FACULTY HIRING GUIDELINES
UPDATED 3/8/13
I.
POSTING A FACULTY POSITION
Please note: Regular faculty searches must be pre-approved by the Provost before submitting the
posting advertisement.
Typical workflow: Initiator (Secretary)  Hiring Manager (Search Committee
Chair/Director/Dept. Chair)  Sr. Manager  FPS
A.
Initiator logs into the Central Link website (https://centrallink.cmich.edu) and selects
Post a Position/Search from “My Favorites” menu.
(Alternate log in: After logging into Central Link, click on My Account. Under “My Work Day”
click on Job Postings and Searches).
B.
Confirm that your role in system states Initiator, Initiator – Faculty or Hiring Manager.
In the Shortcuts box, select “Create New Faculty Posting.” To create a posting from scratch,
select Create from Position Type. To begin with a copy of a prior posting, select Create from
Posting.
C.
Complete the applicable fields. On the first screen you may choose to “Accept
references.” See explanation below of how this function works.
Confidential Reference Letters: Checking the ‘Accept References’ box will require all
applicants to submit contact information for references. However, only those
applicants selected and changed to a status of “Seek References” will references be
requested. The search committee is encouraged to only request reference letters on
applicants you wish to consider further or perhaps only your top tier. When an
applicant’s status is changed to “Seek References,” this will generate an automatic email
request to the references provided along with instructions and a unique URL. The
individual submitting the confidential letter of reference will click on the URL and be
taken to our applicant system where he/she will be prompted to upload a reference
letter. The committee members will be able to view this letter within the applicant’s
application, but the applicant cannot view it.
Steps to set up References:
1. Check the “Accept References” box. Additional selections will appear.
2. Reference Notification: Select “Seek References” from the drop down list.
3. Recommendation Workflow: Select the “References Received” status from the drop
down list. Once the required number of reference letters has been received for an
applicant, he/she will be automatically moved to this status.
4. Recommendation Document Type: Select “Reference Letter.”
D.
Click on the orange Create New Posting button.
E.
Under the Documents tab, upload the posting advertisement that will be submitted to
external sites. This can be a shortened version of the complete ad but MUST refer prospective
applicants to www.jobs.cmich.edu to apply and to see complete job posting details. Individuals
may not be considered applicants if the application materials are sent directly to the
department or an individual.
F.
tab.
Summary of Posting: After completing the posting, review the details on the Summary
G.
Submit Posting for Approval: Click on the orange Take Action on Posting button and
select the applicable workflow action to move it to the next reviewing authority.
H.
If the Initiator has submitted the posting to the Hiring Manager, he/she should log into
the system and find the posting in the Inbox awaiting review and approval. Upon approval by
Hiring Manager, he/she can select “Take Action on Posting” button and forward to Senior
Manager.
I.
See “Posting Faculty Ads Externally” at the end of this document for additional
instructions.
II.
REVIEWING APPLICANT MATERIALS
A.
The search committee chair can locate the posting in your Inbox or Watch List. Click on
the Applicants tab. To review documents submitted by the applicants, check the box to the left
of each applicant name. Hover over the Actions button to the right of the name(s) to view
uploaded documents.
To review all applicants’ documents, check the box in the column heading and then select the
Actions button above the column headings and choose ‘Download Application/Profiles as PDF.’
Click ‘Submit’ to view documents.
III.
GUEST USER ACCESS
Log on to: https://www.jobs.cmich.edu/userfiles/jsp/shared/frameset/Frameset.jsp?time=1339507106003
Password: Please contact the Hiring Manager if you have not yet received the password.
Once you are logged in to the online applicant system, review the posting summary and then
click on the Applicants tab. To review documents submitted by the applicants, check the box to
the left of each applicant name. Hover over the Actions button to the right of the name(s) to
view uploaded documents.
To review all applicants’ documents, check the box in the column heading and then select the
Actions button above the column headings and choose ‘Download Application/Profiles as PDF’.
Click ‘Submit’ to view documents.
IV.
SELECTING AND INTERVIEWING CANDIDATES
Screening Interviews
It is recommended that committees first conduct screening interviews. These can include a
phone interview, conference interview or Skype (or similar web application).
A new justification document must be uploaded to indicate who is being recommended for
interview and why. A form is provided and can be found on the Faculty Personnel Services
website. Go into your posting and click on “Documents.” Select the Actions button next to the
“Faculty – Justification Document (Pre-Interview)” and select “Upload new.” Locate document
on your computer to upload and “Submit.”
To change the status of the selected applicants, put a check mark in front of each applicant’s
name. Select the Actions button above the column headings and select “Move in Workflow”
under the BULK section. Choose the “Screening Interview” status. Next, select the orange
“Take Action on Posting” button and submit to Senior Manager.
Upon completion of the screening interview, the top candidates may be selected for a campus
interview or the search committee may now wish to seek reference letters.
