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What follows is a description of College procedures for some
important aspects of a search. The items are ordered according to
the timeline explained in the previous section.
Search Timetable (to be
approved as part of the Faculty Search Report I) |
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The timetable should estimate the
important dates—e.g., the dates for advertising, receiving
applications, screening, and on-campus interviewing—for the search.
Some of these dates (such as when an offer is to be made) will no
doubt be hopeful projections.
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Job Advertisement (to be approved as part
of the Faculty Search Report I) |
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Job ads require candidates to submit a letter
of application, a transcript, curriculum vitae, three
letters of reference, a discussion of research plans. A
statement of teaching philosophy is optional. Ads should also include a sentence such as:
“The department is particularly interested in candidates who
have experience working with students from diverse
backgrounds and a demonstrated commitment to improving
access to and success in higher education for
underrepresented students”; or “Candidates should describe
previous activities mentoring women, minorities, students
with disabilities, or other under-represented groups,” or
“Pomona College is committed to increasing excellence
through diversity and welcomes applications from women and
members of underrepresented groups.”
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Ads should also include a sentence such as
“Complete applications received by [date] will receive full
consideration.”
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Please mention that Pomona is one of the
Claremont Colleges. There is no need to mention graduate
teaching. It leads to unrealistic expectations and a
misplacement of effort.
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Outreach
and Advertising Plan and Budget (to be approved as part of the Faculty Search Report I) |
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Every search
prepares an outreach and advertising plan with the aim of ensuring
as large and diverse a candidate pool as possible. This may involve
special efforts to attract qualified candidates who can provide
diversity, such as placing advertisements in national publications
and in some cases in publications directed to members of
underrepresented groups; sending personal letters to department
chairs, mentors of graduate students, and potential candidates of
color; and making telephone calls to elicit responses from these
letters. Whenever possible, personal connections are used to
identify and recruit excellent prospects. To help recruit minority
candidates, members of the Affirmative Action Committee may be
contacted through the committee members. The Dean’s Office may send
names of additional possibilities.
If Faculty Search Report I, including
the advertisement, is submitted and approved by October 1,
the Dean’s Office will place an abbreviated version of your
ad in the Chronicle of Higher Education as part of a
joint Claremont Colleges listing. If your ad is too late
for the Chronicle listing, you must place it in at
least one print--as opposed to
electronic—publication (please see p. 6, below).
The advertising plan is accompanied by a budget in order to provide
one checkpoint for making sure that the whole search process will
stay within budget.
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Search Committee (to be approved as part
of the Faculty Search Report I) |
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The department selects a search committee, including a chair
and student representatives. Normally at least two students
will sit on a search committee for a tenure-track position.
However, if there are three or fewer faculty members on the
committee, then just one student may be selected. The
process for selecting students is to be developed by the
faculty and liaisons in the department. We also strongly
encourage all departments to consider appointing one faculty
person either from Pomona or one of the other Claremont
Colleges to the search committee as a full participating
member. The person would be chosen in consultation with the
Dean and Diversity Officer.
Faculty and student members will
discuss departmental concerns and needs relevant to the
search, as well as standards of confidentiality to be
maintained for the search. Student members are not to
discuss the contents of confidential letters in the
candidates’ files with anyone other than faculty members in
the department.
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Collecting Diversity Data |
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Faculty Search Report Part
II asks for data on the composition of the candidate pool in terms
of gender and ethnicity. Because some department personnel have
indicated that they find it difficult to compile these data, the
College has devised a procedure aimed at making the process easier
for departments. The Dean’s Office will provide metered postcards
requesting information on gender and ethnicity from the candidates.
The department is responsible for obtaining these postcards from
Rhonda Beron. In order to receive the proper postage, the cards must
be a particular size. Cards may be folded to fit into an envelope.
Be sure to put the name of the search in the card’s upper right hand
corner (e.g., “Math 3-year position”) and enclose the postcard in an
outer envelope when mailing it to the applicant. It is preferred
that a postcard be sent as soon as an application is received so
that the information might be received by the time Faculty Search
Report II has to be completed.
Applicants then complete and return the metered, self-addressed
postcards to the Dean’s Office, which will tabulate and forward the
results to the department for inclusion in Faculty Search Report II.
The department should request these results a day or two before it
is ready to submit Faculty Search Report II. The process is entirely
voluntary and anonymous on the applicants’ part.
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Narrowing the Pool |
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One or more search committee
members interview candidates by phone, by videoconferencing, (to
reserve a speaker phone or video conferencing, contact Joe Brennan at ext. 77355) or at
professional conferences; the committee should be the only group to
interview candidates prior to the selection of finalists. Student
members of the search committee will become involved in the search
at a point determined by the committee, but no later than the point
at which the applicant pool has been narrowed to about 20 files.
Student members will read files and be expected to consult with
other students to gain a broad student perspective.
