3.2.13 Administrator Selection and Search Policies

I. Policies Governing All Searches

A. Public Announcement

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

B. Appointment of Acting or Interim Administrators

When an incumbent administrator is temporarily absent, an acting administrator may be appointed after consultation with appropriate constituencies. For example, the Provost may appoint an acting dean after consultation with the appropriate College Council/Coordinating Team. The incumbent may resume assigned duties after a leave by following the appropriate University leave policies.

In the event that an incumbent administrator vacates a position, an interim administrator may be appointed after consultation with appropriate constituencies. The expected term of the appointment and plans for seeking a permanent replacement must be announced to the campus community.

C. Public Searches versus Internal Searches

To seek the most qualified and diverse candidate pool, preference should be given to public searches that seek candidates both external and internal to the University. However, it is sometimes appropriate to limit searches to internal campus applicants only.

Before a search begins, due consideration and consultation should be given to the following:

the efficacy and need for an internal search, including whether existing local expertise and/or administrative continuity is preferable; and
whether a public, internal, or a targeted (see Section I.F.) search is appropriate in a specific case.

In order to satisfy requirements (1) and (2) above, the appointing officer – President, 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 a public search, the appropriateness of a targeted internal search versus a standard internal search, and the qualifications and merit of candidates being considered for a position. The Office of Equal Opportunity and Access should also be consulted.

D. 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 should ensure the search committee has the broadest possible representation of unit diversity.

E. Responsibilities of All Search Committees

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 a public or internal search, the committee will actively seek highly qualified applicants and will ordinarily recommend to the appointing officer at least three candidates for the position.
Search committee members shall make themselves aware of, and follow, direction from Human Resources staff on appropriate search practices and behaviors. The committee will receive official search committee training from Human Resources to fulfill this responsibility.
Prior to making its recommendations to the appointing officer, the search committee will:

arrange for each finalist candidate (those selected for on-campus interviews) to be interviewed by relevant groups and constituencies, such as college councils; deans and vice presidents; department chairpersons/school directors; the faculty status committee of the Department/School in which a candidate will, if appointed, hold rank; members of governance units such as the Academic Senate; personnel from the Office of Equal Opportunity and Access; 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;
provide each person or group interviewing a candidate with the names of all finalists for the position. The credentials of finalist candidates will be open to inspection by any of these persons. This may be done in writing or on search-related websites, or through other means;
solicit the views of those individuals and groups who met with the candidates during the campus interview process;
provide those persons and groups interviewing a candidate with a feedback form, prepared by the search committee for evaluating each of the candidates; and
set a reasonable deadline for receiving the forms and comments prior to the time the search committee meets to produce a final committee report.

When the appointing officer and the search committee have agreed that there are no additional candidates whom they desire to interview on campus and the search committee has completed its final committee report of its list of candidates, the search committee chair will meet with the appointing officer to discuss their recommendations, including the reactions of campus constituencies to each of the candidates that it recommends.

F. Targeted Searches

In most cases, preference should be given to either a public search or an internal search. However, there may be instances where the President has identified an individual that is particularly well-suited for a high-level position where a targeted search is warranted. In these cases, the candidate should be presented to the appropriate campus community as a nominee, in the interest of shared governance, inclusion, and diversity. The nominee should hold a public forum and/or meetings with the appropriate constituencies with an opportunity for questions. A period is then allowed for campus community comments to be submitted to the President before the decision for appointment is completed.

G. Procedures for all Search Committees

Immediately upon being formed and charged with its task by the appointing officer, the search committee will elect from among its members a vice chairperson. The sole function of the vice chairperson will be to take over the chairperson's duties if the chairperson resigns or becomes unable to serve on the search committee.
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 chairperson’s designee shall call and preside over all such meetings.
The appointing officer shall be informed in advance of all search committee meetings. The appointing officer may attend these meetings but may not vote on any matters before the search committee.
Any person who has agreed to serve as a search committee member may not become a candidate for the searched position. In the event that the search committee is dissolved and a new search for the same position occurs, members of the previous search committee may then put their names as candidates.
If a search committee member resigns, another representative of the same constituency will be appointed.

