extension. Extensions are typically granted for an additional 6-12 month period. If an extension is granted, applicants for the existing search should be notified of the status and asked whether they still wish to be considered as applicants for the extended search.

If it is determined by OED that the length of the extended search may render the existing applicant pool to be non-viable, OED may recommend that the existing search be closed and that a new search be opened. If this occurs, the existing applicant pool should be notified of the status of the search and asked whether they wish to reapply for the position.

Candidates Who Apply After Approval of the Narrative Summary (“late” applicants)

It is recommended that all searches be advertised with open dates for applications (see # 7, page 4). If a search has been advertised in this manner, the Search Committee can continue to consider applications until the job has been filled. If it is the opinion of the Search Committee that a “late” applicant should be considered a principal or alternate candidate, the committee chair may consult with OED and add the applicant to the Narrative Summary form.

To add an applicant to the principal or alternate pool, the requesting department should write a memo to the appropriate Dean or Department Head explaining the circumstances. The memo should include signature lines for the Provost/Vice President and OED. A copy of the applicant’s resume should be attached to the memo.

Initial Offer is Rejected

If an offer is made to a candidate who then rejects the offer, the department head or director can mark through the name of the “proposed employee” on the Request to Make an Offer form, write in the name of the new proposed candidate, and update the “proposed employee” information. The new proposed candidate must be someone identified in the approved search. The department forwards the amended Request to Make an Offer form to the Dean or Director, Provost or Vice President, and OED. Upon approval by OED, the offer process can again be initiated.

If the position is not accepted by any candidate, the Department Head should provide written notification to all appropriate offices and consult with OED.