Internal Search
INTERNAL SEARCH
An internal search is conducted when a new set of responsibilities is available and no vacant position exists. Such searches may limit the applicant pool through the use of minimum criteria, as long as those criteria are job-related. Examples include Assistant Dean positions which might set a minimum criterion of holding a regular faculty or administrative position in the particular College, or Chair positions which might set a minimum criterion of holding a tenured position in the Department.
ADVERTISING
Announcement to the appropriate pool of potential applicants is required. This might include notices on the campus e-news; written communication (can include e-mails to the campus community or relevant College faculty and administrators; departmental bulletin board notices; or other internal recruitment efforts). All examples above contribute to equal opportunity in the announcement process. As a minimum, the first two strategies listed above should be utilized.
A closing deadline should be established for not less than 10 working days after the latest written announcement. First contact (letter, vita, or other method) must be postmarked or hand delivered on or before that date.
There is no minimum number of candidates to be achieved in an internal search, provided that the announcements have been directed to the appropriate pool of potential applicants. No re-opening is required if there is a limited pool.
SCREENING
All applicants should complete the appropriate UCF faculty pre-employment documents.
Additional information (statements of administrative philosophy, for instance) may be asked of all candidates, or just the finalists.
A diverse committee of persons knowledgeable about the area should be named. Criteria should be discussed before the applicants are reviewed. Screening "rounds" to determine the possession of required and preferred criteria are common. Decisions on quality of experience follow for as many rounds as necessary.
Results of reference checks, conversations with colleagues, and personal references offered by Committee members may be entered into the record following screening for required and preferred criteria. It is not appropriate to enter reference information into the screening process at the earlier "paper screening" round(s).
Three interviews are recommended. A search may be approved with fewer if the announcements were directed to the appropriate pool of potential applicants.
Interview input may be given to the hiring official or sought by the Search Committee, if persons outside the committee were involved in the interview schedule.
FINAL DETAILS
Recommendations are given to the hiring official in the format requested. Examples include rank order of the top three; listing of three who are acceptable; or strengths and weaknesses of all those who were interviewed.
A folder is prepared for the selected candidate, including updated credentials and search committee records. The official transcript of highest degree must be included. Exception: this is not necessary if a note can be made that the official transcript was observed in the existing files with initials next to the degree verifying that the EO/AA Office reviewed it previously. The folder is forwarded for EO/AA review and returned to the hiring college.
Phone calls or hand-delivered letters of non-selection are recommended as a courtesy to the other interviewees. All candidates should be notified that a candidate has accepted the position.
UCF EO/AA 5/08
Internal Search