FACULTY SEARCH, SELECTION AND RECRUITMENT CHECKLIST - GEDC Exchange
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FACULTY SEARCH, SELECTION AND RECRUITMENT CHECKLIST
SEARCH
Dean’s Office requests submission of faculty recruitment plans for review or a Dean/Director, Finance and
Department Chair/School Director identifies a need or an exceptional candidate. Administration
Hiring Plans are submitted to and reviewed by the Dean’s Advisory Group, consisting Dean, Associate Deans and
of the Dean, Associate Deans and Director of Finance and Administration. Approved Director, Finance and
plans are sent to the Provost for permission to recruit. Chairs/Directors are notified of Administration
the decision by the Executive Officer.
Establish a Search and Selection Committee for approved faculty position(s) and Chair/Director & Administrator
submit for approval by the Dean:
Ensure the Search and Selection Committee is diverse in its representation Executive Officer communicates
o includes members from the four designated groups (FDGs) - women, Dean’s approval to the Chair of
Aboriginal Peoples, persons with disabilities and visible minorities and the selection committee
from various ranks;
Includes a Dean’s representative (see below);
All committee members must have up-to-date training in recruitment best
practices, diversity and implicit bias awareness training;
Committee members must be informed of the Dean’s commitment to
excellence and ensuring equal access to opportunities for all qualified
candidates
Develop a Recruitment Plan to address inclusive excellence for submission to the Dean Chair/Director & Administrator
for comment and approval.
Plans must include:
Posting on Mosaic, University Affairs (UA), and the Canadian Association of
University Teachers (CAUT) for at least 30 days
o Note that Mosaic now automatically posts to Pride at Work Canada,
Indigenous Link
Additional recommendations:
Identify major publications in the field to advertise in;
Identify major conferences in field/area and find out which faculty members
from the department/school are attending. Ask faculty members to promote
McMaster Engineering and source out excellent talent, highlighting
consideration of diversity;
Targeted Outreach - Contact Deans/Chairs/Directors across Canada and
internationally to identify rising stars, highlighting consideration of diversity;
Advertise widely – Canadian Coalition of Women in Engineering, Science,
Trades and Technology, and the Canadian Research Institute for the
Advancement of Women, and Research Gate. Please see list of posting venues
attached. (Appendix A)
Identify leading research groups worldwide and develop a strategy to promote
McMaster Engineering;
Revised: April 5, 2019 Involve all members of the Department/School, not just those on the search &
selection committee;
Ask for assistance from leading researchers with complementary interests
outside of the Department/School.
Additional items to include in Recruitment Plan:
Draft job advertisement and send to Executive Officer for review and Dean’s
approval. Use the language around equity, diversity, and inclusion (highlighted
in green) in the Template Ad (EDI) (Appendix B)
o list the qualifications and skills necessary for the position;
o Inclusive, unbiased, ungendered language (i.e. them, the applicant, all
genders avoiding stereotypical or gendered traits and descriptions).
Draft the applicant screening tool/rubric, based on the job advertisement, and
submit it as part of the Recruitment Plan. The criteria must be weighted for
importance to the role. See the attached template rubric. (Appendix C)
Assign Dean’s representative for the committee who is tasked with: Associate Dean, Research
o ensuring that best practices are followed; (tenure-track positions)
o promoting collaboration; Associate Dean, Academic
o encouraging diversity in the selection process by advising the committee (teaching-track & CLA positions)
of the Faculty’s equity targets and current representation;
o providing a list of suggested interview questions, and advice on how to Executive Officer provides name
evaluate applications that include non-traditional components. to Administrator
Review the recruitment plan, job advertisement, and weighted rubric. Prepare budget Executive Officer
form with Director of Finance and Administration. Seek Dean’s approval.
Send the approved budget form and job advertisement to Chair/Director and Executive Officer
Administrator. Advise them that a job opening can be created in Mosaic and external
advertising can be arranged.
Create job opening in Mosaic for university approval process and post externally. Administrator
Acknowledge receipt of applications, as per SPS A1 Administrator
SELECTION
Prior to the preliminary screening of candidates by the Search and Selection Executive Officer
Committee, mandatory diversity/implicit bias awareness training will be completed by
the entire committee. Includes instruction on how to recognize and combat
unconscious, implicit, overt, prejudicial, and any other forms of bias.
Contact the Employment Equity Facilitator (Executive Officer) and invite them to Administrator
attend the first meeting of the Search & Selection Committee. The Employment Equity
Facilitator will explain the role and mechanisms to support equitable recruitment
practices.
Starting September 2019, contact the Employment Equity Specialist in Human Administrator/Search and
Resources for aggregate applicant self-ID data for the job opening to determine the Selection Committee Chair
diversity of the applicant pool. Copy the Executive Officer on the request.