H. Search Completion and Final Appointment

The appointing officer may reject all candidates recommended by the search committee. In such a case, the appointing officer will either instruct the search committee to resume its search for satisfactory candidates or may dissolve the committee and call for the creation of a new search in accordance with these policies.
In the specific case of searches for Department Chairperson/School Director (see Section II.G.), when the search committee has submitted a report that is acceptable to the College Dean, the Dean of the College shall convey the report and indication of a preferred candidate to the Vice President for Academic Affairs and Provost. After consultation with the College Dean, the Provost shall make the final selection. The Provost may reject all candidates recommended by the College Dean and the search committee. In such a case, the Dean of the College shall either instruct the search committee to continue its search or dissolve the committee and call for the creation of a new search in accordance with established procedures as outlined in Section II.G.
In all other searches covered by this policy, the President or the President’s designee shall make the final selection and inform the search committee of the candidate chosen. The Academic Senate (or other appropriate groups—e.g., College Council/ Coordinating Team or Graduate Council) shall be informed of the name of the person hired when the time is appropriate to do so.

J. Changes in Procedure

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

II. Search Committee Composition

A. All Search Committees

Tenured/tenure track (T/TT) faculty seats on search committees listed in this policy may not be held by individuals that have appointments as administrative personnel (e.g. Vice Presidents, Associate Vice Presidents, Assistant Vice Presidents, College Deans, Associate Deans Department Chairpersons, School Directors, or University Counsel). Tenured/tenure-track and non-tenure-track (NTT) faculty members shall have completed at least nine months of employment to be eligible to serve on a search committee. Exceptions may be made to this nine-month requirement for faculty representing colleges required for a search committee that have had faculty for less than nine months. Every effort should be made by the appointing officer to appoint a Search Advocate to every search committee covered by this policy, as a non-voting committee member.

B. Vice President for Academic Affairs 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:

a T/TT faculty member elected from each college;
a NTT faculty member elected by the NTT faculty;
three students, selected from a list of up to twelve names provided by the Student Government Association;
a civil service employee (CS), selected from a list of five CS employees working within Academic Affairs provided by the CS Council;
an Administrative/Professional (AP) employee, selected from a list of five AP employees working within Academic Affairs provided by the AP Council;
a dean or former dean;
an additional administrator selected by the President;
one at-large voting member, selected at the discretion of the President; and
a chairperson selected from the Panel of Ten.

C. 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, selected from a list of six names, ideally drawn from different colleges and units, provided by the Faculty Caucus of the Academic Senate;
a NTT faculty member, selected from a list of three names elected by the NTT faculty;
five students, selected from a list of up to twenty names provided by the Student Government Association;
a CS employee, selected from a list of five CS employees working within Student Affairs provided by the CS Council;
an AP employee, selected from a list of five AP employees working within Student Affairs provided by the AP Council;
an administrator selected by the President;
one at-large voting member, selected at the discretion of the President; and
a chairperson selected from the Panel of Ten.

D. 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, selected from a list of six names, ideally drawn from different colleges and units, provided by the Faculty Caucus of the Academic Senate;
a NTT faculty member, selected from a list of three names elected by the NTT faculty;
two students, selected from a list of up to eight names provided by the Student Government Association;
a CS employee, selected from a list of five CS employees working within Finance and Planning provided by the CS Council;
an AP employee, selected from a list of five AP employees working within Finance and Planning provided by the AP Council;
an administrator selected by the President;
one at-large voting member, selected at the discretion of the President; and
a chairperson selected from the Panel of Ten.

E. 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:

three T/TT faculty members, selected from a list of six names, ideally drawn from different colleges and units, provided by the Faculty Caucus of the Academic Senate;
a NTT faculty member, selected from a list of three names elected by the NTT faculty;
two students, selected from a list of up to eight names provided by the Student Government Association;
a CS employee, selected from a list of five CS employees working within University Advancement provided by the CS Council;
an AP employee, selected from a list of five AP employees working within University Advancement provided by the AP Council;
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;
an administrator selected by the President;
one at-large voting member, selected at the discretion of the President; and
a chairperson selected from the Panel of Ten;

F. Chief Equity and Inclusion Officer

The search committee to screen candidates for the Chief Equity and Inclusion Officer will be formed when the President, in consultation with the appropriate shared governance body, appoints:

three T/TT faculty members, selected from a list of up to six names, ideally drawn from different colleges and units, provided by the Faculty Caucus of the Academic Senate;
a NTT faculty member, selected from a list of three names elected by the NTT faculty;
two students, selected from a list of up to eight names provided by the Student Government Association;
a CS employee, selected from a list of five names provided by the CS Council;
an AP employee, selected from a list of five names provided by the AP Council.
a member of the Diversity and Inclusion Advisory Council (DIAC), selected from a list of five names provided by DIAC;
a current or former department chairperson or school director;
an additional administrator selected by the appointing officer;
one at-large voting member, selected at the discretion of the President; and
a chairperson selected from the Panel of Ten.

