Faculty and 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. A Personnel Requisition should be completed and forwarded to the Provost's Office for approval by the Vice President. Check the Human Resources website for additional forms and procedures required by Human Resources.


Once the Personnel Requisition 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 Vice President for Academic Administration, Rondi Stein, at rstein@sandiego.edu. We will place ads through Jobelephant, Inc. If the School/Department chooses to place an ad in a professional publication themselves, please consult with the Assistant Vice President. Ads placed without the approval of this office may not be reimbursed from the Provost's budget.

Recruitment ads should include a non-discrimination phrase such as "USD is an Equal Opportunity employer."

As part of our annual agreement to post our jobs in HigherEdJobs.com, we have access to their database of resumes. For log in instructions, contact Rondi Stein in the Provost's Office at extension 4554.

You can search/sort over 91,000 (and growing) higher education resumes and vitae by field of expertise, target region, keyword and experience. If you have any questions about using the Resume Database, you can contact our Customer Service Representative, Kevin Varner at (814) 861-3080 ext. 204 or by e-mail at kevinv@higheredjobs.com.

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 Vice President and 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 Global Point Travel (858-824-2488; usd@globalpointtravel.com). Tell the travel agent that you are booking travel for recruitment and the project number is PROV00000. The agent will contact the Provost's Office for approval. Please contact Rondi Stein in advance if there are circumstances necessitating travel arrangements with higher-than-average airfares or other special arrangements.  This includes travel by candidates and our own faculty who are attending conferences for interview purposes.

For lodging, you may use the Casa de la Paz at the Joan B. Kroc Institute for Peace and Justice (619-260-7808). Please use this as the first choice for lodging. To make reservations at the Casa de la Paz, you will need to contact the Provost's Office to obtain the POETS code.

If the Casa de la Paz is not available for your chosen dates, you may book at The Dana on Mission Bay, a Bartell Hotel. For reservations, please call Vanessa Borio, our designated contact, on her direct line at (619) 225-2133 or email vborio@thedana.com. Please note, Vanessa is the only contact at The Dana for USD direct billing.

You may also use the Hacienda Hotel in Old Town (call 619-298-4707 for reservations). Direct billing is no longer in effect. At the time of booking, please be prepared to supply your USD OneCard credit card information or the guest may book on their personal card and be reimbursed. Please identify that you are calling from USD to receive our negotiated rate and breakfast and dinner vouchers Monday-Friday.

Please contact Rondi Stein before booking any accommodation other than the ones listed above.

An e-mail should be sent to Nadeaja Shaheed, Executive Assistant, at nfshaheed@sandiego.edu, that lists the candidates' names, hotel name, and reservation dates.

Other Recruiting Expenses

When planning to send faculty members or other employees to conferences for recruiting purposes, please note that we pay 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, or for gifts. 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, and taxis.  We do not provide rental cars without pre-approval by Provost Office.

*Note: Meal Expenses should be limited to $80 per person or less (that includes tip and alcohol). Please note the expenditure procedures regarding alcohol: "The University will pay for the cost of alcoholic beverages up to a reasonable amount. Prudence should be used in the purchase of such beverages as they may comprise a significant portion of the cost of the meal. It is suggested that employees limit expenses for alcoholic beverages to the average cost of approximately $10, and not to exceed $15 per person."  Accounts Payable requires an itemized receipt for meals, not just a credit card charge slip. If you do not have an itemized receipt, you must fill out a Missing Receipt Declaration form found on the Accounts Payable website under "Miscellaneous Forms." Please include the names of those in attendance on the request for reimbursement. On-campus and off-campus meals should be charged to a department or faculty OneCard.

Recruiting invoices, check requests, petty cash forms or expense reports should be sent to the Assistant Vice President 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 the background check has come back approved, an official offer can be made. An employment contract or appointment letter will be written and sent to the new employee only after the pre-employment background check is completed. 

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