When reviewing applicants, use the approved rubric containing criteria from the job Search and Selection Committee
advertisement and ensure that committee members are evaluating applicants against
Revised: April 5, 2019the criteria (versus whether or not they “like” them, what schools they attended, who
their Ph.D. supervisor was, etc.) to mitigate unconscious bias.
Allow the committee members ample time to review applicants. Encourage them to
change their mindset from selecting applicants they want to put on the long list to
think about which applicants they should remove from consideration.
Screen the applicants using the weighted rubric. Each applicant should be screened by
more than one committee member. Long-listed candidates should be reviewed by the
entire committee.
Starting September 2019, once the long-list of candidates is identified, contact the
Employment Equity Specialist to provide aggregate candidate self-identification data to
ensure that diversity is still represented at this stage of the screening process, before
the Skype interviews are arranged. Where equity-seeking candidates are close to the
Zone of Excellence threshold, they should be considered in the next round of
screening to mitigate for unconscious bias. The Search and Selection Committee
members will be required to sign a confidentiality agreement (provided by HR) prior to
reviewing the self-identification data.
A successful recruitment process should ensure a diverse pool leading to a short-list
that reflects diverse representation. If the long-list is not diverse, the search process
should be suspended. A written report on the recruitment process should be
submitted to the Dean who will decide whether to proceed or declare the search a
failure.
Upon completion of the preliminary screening, it is the responsibility of the Search
and Selection Committee Chair to request declarations of any conflicts of interest
between the selection committee members and any of the candidates being
considered for an interview. If a conflict of interest exists, the committee member(s)
will be asked to recuse themselves from the committee.
Conduct Skype pre-screening interview with at least 10 long-listed applicants using Search and Selection Committee
effective and appropriate interview questions in rank order of importance, and using
the same questions for each candidate. Recognize that excellent candidates may have
had vastly different career trajectories. Women candidates must not be penalized for
career interruptions for maternity/parental leaves.
Explicitly state the established equity, diversity, and inclusion expectations before each Chair, Search and Selection
interview begins. Encourage Search and Selection Committee members to privately Committee
consider their own pre-conceived biases toward each candidate for a few minutes
prior to the start of an interview to become more self-aware.
Starting September 2019, once the short-list is identified, contact the Employment Employment Equity
Equity Specialist to provide aggregate candidate self-ID data to ensure that diversity is Facilitator/Executive Officer
still represented at this stage of the screening process before in-person interviews are
arranged. Where equity-seeking candidates are close to the Zone of Excellence
threshold, they should be considered in the next round of screening to mitigate for
potential implicit bias.
Revised: April 5, 2019Complete and submit to the Dean a short list of at least four potential candidates using Search and Selection
the Candidate Screening Tool (Appendix D), indicating if/how they align with the six Committee/Administrator
Innovation from Excellence criteria, for consideration and approval. Include the
candidates’ curriculum vitae. All equity-seeking candidates who are close to the Zone
of Excellence should be included on the Candidate Screening Tool.
Communicate to the Chair of the Search and Selection Committee and Executive Officer
Department/School Administrator the names of the candidates approved by the Dean
to attend on campus interviews.
Arrange in-person interviews for approved candidates with Search and Selection Administrator
Committee
Arrange interviews with the following Faculty and University leaders, as appropriate Administrator
(depending on the faculty appointment rank and type):
CLA
Faculty Dean & Associate Dean, Academic
Associate Dean, Graduate Studies (Engineering) **only if the CLA faculty is expected to
supervise graduate students
Teaching-track
Dean, Faculty of Engineering
Associate Dean, Academic
Associate Dean, Graduate Studies (Engineering)
AVP, Faculty
Tenure-track
Dean, Faculty of Engineering
Associate Dean, Research & External Relations
Associate Dean, Graduate Studies (Engineering)
AVP, Faculty
With Tenure or a Chair position
Dean, Faculty of Engineering
Associate Dean, Research & External Relations
Vice-Provost & Dean, School of Graduate Studies
Provost
President
Provide Dean’s Office with an interview package for each candidate that includes:
Interview Itinerary
Cover letter
Candidate’s curriculum vitae
Letters of reference (minimum of 3)
Job advertisement
Ensure Dean sends an email to the Department Chair/School Director and Executive Officer
Administrator following each interview to provide feedback for the recruitment
package.
Revised: April 5, 2019RECRUITMENT
Once a final candidate is selected, complete top portion of Chair’s New Hire Chair/Director & Administrator
Recommendation Form (Appendix E) and send to the Executive Officer with a copy of
the candidate’s curriculum vitae and research statement.
