What is the OED role in approving interview and hiring recommendations?

The general rule and expectation is that hiring units will conduct an appropriate search. Basic to BGSU’s EEO commitment is the understanding that all faculty and staff positions are open to any qualified applicant who wishes to apply. Equal employment opportunity is usually achieved by following a carefully constructed recruitment plan that identifies a number of outlets where positions will be advertised. It is only under very unusual and compelling circumstances that one could expect a waiver of our standard search procedures. Non-competitive or By Invitation searches must meet stringent criteria and should only be done in rare and extraordinary circumstances. In addition to OED concurrence, a search waiver request must have the explicit approval of the hiring official and the appropriate vice president.

Does Affirmative Action mean we have to hire unqualified candidates?

No. Affirmative Action means that the University has an obligation to affirmatively examine its systems and structures related to hiring to be certain that there are no barriers to equal employment opportunity. It means that we must consciously seek out women, minorities, veterans and persons with disabilities with our advertising and encourage their application. It means that all applicants receive full and fair consideration in the selection process. It does not mean that anyone must hire unqualified applicants.

Do we have to conduct a search?

The general rule and expectation is that hiring units will conduct an appropriate search. Basic to BGSU’s EEO commitment is the understanding that all faculty and staff positions are open to any qualified applicant who wishes to apply. Equal employment opportunity is usually achieved by following a carefully constructed recruitment plan that identifies a number of outlets where positions will be advertised. It is only under very unusual and compelling circumstances that one could expect a waiver of our standard search procedures. Non-competitive or By Invitation searches must meet stringent criteria and should only be done in rare and extraordinary circumstances. In addition to OED concurrence, a search waiver request must have the explicit approval of the hiring official and the appropriate vice president.

Do we have to advertise nationally?

The rule of thumb for advertising open positions for faculty is to reach out to a national pool; a national or regional search would be the standard for administrative staff. Classified staff can be identified through an internal or local search. If the search goes “off campus,” all applications must be given consideration.

What is the difference between a national, regional and local search?

A national search requires that applications be accepted for 30 calendar days after the first advertisement appears in the primary recruitment source; a regional search requires a 21 calendar day window from the time the first ad appeared in the primary recruitment source, and a local search requires a 14 calendar day application deadline. Any applications submitted within the appropriate time frame as evidenced by the postmark must be given full and fair consideration.

Do we have to include a print outlet in the recruitment plan?

Using at least one print outlet is highly recommended for several reasons. Access to information that is only available electronically may have a disparate impact on certain groups and thus could be an EEO concern. Additionally, it is important to note that an international hire cannot be retained unless there is proof that the advertising was available in print in at least one recognized U.S. source.

Do we have to use the Chronicle of Higher Education?

No, unless The Chronicle is the principal recruitment outlet for your discipline. While the Chronicle has historically been considered the most broadly read job listing in higher education, it is not necessarily the best way to recruit in every discipline or occupation. Units should examine the options for announcing the job opening and decide what are the best methods for reaching out to the widest audience possible.

Does OED take care of placing the ad in the Chronicle?

No. Units that decide to advertise in the Chronicle are responsible for placing the ad themselves.

Who pays for recruitment advertising?

Units are responsible for payment of all advertising related to hiring.

Why must we advertise in minority publications?

Any unit that intends to recruit for an open position must present a recruitment plan as part of the approval process. This plan outlines the method the hiring unit intends to use to reach out to a broad base of viable applicants, including those toward whom we have an affirmative obligation—women, minorities, veterans and persons with disabilities. In order to reach protected classes, we must use those outlets that are known to reach such audiences. We encourage the use of special caucuses and lists; we urge that recruitment plans include advertising in minority publications as a way of presenting BGSU as a viable place to work.

Does OED pay the advertising costs of added outlets or minority targeted outlets?

No, OED has the responsibility of helping units seek out a broad-base of applicants and may add outlets that are known to be a good source of diverse applicants. It remains the obligation of the unit to place the ads and to pay for them.

Are electronic applications allowed?

Whether to accept electronic applications is a decision that is to be made by the hiring unit if there is no divisional or vice presidential policy regarding this practice. If the unit makes the decision to accept electronic applications, that information should be contained in the advertising. In order to meet public records requirements, any electronic applications must be printed off and retained by the search committee as records of state business.

What is the National Minority Faculty ID Program and does it cost money to use?

The National Minority Faculty ID program is a FREE recruitment source. Because we have an institutional membership, you may use this source to both advertise your open positions and to look for viable candidates. Individuals who have registered with the service can be found via a discipline search. Each year, the number of candidates registered with the program has grown.

What is the password for the National Minority Faculty ID Program?

This changes each year so contact the secretary in the Office of Equity & Diversity at 419-372-8472 for the user name and password.

Must all searches have a closing date?

This is generally preferred, however, searches that are “open until filled” may be approved. The EEO stipulation for searches that are open-ended is a commitment to giving all applications full and fair consideration right up until an offer has been extended to someone.

