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3.2.13 Administrator Selection and Search Policies

Policies Governing All Searches

Sunset Provision

This policy shall be reviewed by the Academic Senate three years after it is approved by the President.

Public Announcement

Searches for vacant administrative positions described in this policy, with the exception of a Chair/Director of a Department School (see II.F.), will begin when the President or his/her designee officially announces to the Academic Senate that such a vacancy has occurred or will occur.

Appointment of Acting or Interim Administrators

When necessary, the President may, after consultation with appropriate constituencies, appoint an acting administrator.  For example, the President may appoint an acting dean after consultation with the Provost and the appropriate College Council/Coordinating Team.

Internal and Targeted Searches

It is sometimes appropriate, especially for positions covered in section II.G. of this policy, to limit searches to internal, campus applicants only.  It also maybe appropriate to conduct targeted, as opposed to open, searches for positions covered in section II.G. of this policy.

In these instances, before a search begins, due consideration and consultation should be given to:

  1. The efficacy and need for an internal search, including whether existing local expertise and/or administrative continuity is preferable to newer, fresh approaches
  2. Whether a targeted or an open search is appropriate in a specific case

In order to satisfy requirement (1) and (2) above, the appointing officer - President or Provost or others - must make an effort to consult all constituencies, whether directly or indirectly affected by the search, about the efficacy of an internal versus an external search, the appropriateness of a targeted internal search versus an open internal search, and the qualifications and merit of candidates being considered for a position.

For example, if a position such as University Registrar is being searched, the appointing office should consult with representatives of the administration, the faculty, staff in the Registrar's Office, and students.  An internal or targeted internal search should proceed only after consultation with the Office of Diversity and Affirmative Action, and, as in external searches, great care should be taken to protect the confidentiality to avoid repercussions for internal candidates.

Responsibilities of All Shared Governance Groups and Appointing Officials

As is described in Section II of this policy, the responsibility to form search committees is held jointly by shared governance groups and the University officials formally responsible for selecting the person(s) to be appointed.  Both the shared governance groups and the appointing officer have a positive obligation to ensure the search committee has the broadest possible representation of unit diversity.

Responsibilities of All Search Committees

  1. It is the responsibility of the search committee to work closely with  and advise the appointing officer as to whom the appointing officer should recommend for the position being searched. To this end, whether it is an external or internal search the committee shall actively seek qualified applicants in a manner that will ensure candidates of the highest quality. The committee shall ordinarily recommend to the appointing officer at least three candidates for the position.
  2. Search committee members shall make themselves aware of, and follow, University and Board of Trustees policies regarding affirmative action. To fulfill this responsibility, the committee will consult with representatives of the Office of Diversity and Affirmative Action.
  3. Prior to making its recommendations to the appointing officer, the committee shall:
    1. Arrange for each finalist candidate (those selected for campus interviews) to be interviewed by relevant groups and constituencies, such as college councils; deans and vice presidents; chairpersons and directors; the DFSC of the Department/School in which a candidate might, if appointed, hold rank; members of governance units such as the Academic Senate; personnel from the Affirmative Action Office; faculty, staff and students; the members of the search committee; the Provost; the President; when appropriate, members of the ISU Foundation Board of Directors and members of the ISU Alumni Association Board of Directors and any other group or person the appointing officer specifies;
    2. Provide each of the persons or groups interviewing a candidate with the names of all finalists for the position. The credentials of finalist candidates shall be open to inspection by any of these persons (other than those who are active candidates). This may be done in writing or on search-related websites, or through other means;
    3. Solicit the views of those individuals and groups who met with the candidates during the campus interview process;
    4. Provide those persons and groups interviewing a candidate with a form, prepared by the committee, for evaluating each of the candidates;
    5. Set a reasonable deadline for receiving the forms and comments, prior to the time the committee meets for purposes of providing a final committee report to the appointing officer;
    6. Arrange an interview for any candidate designated by the appointing officer.
  4. When the appointing officer and the search committee have agreed that there are no additional candidates whom they desire to interview on campus, the committee shall meet to develop its final committee report of its list of candidates it recommends to the appointing officer. In making its recommendations, the committee shall communicate fully the appointing officer the reactions of campus constituencies to each of the candidates that it recommends.