Using the curriculum vitae, consult with Director of Finance and Administration and Executive Officer
the Associate Dean, Research & External Relations for salary and start-up
recommendations. Obtain approval from the Dean.
Following the Dean’s approval, send the signed form to the Department Chair/School Executive Officer
Director and Administrator. Give a copy to the Director of Finance and Administration.
Present verbal offer to the candidate. All negotiations must be approved by the Chair/Director
Director of Finance and Administration and the Dean.
Once candidate either agrees to the offer or negotiates changes, submit the Chair’s Administrator
New Hire Recommendation form (with all changes/additions noted in writing) to the
Executive Officer for the Director of Finance and Administration and the Dean’s final
approval.
Once approved by Dean, send a fully signed copy of the Chair’s New Hire Executive Officer
Recommendation Form back to the Chair/Director and Administrator and request
submission of the New Faculty Hire Appointment Recommendation Package.
Submit New Faculty Hire Recommendation Package. Package should include: Administrator
o Appointment Recommendation Form
o Chair’s/Director’s Letter of Recommendation
o Curriculum Vitae
o Interview Statements
o Reference Letters
o Interview Schedule
o Job Advertisement
Review details of Appointment Recommendation Form and package, re-confirm Executive Officer
financial details with Director of Finance and Administration and seek the Dean’s
approval. If approved, keep a copy for the faculty personnel file and forward to
original to the Vice-Provost and Dean of Graduate Studies and Provost for their
approvals and issuance of the official offer letter from the President.
Revised: April 5, 2019Appendix A
List of Options for Faculty Job Postings
Mosaic www.mcmaster.ca/mosaic
Please note that when you post to Mosaic now, your posting is automatically shared with Indigenous
Link (https://careers.indigenous.link/) and Pride at Work Canada (http://prideatwork.ca/). You no
longer need to post to these sources separately.
University Affairs https://www.universityaffairs.ca/advertise/recruitment-advertising/
CAUT https://www.caut.ca/
In addition to the mandatory job posting locations above, and any research field specific job posting
locations, consider posting your positions on the following sites:
ResearchGate https://www.researchgate.net/
Academic Keys https://www.academickeys.com/
Career Edge https://www.careeredge.ca/
Polytechnic Positions www.PolytechnicPositions.com
Canadian Coalition of Women in Engineering, Science, Trades and Technology http://www.ccwestt.org/
National Society of Black Engineers http://www.nsbe.org/home.aspx
Aboriginal Professional Association of Canada (contact Anna Fleming aflemin@mcmaster.ca)
http://www.aboriginalprofessionals.org/
Canadian Research Institute for the Advancement of Women http://www.criaw-icref.ca/en/
ASEE Minority in Engineering and Women in Engineering Divisions
Women in Engineering ProActive Network https://www.wepan.org/
National GEM Consortium schools
Academica Careers (https://www.academicacareers.com/)
Charity Village (https://charityvillage.com/app/)
Linked In https://www.linkedin.com/
Twitter https://twitter.com
March 28, 2019Appendix B Tenure-Track Faculty Position McMaster University, Department of The Faculty of Engineering at McMaster University invites applications from outstanding scholars for a tenure-track position at the rank of ________________ in the Department/School of __________. The appointment will begin on July 1, ____, or shortly thereafter. McMaster University is committed to building an inclusive community dedicated to teaching and learning within a diverse environment. The Faculty of Engineering seeks to attract an active, culturally and academically diverse faculty member of the highest caliber and welcomes applications from highly qualified candidates with skills and abilities that will contribute to the values of equity, diversity and inclusion in research, teaching, and the workplace. [Insert paragraph on department or School here] Applicants will hold a doctorate in ______, or a related discipline, and must demonstrate a successful record of research, reflected in extramural grant acquisition and publication in high quality peer-reviewed journals. The successful candidate will teach both undergraduate and graduate level courses. They will also be expected to establish a strong externally-funded research program, supervise graduate students, and foster existing or new collaborations with other departments and faculties. Evidence of leadership skills, excellence in service, and a demonstrated ability to work effectively with individuals from diverse communities and cultures is also required. McMaster's large, attractive campus, the interior of which is open only to pedestrians and cyclists, is at the western end of Lake Ontario. The University is minutes from downtown Hamilton, a city rich in history and culture with a vibrant arts community. Nearby recreational and conservation attractions include Cootes Paradise, the Bruce Trail, the Niagara Escarpment, the Waterfront Trail, and the Royal Botanical Gardens. Surrounded by spectacular nature and unique neighbourhoods, Hamilton is ideally located halfway between Toronto and Niagara Falls. The Faculty of Engineering at McMaster University has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. It has earned a strong reputation as a centre for academic excellence and innovation. The Faculty has over 180 faculty members, along with approximately 5,000 undergraduate and 