If a degree is required for the position, must the degree requirements be completed by the time the applicant applies?

Degree requirements completed by the time of application is the rule for administrative staff positions. However, in the faculty ranks, even if the advertisement said a Ph.D. was required, it is acceptable for the successful candidate to be ABD. However, faculty who are hired ABD typically begin employment on a terminal contract instead of a probationary one and are expected to complete the degree requirements by the end of that first academic contract. If ABD applicants will not be accepted, state that understanding in the advertisements.

Does student employment count towards years of experience?

Relevant professional paid experience that is gained while an applicant is still in school may be counted toward meeting the experience requirements of a position. This is true of graduate assistantships, co-op experience and internships. However, the applicant will only be accorded credit for the exact number of hours and not as a full-time employee. In most cases, this will not exceed 20 hours per week. For example, two years of work as a graduate assistant would count as one year of professional experience. Volunteer experience may make a candidate more attractive, but does not equate to a paid experience. If a person is working at a professional level position related to the opening and also going to school, that experience would not be considered “student” employment.

Can we hire someone who doesn’t have the licensure required by the ad?

No. Licensure is a condition of employment that must be met if the position requires it. However, if it is acceptable for the licensure to be obtained AFTER hire, this should be noted in the position description and the advertisement.

Do we need OED’s permission to conduct telephone interviews?

Generally, we don’t require search committees to submit the names of candidates they wish to evaluate by way of telephone interviews. This is because most units use the telephone interview as a preliminary screening device to determine which applicants should be invited to campus. If, however, the telephone interview is the only screening device being employed prior to a hiring decision, such interviews should be cleared by OED before they are conducted.

Is it a requirement that all finalists be brought to campus to interview?

It is BGSU’s usual practice that all finalists be brought to campus to interview. This generally would apply to the top two or three candidates. OED encourages interviews for the top finalists as a way of helping the hiring unit narrow its decision. Frequently, the interview can make the difference, especially between candidates who are otherwise close in qualifications. Please contact OED whenever there is a circumstance that would prevent the normal interview practices from being followed.

Even if we have identified our top three candidates for on-campus interviews, can we make a hiring decision if we find the first interviewee acceptable?

It is BGSU’s usual practice that all finalists be brought to campus to interview. If, however, there is a finalist with significantly superior qualifications who is interviewed first, it may be possible to only interview that one candidate. Please contact OED should this circumstance develop for discussion of the possible change in procedure.

When does a pool of applicants become too old to use?

The general rule for administrative staff is six months; faculty searches may go on longer, but all positions not filled by the end of the academic year will be closed and the pool no longer considered current. If the position is reopened the following year, a new search must be conducted. Previous applicants may, of course, reapply.

What has to be done if we decide we need to extend the application deadline?

Extending the search deadline requires a resubmission of the position ad in the same language to the same outlets with a notation at the top indicating “Search Extended.” The search committee should also be certain that all current applicants are notified that the search has been extended, but that they are still under active consideration. While no new forms need to be filed to extend a search, the search committee chair needs to contact OED with this information so that the search records can be amended. In addition, the hiring official should be consulted prior to making any decisions.

What happens if after posting an opening, the unit decides that a change is needed in the position description?

Any change in the terms and conditions of employment related to an opening that has already been advertised requires that a new ad be submitted to the appropriate contracting office for review prior to being submitted OED for approval. This is required if the hours, pay, benefits, rank, requirements to qualify, etc. are being changed. The revised description must be reposted for the requisite amount of time in all of the same outlets (new ones may be added if the recruitment strategy did not yield good results) with the following statement added: Search Extended; Requirements Modified; All Previous Applicants Still Under Consideration. While no new forms need to be filed to change a position description, the search committee chair must contact OED regarding the change so that the ad language can once again be reviewed prior to advertising and search records can be amended. In addition, the hiring official should be consulted prior to making any changes.

Can an instructor be continued who was hired on a one-year terminal contract?

No. A change from a one-year appointment to a multi-year appointment is a change in one of the terms and conditions of employment requiring a new recruitment effort. Persons who might not have been interested in moving or changing positions for one year may very well be interested in a multi-year appointment. We must give everyone one the opportunity to compete for this continuing position. It is always recommended that units that have positions that may be renewable make that information available in the initial ad.

When we are ready to hire administrative staff, where on the HR Website can I locate the Appointment Activity Record to complete the process?

The Appointment Activity Record is the only form that is not available for downloading. Contact Human Resources personnel for assistance in completing this step.

Can we do the I-9 form at the interview?

Yes. It is permissible to ask the finalists to complete the I-9 form at the interview stage if ALL applicants are asked. It is not permissible to ask only those with foreign sounding names to complete the document.

Can a person be hired who doesn’t have a visa?

Yes. A person who is a foreign national will not be able to obtain a visa authorizing work until they have an offer of employment. Therefore, a person may be hired without a visa; However, a person may not begin employment without an approved visa for BGSU.


10/21/03