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Problems That May Arise During A Search

Experience has shown that every search effort is different. Occasionally, situations will arise during a search that requires special attention. Some are listed below:

Inadequate Candidate Pool

If a search committee is not satisfied with the quantity and/or quality of the applicant pool, it may consider:

  • Revising the job requirements—Re-evaluate the qualifications of the position. If revisions are made, the new job description must be reviewed by OED and the position must be re-advertised. All applicants from the former position must be notified of the revision and invited to re-apply.
  • Re-advertise the position in different venues—Consider expanding recruiting and advertising efforts to include a wider range of regional or national publications as well as making personal contacts with potential applicants in the academic discipline or service profession.
  • Recruit from Within—Consider searches currently underway (or recently completed) at the university. If they represent job positions at the same rank, job title, and require the same job qualifications, consider contacting members of that applicant pool to encourage them to consider applying for your pending position.

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 written request to place the search on “Hold”. The request, submitted to all appropriate administrators, should identify the job position, status of the search, and reason (s) for the “Hold” request.

Extension of a Search

Usually, a search is approved for a year or less, beginning with the approval date on the Request to Search Form. If a search goes beyond the expected one year period, the Department Head/Director should submit a letter to all appropriate parities requesting an extension of the search and explaining why an extension is needed. If an extension is granted, applicants for the existing search must be notified of the status and asked if they wish to remain as applicants for the extended search.

If OED determines that the length of the extended search may render the existing applicant pool to be non-viable, OED may recommend closing the existing search and opening a new one. If this occurs, applicants for the existing search must be notified of the status and asked to consider re-applying for the newly opened search.

Candidates Who Apply After Approval of the Narrative Summary

It is strongly suggested that all searches should be advertised with open dates for applicants (ex. Applications will be accepted until the position is filled). This would allow the Search Committee to receive and consider applications until the position has been filled. If the Search Committee wants to add a “late” applicant to the approved principal and alternate pool list, the committee chair should const with OED to amend the narrative summary form. This will involve a written memo from the Department Head/Director to OED and any other appropriate administrator explaining the circumstances, a copy of the applicant’s resume/vitae, and strength and weakness statements regarding the candidate.

Initial Offer is Rejected

If an offer is made to a candidate who rejects the offer, the Department Head/Director can review the viable pool of acceptable principal and alternate candidates. If the Department Head/Director wishes to make an offer to one of those candidates, the Department Head submits a RTO Form with the name of the new proposed candidate for review and approval by all signatory offices. Upon approval by OED, the offer process can again be initiated. If the offer is not accepted by any candidate, the Department Head/Director should provide written notice to all appropriate offices and consult with OED to determine what actions will be taken on the existing search.