1,000 graduate students. The Faculty of Engineering promotes a nurturing and inclusive environment where supportive resources are made accessible to assist with on-boarding and opportunities are made available for continuous personal and professional growth. Interested applicants should submit a letter of interest, curriculum vitae, a research dossier that includes a statement of research interests and plans, a selection of research publications, a teaching dossier that includes a teaching philosophy, as well as evidence of teaching experience and effectiveness, along with the names of at least four references that speak to academic and research performance (with postal and email addresses). In both your research and teaching statements, please also describe how you will further equity and inclusion to advance McMaster University’s commitment to fostering a culture that embraces and promotes the rich diversity of our campus community. Some current examples of activities, include diversity-related programming, contributions to student success, committee work, and
Appendix B appropriate mentoring of individuals, especially those from groups that have been historically marginalized or disadvantaged. Complete applications must be made online at www.workingatmcmaster.ca/careers (Faculty Postings, Job #) to the attention of: Dr. Professor & Chair Department of McMaster University, Hamilton, ON Canada L8S 4L7 Complete applications that are received by _________ will receive full consideration. Review of applications will continue until the position is filled. The effective date of appointment is negotiable, but July 1, ____ is preferred. All applicants will receive an on-line confirmation of receipt of their application; however, only short-listed applicants will be contacted for interviews. All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. Job applicants requiring accommodations to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) to communicate accommodation needs. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. Applicants need not identify their country of origin or current citizenship; however, all applications must include one of the following statements: Yes, I am a citizen or permanent resident of Canada No, I am not a citizen or permanent resident of Canada In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity, and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBQT+ persons.
Position Appendix C
Department/School
Category of Qualification Criteria RANKING
Rate demonstration of selection criteria/qualifications:
0 - not demonstrated
Give a score to all candidates without weighting first and rank according to
1 = minimally or inconsistently demonstrated (poor)
this rating. Then return and multiply each score by weight indicated under
2 = adequately demonstrated (fair)
each criterion, and enter new weighted score in grey cell. Make comments on
3 = well demonstrated (good)
whether your ranking changes as a consequence of this new score.
4 = very well demonstrated (excellent)
# Candidate Weight ___ % ___ % ___ % ___ % ___ % ___ % ___ % ___ % ___ % ___ % SCORE Comments RANK
Scoring
Page: ___Appendix D
Innovation from Excellence Faculty Candidate Screening Tool
Date: _____________________________________ Department: _______________________________
Rank: _____________________________________ Category: __________________________________
Following a pre-screening process, but prior to an in-person interview, please provide the Dean of the Faculty of Engineering with a list of the top 3-5 candidates being considered for the faculty
position listed above and include a copy their curriculum vitae. You are encouraged to ensure that gender diversity is represented in the list below. For each candidate, please indicate which of
the six key criteria outlined in Innovation from Excellence they demonstrate/exemplify. Please refer to the Innovation from Excellence document at the following link for more information.
http://www.eng.mcmaster.ca/documents/innovation_from_excellence_handout.pdf
Once approved by the Dean, Faculty of Engineering, you may proceed with arranging interviews with the selection committee for the following candidates:
Candidates’ Names Improves diversity Promotes student Improves the graduate Promotes pedagogy, Fosters a sense of Enhances the Complements the Dean’s
within the Department/ retention through student experience & teaching, and research community and reputation of the culture of McMaster approval for
Faculty, particularly teaching and learning prepares students for collegiality Department/ Faculty Engineering further
gender diversity future career success consideration
_______________________________ _____________________________
Dr. Ishwar K. Puri, Dean Date
Faculty of Engineering
Approved: April 5, 2019Appendix E
Faculty of Engineering
Department Chair New Hire Recommendation
Appointee Information * attach CV*
Name: Male □ Female □ Other □
Address:
E-Mail: Telephone:
Year of PhD
Citizenship: Job Opening #
Completion:
Candidate Appointment Information –To be filled by Department Chair/School Director
Department:
Rank
If CLA,
Appointment Type:
Category:
Appointment
Appointment Date:
Length:
Student Support:
Additional Comments:
Financial/Salary Details – To be completed by Director of Finance and Administration
Salary:
Start-Up:
Moving Allowance:
(Indicate University Portion
and Faculty Portion)
CFI-LOF Allocation:
Additional Comments:
Dean’s Approval: Date:
Dean/Dean’s Designate’ s Offer to Candidate
Remarks/Negotiations:
Dean’s Approval: Date:
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