Faculty & Administrator Recruiting Policies and Guidelines for Academic Affairs
Authorization to Recruit:
Written clearance from the Provost's Office is required before recruitment of any full-time faculty or administrative personnel. An Authorization to Recruit Form (A) should be completed and forwarded to the Provost's Office for approval by the Vice President. Please include a job description with Form A. This form should also be completed for less-than-full-time administrative positions if they are to be regular, continuing positions (not temporary). A photocopy of the Authorization to Recruit form will be returned to the Dean or Director and also forwarded to Human Resources. Also check the Human Resources website for additional forms and procedures required by Human Resources.Advertising:
Once the Authorization to Recruit form has been signed by the Provost, recruitment advertising may begin. The ad copy, list of publications where the ad should be placed, and all deadline information should be forwarded electronically to the Assistant Provost at gough@sandiego.edu.Recruitment ads should include a non-discrimination phrase such as "USD is an Equal Opportunity employer."
Interview, Travel and Housing Arrangements:
Once it has been determined which three finalists will be interviewed, the department should contact their Dean to check availability of times on their calendar. The Provost will interview only those candidates being considered for appointment with tenure. All candidates being interviewed on campus should receive a copy of Insight before the scheduled interview date.The candidate may make his or her own plane reservations and be reimbursed (please remind them to submit original passenger receipt, baggage claim tickets or boarding passes, not just the e-ticket print out from the web site). Or, you may use Universal Travel (858-456-7887). Tell the travel agent that you are booking travel for recruitment and the project number is PROV00000. The agent will direct the invoice to the Provost's Office.
The Hospitality Suite on campus is free of charge. It must be the first lodging choice for candidates before departments/areas seek other lodging accommodations. Complete the Hospitality Suite Reservation form and e-mail to provost@sandiego.edu. Only if the Hospitality Suite is booked, you may use the Hacienda Hotel (619-298-4707) in Old Town (Corporate Acct. L244). Please identify your USD department when calling to make reservations. Or you may use the Holiday Inn Express in Old Town by calling (619-299-7400, extension 402, and asking for USD Direct Bill reservations. An e-mail should be sent to the Assistant Provost at gough@sandiego.edu with candidates' names and reservation dates.
If the Hospitality Suite is available, and you choose to use one of the hotels instead of the Hospitality Suite, the charges will be paid from your own department's budget.
Other Recruiting Expenses:
When planning to send faculty members or other employees to conferences for recruiting purposes, please check with the Assistant Provost in advance if you need to send more than one person. The recruiting budget has its limits, and we can usually pay for only one conference attendance per open position.The Provost's Office will reimburse the candidates and University employees for meal and local travel expenses associated with the recruitment visit. Note: We cannot reimburse faculty who take candidates to sporting events, movies, amusement parks, etc. Nor can we reimburse a faculty member for such items as housecleaning services when they have a candidate visit their home. Recruiting reimbursements should be limited to travel expenses (airfare, mileage, train), hotel while here, *meals, parking, taxis, etc.
*Note: Meal Expenses should be limited to $55 per person or less.
Recruiting invoices, check requests, petty cash forms or expense reports should be sent to the Assistant Provost for approval. Forms are available online from the Accounting Office's web site. Please follow all Account Payable policies (such as including original invoices and taping small receipts to sheets of paper).
Faculty and Administrator Appointments:
Once a candidate has been chosen for the position, the appropriate Faculty Appointment Form (B) or Administrator Appointment Form (C) should be completed and sent to the Provost's Office for approval by the Vice President. Copies of this signed form will be forwarded to Human Resources and sent back to the Department. At this point, an official offer can be made and the Affirmative Action Recruitment Form (D) should be completed and returned to the Provost's Office. An employment contract or appointment letter will be written and sent to the new employee when the offer is accepted. All recruiting forms are available online in PDF format.
