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Each department conducting a search is to manage its own
search budget using funds transferred from the dean’s office
to the department for that purpose. In consultation with the
chair, the administrative assistant fills out two Search
Budget Worksheets, the first (Search Budget Worksheet I) to
be submitted shortly after Search Report I and the second
(Search Budget Worksheet II) to be submitted shortly after
Search Report II. Once these budgets are approved by
Associate Dean Wolf, the total amounts allocated are
transferred to the department. It is the responsibility of
the chair and administrative assistant to manage these funds
in accordance with the approved budget. If, in the course of
the search, unforeseen circumstances (e.g., the need to
bring an additional candidate to campus) create a “spike” in
search expenditures, the department submits a revised budget
to the Associate Dean for his approval so that the
additional funds can be transferred to the department. If,
at the end of the search, the department has not spent the
entire amount allocated for the search, the surplus will be
added to the department’s unrestricted budget line. If the
department should spend more than the budgeted amount, the
additional expenses will come out of the department budget.
Once the search is over, the department submits to the
Associate Dean a final budget (using the same “Search Budget
Worksheets”) that accurately reflects the actual
expenditures related to the search.
Remember that the college’s recruiting budget is used
exclusively for
- advertising
- recruiting trips by faculty search committee members
- campus visits by candidates
Departmental budgets are expected to cover the costs of
- stationery
- postage
- telephone calls
- photocopying
The following are guidelines for preparing and managing just
such a customized budget.
Advertising
An advertising budget must be submitted as part of Faculty
Search Report I to Associate Dean Wolf for approval before
the ad is placed.
- Whenever possible use the minimum-size ad. Since the
college posts the full job descriptions on its “Faculty
Employment Opportunities,” you can use abbreviated
web-based ads to refer the potential candidates to the
full ad on the
“faculty
job” website.
- Immigration law requires that one of the advertisements be
placed in a print journal. You must indicate in Search
Report I where your print ad will appear.
Recruiting Trips by Faculty Search Committee Members
Most searches involve interviews conducted by search
committee members at the annual professional meeting for the
discipline in question. The college recruiting budget is
designed to cover transportation, lodging, and meals for
faculty members of the search committee who attend such a
professional meeting for this purpose.
It is essential that you:
- Book all flights far enough in advance to get the lowest
fares.
- Book all rooms far enough in advance to be able to take
advantage of special conference rates.
- Investigate the options for interviewing space and pick
the most economical one. The college will cover the cost of
a suite or interviewing room, whichever is less expensive.
If a suite turns out to be the best option, it is expected
that as many members of the search committee will use the
suite for lodging purposes as there are bedrooms in the
suite.
You should also investigate ground transportation options
(airport to hotel and back) in advance and inform all
committee members about them. Usually the hotel operates a
shuttle.
Nota bene:
- The search committee chair should brief the search
committee members prior to the meeting regarding the budget
and its limitations.
- If guests accompany search committee members, they are
responsible for paying their own way. If, for example, a
committee member brings a spouse or partner and the rate for
a double room is higher than that of a single, the guest is
responsible for the additional cost. If a guest occupies a
room in a suite that might otherwise have been used by a
committee member, the guest in responsible for the expense
of the displaced committee member’s room.
Campus Visits by Candidates
Under normal circumstances, three candidates are invited to
campus for each search. Flight and lodging arrangements
should be made immediately after the dean has approved the
top three candidates for campus visits. A typical campus
visit lasts two days and thus requires three nights of
lodging.
Additional information:
- Lodging: if Sumner House is full (call Don Pattison,
x18340), the candidate should be lodged at the Doubletree
Claremont (626-2411), which offers rooms at a flat rate of
$105 (plus tax) for the Claremont Colleges. If you have any
problems booking rooms at this rate, contact Associate Dean
Wolf.
- Food: it is expected that most of the meals during a
candidate’s visit will be hosted by members of the
department or other college personnel.
- For those meals that are not hosted, the candidate is
responsible for submitting original receipts to the
department administrative assistant.
In order to calculate your total food budget for your three
campus visits, you will be asked to use the following
equation: 3 [50(x+2) + 150]
- The “x” is the total number of department members.
- The “+ 2” takes into account non-dept members who are
either members of the search committee or faculty whose
specialties make them a logical choice to meet with the
candidate.
- The “3” is the total number of candidate visits.
- The “50” is the dollar amount of food allocation per
department member per candidate visit.
- The “150” is the total cost of the candidate’s meals.
- Candidates are responsible for
- any long-distance phone charges and the like incurred
while they are in Claremont.
- the costs associated with the lodging, food, etc. of any
guest accompanying them.
If a candidate’s schedule changes, it is the department’s
responsibility to make the appropriate cancellations (Sumner
House or the Doubletree) as soon as possible but at least 48
hours in advance.
The recruiting budget does not cover:
- local transportation: Department members (faculty) are
responsible for getting the candidates to and from the
airport. The search budget does not reimburse candidates or
departments for gas, rental cars, or taxis.
- departmental receptions. These are to be covered by the
departmental budget.
Nuts and Bolts
When the department submits its two “Search Budget
Worksheets” to Associate Dean Wolf, the administrative
assistant should also submit to Rhonda Beron a “Budget
Transfer Form” that identifies by number the departmental
account to which the approved funds will be transferred.
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