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Campus Visits by Candidate |
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The
department should first make certain that the President and
the Dean are available for interviews. (For three-year
positions, only an interview with an Associate Dean,
normally Dean Wolf, is required.) The department should
also arrange for Division II candidates—and Division I and
III candidates as appropriate—to meet with Associate Dean
Cecelia Conrad about obtaining start-up funds. Start-up
funds are normally allocated to tenure-track faculty only.
Before making a candidate’s travel
arrangements, contact Rhonda Beron to obtain price
approval. Airline tickets purchased without prior approval
will be charged to the department (also see Managing
Search Budgets).
Departments that want to house their
candidates in Sumner House should contact Rhonda Beron prior
to booking a room with Beverly-Jean Coffman or other Public
Affairs employees. Arrangements made without approval will
be charged to the department.
The President and the Dean (for three-year
positions, the Associate Dean) must each be
given a copy of the candidate’s complete dossier, including
the cover letter, curriculum vitae, transcript, and letters
of reference. The department should bring the two copies of
the dossier over to Alexander Hall at least two days
before the candidate’s meetings with the President and the
Dean or the Associate Dean.
Student members of the search committee should
meet all candidates brought to campus.
The Women’s Commission should be given an
opportunity to meet with female candidates. Associate Dean
Toni Clark is the contact person.
To help recruit minority candidates, members
of the President’s Committee on Diversity may be contacted.
The chairs of Asian American Studies (Professor Sharon
Goto), Black Studies (Professor Hal Fairchild at
Pitzer
College), and Chicano Studies (Professor Ray Buriel) should
also be contacted as appropriate to arrange meetings with
minority faculty.
The department should make sure that all other
interested parties are aware of the campus visit schedules
and have an opportunity to see the candidates. This is
especially important in the case of candidates with
interdisciplinary interests. Please advertise your
candidate lectures in the Claremont Colleges events calendar
(http://www.calendar.claremont.edu).
At the end of the visit, the department/search
committee chair gathers opinions from those who interacted
with the candidate.
It is important to maintain consistency
throughout the search process. Each candidate who comes to
campus should be asked the same questions and required to
perform the same tasks, allowing, of course, for the
inevitable minor variations resulting from a candidate’s
particular profile (e.g., female candidates will meet with
the Women’s Commission). Please read the Interview Guide
to Fair Employment on the Dean of the College’s web page
and ensure that none of the questions posed to candidates
constitutes discrimination according to fair employment
laws.
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Recommendation to the Dean |
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After all campus visits
have been completed, the department meets and arrives at a
recommendation. Student members of the search committee will
participate in the meeting at which the final candidate is selected;
they are to be included in voting, depending on the style of the
department, and in the proportion or percentage they and the faculty
members of the search committee have determined in advance. As part
of Faculty Search Report III the department should prepare a
two-part recommendation, indicating,
- which of the candidates who
have visited campus are acceptable, how the department ranks them,
and,
- who is unacceptable and why.
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| Employability |
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As noted above, it is important to
determine in advance of an invitation to a campus visit if the
candidate will be able to provide the necessary documentation
regarding employability. During the search, the search committee is
allowed by law to ask candidates if they will be able to prove
eligibility to work upon commencement of employment should an offer
of employment be made. If the successful candidate is not a citizen
or permanent resident and does not have a permit allowing him or her
to work legally in this country, or has only a temporary permit and
is filling a permanent position, the college will assist the
candidate in obtaining employment authorization. The successful
candidate may, however, face serious immigration difficulties in the
long term if the position was not advertised in a print publication
(see p. 4, above).
The college will not provide such assistance for candidates
filling two- or three-year positions. These candidates need to
arrive with papers in hand.
In order to make sure that such work papers can be acquired by the
beginning of the academic year, the department must immediately
notify the Dean’s Office once the candidate accepts the offer. The department needs to be aware that contingency plans may be
required should such papers not be obtainable by the beginning of
the school year. In the case of short-term positions this may mean
offering the position to another candidate.
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After the Search |
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Once the department has hired a
candidate, please supply the Dean’s Office with the person’s
address(es) and phone number(s) for the period extending until
his/her move to Claremont.
If the department has hired a tenure-track candidate, please send
his/her search application and dossier to Rhonda Beron. These
materials must include a copy of the full page on which the position
advertisement appeared. Please highlight the ad in yellow. For all
others, we suggest that you observe the following schedule:
- Keep all search applications/dossiers for at least one
year.
- Keep the applications/dossiers of finalists for tenure-track
positions (i.e., the three or four candidates who visited campus)
for at least four years.
- Keep the applications/dossiers of successful candidates for non-tenure-track
positions (e.g., one-, two-, or three-year contracts) for at least
four years.
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| Contact Information |
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Gary Kates, Vice President for Academic Affairs and Dean of the
College
ext. 18137 or gary_kates@pomona.edu
Kenneth Wolf, Associate Dean of the
College and Diversity Officer
ext. 18518 or
kenneth_wolf@pomona.edu
Rhonda Beron, Senior Secretary
ext. 18518 or rhonda_beron@pomona.edu
Ilene Campbell, Administrative Assistant to the Dean
ext. 18137 or ilene_campbell@pomona.edu
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