Procedures for all Search Committees

  1. Immediately upon being formed and charged with its task by the appointing officer, the committee will elect from among its members a vice chair. The sole function of the vice chair will be to take over the chair's duties if and when the chair resigns, or becomes unable to serve on the committee.
  2. If meetings of the appropriate constituencies—faculty or staff—are necessary for purposes relating to the search, the Chairperson of the search committee or the Chair’s designee shall call and preside over all such meetings.
  3. The appointing officer shall be informed in advance of and may attend, but not vote at, all meetings of the search committee.
  4. If a member of the search committee becomes a candidate for the position being searched, that member of the committee shall resign and another representative of the same constituency shall be appointed.

Final Appointment

  1. The appointing officer may reject all candidates recommended by the search committee, in which case the appointing officer shall either instruct the committee to resume its search for satisfactory candidates or may dissolve the committee and call for the creation of a new committee in accordance with these policies.
  2. In the specific case of searches for Department/School Chair/Director (see II.F.), when the search committee has submitted a report that is acceptable to the College Dean, the Dean of the College shall convey the report to the Vice President and Provost.  The Dean of the College will also convey his/her preference for Chair/Director of the Department/School to the Vice President and Provost.  The Vice President and Provost shall indicate to the President his or her preference for a Department/School Chairperson/Director from among those recommended by the committee. The President, after consultation with the Vice President and Provost, shall make the final selection. The Vice President and Provost or the President may reject all candidates recommended by the Dean of the College and the search committee. In such a case, the Dean of the College shall either instruct the committee to continue its search or dissolve the committee and call for the creation of a new committee in accordance with established procedures as outlined in II.F.
  3.  In all other cases covered by this policy, after receiving a satisfactory report from the committee, the appointing officer shall indicate to the President his/her preference. The President shall make the final selection. The President or his/her designee shall, in executive session, inform the search committee and the Academic Senate (or other appropriate groups—e.g., College Council/ Coordinating Team or Graduate Council) of the name of the person hired.

Changes in Procedure

Modifications or interpretations of these procedures for specific, individual searches must be approved by the Academic Senate Executive Committee upon recommendation of the President or the Provost prior to the initiation of the search. Once the procedures have been initiated for a specific search, they shall not be modified.

Search Committee Composition

Vice President for Student Affairs

The search committee to screen candidates for Vice President for Student Affairs will be formed when the President, in consultation with the appropriate shared governance body, appoints:

  • Three T/TT faculty members from a list of six names provided by the Faculty Caucus of the Academic Senate;
  • One NTT faculty member from a list of three names elected by the non-tenure faculty;
  • Five students from a list of sixteen names provided by the Student Government Association;
  • One civil service employee working with Student Affairs, from a list of five within Student Affairs provided by the Civil Service Council;
  • One Administrative Professional employee working with Student Affairs, from a list of five within Student Affairs provided by the Administrative Professionals Council;
  • An administrator as secretary to the committee and a chair of the search committee from the Panel of Ten.

Vice President for Finance and Planning

The search committee to screen candidates for the Vice President for Finance and Planning will be formed when the President, in consultation with the appropriate shared governance body, appoints:

  • Three T/TT faculty members from a list of six names provided by the Faculty Caucus of the Academic Senate;
  • One NTT faculty from a list of three names elected by the non-tenure faculty;
  • Two students from a list of ten names provided by the Student Government Association;
  • One civil service employee working with Finance and Planning, from a list of five within Finance and Planning provided by the Civil Service Council;
  • One Administrative Professional employee working with Finance and Planning, from a list of five within Finance and Planning provided by the Administrative Professionals Council;
  • An administrator as secretary to the committee and a chair of the search committee from the Panel of Ten.