G. 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 members holding appointments within the college elected by that same college;
a NTT faculty member holding appointment within the college and elected by the NTT faculty of that same college;
a CS employee, selected from a list of four CS employees working within the same college provided by the CS Council;
an AP employee, selected from a list of four AP employees working within the same college provided by the AP Council;
two students majoring in programs within the college chosen from a list of up to eight names provided jointly by the appropriate College Council and the Student Government Association;
a current or former department chairperson or school director from the same college;
an additional administrator selected by the Provost;
one at-large voting member, selected at the discretion of the Provost; and
a chairperson selected from the Panel of Ten.

H. Department Chairperson/School Director

Searches for department chairperson or school director positions will begin when the Provost or Provost's 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, NTT faculty, students, Administrative/Professional employees, and Civil Service employees. After approval of the final selection by the Provost, the appointment of a Department Chairperson/School Director is the responsibility of the Dean.

I. Director of the Graduate School

The search committee to screen candidates for the Director of the Graduate School position will be formed when the Provost or the Provost’s designee, in consultation with the appropriate shared governance body, appoints:

a chairperson selected from the Panel of Ten;
a department chairperson or school director from a different area (see list below) than the committee chairperson;
seven T/TT faculty elected by the Graduate Council and confirmed by the Faculty Caucus of the Academic Senate, one each from the areas that are not already represented by the committee chairperson and the department chair/school director representative:
- College of Applied Science and Technology
- College of Arts and Sciences—Humanities
- College of Arts and Sciences—Social Sciences
- College of Arts and Sciences—Sciences
- College of Business
- College of Education
- College of Engineering
- Mennonite College of Nursing
- Milner Library
- Wonsook Kim College of Fine Arts
an AP or CS employee from the Graduate School or who supports a graduate program on campus, selected from a list of three names of CS employees provided by the CS Council and a list of three names of AP employees provided by the AP Council;
three graduate students, preferably representing both the master’s doctoral levels, selected from a list of up to ten names supplied by Graduate Student Association; and
one at-large voting member, selected at the discretion of the Provost.

J. Other Academic Affairs Administrators

Searches to fill other academic administrator vacancies, such as those positions that report directly to the Provost and that involve curriculum, faculty or staff evaluation, or supervision for a number of colleges, may also require the participation of representatives of various constituencies. The Provost shall consult with leaders of the Academic Senate to determine if a vacancy for a position that reports directly to the Provost shall require a Panel of Ten search. Such a search may begin when the Provost or their designee informs such a constituency that a vacancy has occurred or will occur.

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

three T/TT faculty members, selected from a list of up to six names, ideally drawn from different colleges and units, provided by the Faculty Caucus of the Academic Senate;
a NTT faculty member, selected from a list of three names elected by the NTT faculty;
a CS employee, selected from a list of five names provided by the CS Council;
an AP employee, selected from a list of five names provided by the AP Council;
one or more students when the Provost and the Academic Affairs Committee agree that students are an appropriate constituency and agree upon the number of student members;
a current or former department chairperson or school director;
an additional administrator selected by the appointing officer;
one at-large voting member, selected at the discretion of the Provost; and
a chairperson selected from the Panel of Ten.

If in the judgment of the Provost and the appropriate shared governance body, the numbers above need adjustment, an ad hoc committee structure may be arranged. For all ad hoc committees, the structure must maintain a minimum of three T/TT faculty members, one NTT faculty member, two staff, and one student (when the Provost and the appropriate shared governance body agree that students are an appropriate constituency), in addition to the chairperson chosen from the Panel of Ten. Unless otherwise noted, all members of the committee will be voting members.

Policy Owner: Academic Senate

Contact: Academic Senate
(309) 438-8735

Revised on: 07/2024