Reference Letters
If your posting indicated that confidential letters of reference are required, then once the
screening interviews are completed, it is recommended the status of the top candidates be
changed to “Seek References.” This will generate an email notification to each of the references
provided that a reference letter is now being sought. A unique link is sent that allows reference
providers to upload a confidential letter to the applicant’s file.
As the reference letters are received, these can be viewed within the application. Once the
required number of letters is received, the status of the applicant will be automatically changed
to “References Received.” If, however, the committee wishes to proceed with setting up
campus interviews, the status can be changed to “Interview.” Note that the automatic status
change to “References Received” will be broken.
If necessary, a reminder email can be sent by the Hiring Manager to the reference provider. The
contact email is located in the references section of the application. Include the unique email
link so that the provider can upload the letter to the appropriate applicant.
Campus Interviews
Indicate which applicants will be invited to campus. To change the status of the selected
applicants, put a check mark in front of each applicant’s name. Select the Actions button above
the column headings and select “Move in Workflow” under the BULK section. Choose the
“Interview” status. Next, select the orange “Take Action on Posting” button and submit to
Senior Manager.
V.
RECOMMENDING CANDIDATE(S) FOR HIRE
A new justification document must be uploaded to indicate who is being recommended for hire
and the reasons he/she was selected over other candidates interviewed. Go into your posting
and click on “Documents.” Select the Actions button next to the “Faculty – Justification
Document (Conclusion)” and select “Upload new.” Locate document to upload on your
computer and “Submit.”
Indicate the top candidate by viewing her/his job application. Select the “Take Action on Job
Application” button and choose “Recommended Candidate” status and “Submit.” (Note this
action only saves the status change and does not move the posting!)
To move the posting to the Hiring Manager, click on the posting title link (in blue). Next, select
the orange “Take Action on Posting” button and submit to Senior Manager.
VI.
MAKING A JOB OFFER
Verbal Offer
Upon Senior Manager and FPS approval of the recommended candidate, a contingent verbal
offer can be made. The Senior Manager determines whether he/she or the department chair
will extend the offer and the appropriate salary. The offer is always contingent upon a
satisfactory criminal background screening. (Note that the offer may also be contingent upon
completion of a doctorate degree, depending on the posting requirements.)
Hiring Proposal
Upon acceptance of the verbal offer, go into the finalist’s application and change her/his status
to “Offered Job – Start Hiring Proposal.” A hiring proposal will now be available for completion.
Complete all the applicable fields, including any negotiated terms of the offer and hit the “Next”
button. Click on the “Take Action on Hiring Proposal” button and select “Verbal Offer
Accepted.” You may then print the completed Hiring Proposal.
FPS will be notified and generate a letter of offer from the Hiring Proposal. If the offer is made
for a regular faculty position, the draft appointment letter will be sent for review to the
department chair and dean.
POSTING FACULTY ADS EXTERNALLY
A.
Creating the Advertising Copy
1.
All external postings must refer interested applicants to the CMU job posting
website to apply. Direct applicants to: www.jobs.cmich.edu. DO NOT accept application
materials any other way. If materials are received via email or hard copy, you must
direct the individual to apply online for consideration.
2.
The language in the external posting can be abbreviated if there is concern with
costs, but it must be consistent with the full ad on the CMU website. It must include the
title of the position at Central Michigan University, start date of job, minimum
requirements, EEO statement and how to apply (including website:
www.jobs.cmich.edu).
B.
Posting Ads with Graystone Ad Agency
Departments place their faculty postings using Graystone Group Advertising Agency.
There is no fee associated with using Graystone for their services, with the exception of
a $25 fee per publication if you request the agency to place web only ads. Faculty
Personnel Services has worked with Graystone to develop a CMU template for all
display (or box) advertisements. This will ensure that CMU ads have a consistent look
and the CMU logo is included.
1.
Send the approved advertisement to Graystone along with the desired
publications through one of the following methods:
a. Online: Go to www.graystoneadv.com and select “Submit Ad” (preferred
method)
Include your department name and cost center number for invoicing.
b. Email ad to [email protected]
Include your department name and cost center number for invoicing.
Telephone No.: Call Graystone at 800-544-0005 for assistance.
2.
Choose the type of ad you want to appear:
a. Display ads will be graphically enhanced in the approved CMU ad template,
proofed, and returned to you via email for final approval. The cost of the
ad(s) will be included upfront. Display ads are not released for publishing
without department approval.
b. Line ads are placed directly with the publication. These are text only ads; no
CMU logo or box around the ad. Estimated costs are available prior to the
ad release.
c. Web only ads. Graystone charges a $25 fee to place the ad on a website in
addition to the website ad cost. Department may choose to place ad on its
own and avoid this fee.
3.
Invoicing:
Graystone will send an electronic invoice for the ad(s) directly to Payable
Accounting and will include the departmental name, cost center number and
proof of placement of the ad. CMU has established terms of a 2% discount if
the invoice is paid within 10 days. Payable Accounting will pay Graystone within
10 days and charge the appropriate departmental cost center(s). This discount
will be passed on to the department.