Vice President for University Advancement

The search committee to screen candidates for Vice President for University Advancement will be formed when the President, in consultation with the appropriate shared governance body, appoints:

  • Two T/TT faculty members from a list of four names provided by the Faculty Caucus of the Academic Senate;
  • One NTT faculty member from a list of three names elected by the non-tenure faculty;
  • Two students from a list of ten names provided by the Student Government Association;
  • One civil service employee working with University Advancement, from a list of five within University Advancement provided by the Civil Service Council;
  • One Administrative Professional employee working with University Advancement, from a list of five within University Advancement provided by the Administrative Professionals Council;
  • An administrator as secretary to the committee and a chair of the search committee from the Panel of Ten;
  • A member of the Illinois State University Foundation Board of Directors after consulting with the Foundation Board of Directors;
  • A member of the Illinois State University Alumni Association Board of Directors after consulting with the Alumni Association Board of Directors.

Vice President and Provost

The search committee to screen candidates for Vice President for Academic Affairs and Provost will be formed when the President, in consultation with the appropriate shared governance body, appoints:

  • One T/TT faculty member elected from each college;
  • One NTT faculty member elected by the non-tenure faculty
  • One civil service employee working with Academic Affairs, from a list of five within Academic Affairs provided by the Civil Service Council;
  • One Administrative Professional employee working with Academic Affairs, from a list of five within Academic Affairs provided by the Administrative Professional Council;
  • Three students, from a list of twelve names provided by the Student Government Association;
  • A Dean or former Dean;
  • An administrator to serve as secretary of the committee and a chair chosen from the Panel of Ten.

College Deans

The search committee to screen candidates for a college dean position will be formed when the Provost, in consultation with the appropriate shared governance body, appoints:

  • Four T/TT faculty elected by the appropriate college;
  • One NTT faculty member elected by the non-tenure faculty from that same college;
  • One Administrative/Professional staff member from that same college from a list of four names provided by the Administrative/Professional Council;
  • One civil service staff member from the same college, from a list of four names provided by the Civil Service Council;
  • Two students, from a list of ten provided by the Student Government Association;
  • One administrator to serve as secretary and a chair chosen from the Panel of Ten;
  • One current or former department chair or school director from that college;
  • Two T/TT faculty-at-large who may or may not be from that college for which dean candidates are being screened.

Department/School Chairperson/Director

Searches for vacant department chair or school directors will begin when the President or his/her designee announces to the appropriate College Council/ Coordinating Team that such a position is vacant or will become vacant at a specific date. The organization of such committees and their responsibilities shall be established by each College Council/Coordinating Team, and the search procedures shall be carried out by the Dean of the College in accordance with College rules.

Search committees should whenever possible have representation from constituencies including probationary and tenured faculty, students, Administrative/Professional staff members and Civil Service employees. The final appointment of a Department/School Chair/Director is the responsibility of the President of the University, as outlined in I.F.2.

Academic Affairs Administrator other than Department / School Chair / Director

Searches to fill other academic administrator vacancies, such as those positions which report directly to the Provost and involve curriculum, faculty or staff evaluation or supervision for a number of colleges, may also require the participation of representatives of various constituencies. Such a search may begin when the President or his/her designee informs such a constituency that a vacancy has occurred or will occur.

The search committee is formed when the Provost, in consultation with the appropriate shared governance body, appoints:

  • Four T/TT faculty members, selected from a list of eight names provided by the Faculty Caucus of the Academic Senate;
  • One Civil Service and one Administrative/Professional staff member, when the Provost and the Academic Affairs Committee agree that these groups are an appropriate constituency;
  • One student, when the Provost and the Academic Affairs Committee agree that students are an appropriate constituency;

An administrator to serve as secretary and a chair chosen from the Panel of Ten.

Initiating body: Academic Senate

Contact: Academic Senate (309-438-8735)

Revised on: 10/12/2005


2016-08-04T10:50:04.646-05:00 2016
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