Vice President and Provost

Drop Shadow

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 Vice President at gough@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 Debbie Gough in 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 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 Debbie Gough in advance if there are circumstances necessitating travel arrangements with higher-than-average airfares or other special arrangements.  This includes travel by candidates and out own faculty who are attending conferences for interview purposes.

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, in this order of preference, the Casa de la Paz at the Joan B. Kroc Institute for Peace and Justice (619-260-7808). If you are making reservations at the Casa de la Paz, you will need to contact our office to obtain the POETS code. You may also use the Hacienda Hotel in Old Town (call 619-298-4707 for reservations). The USD direct bill account is L244. Please identify your USD department when calling to make reservations. The Hacienda offers a free breakfast and a dinner voucher Monday-Friday.

An e-mail should be sent to Justine Gonzales, Executive Assistant, at justineg@sandiego.edu, with candidates' names, hotel name, 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 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. 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 $80 per person or less (that includes tip and alcohol). 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. It is located on the Accounts Payable website. Please include the names of those in attendance on the request for reimbursement. One dinner per candidate should be booked on campus at La Gran Terraza, if at all possible. A recruiting Advantage card may be checked out from the Provost's Office to pay for on-campus meals.

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 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 Executive Vice President. Copies of this signed form will be forwarded to Human Resources and sent back to the Department. At this point, and 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. All recruiting forms are available online in PDF format.

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