University is required by the Office of Federal Contract Compliance Programs (OFCCP) guidelines to maintain specific summary information about the search process, applicants and hires. The requirements below must be adhered to and submitted in total to the Faculty Diversity Officer for the granting of Affirmative Action approval. Failure to comply could have costly implications for any contracts with the federal government.
The University updates the faculty search process and information yearly. To meet OFCCP reporting requirements the process and new forms (as of June 2010) must be used.
The Chair of the search committee is responsible for ensuring that complete records are kept during the search, and that all search files are kept for five years from the dates of appointment of the candidate selected. Please save all originals for your files.
There are six steps and six forms to complete for each faculty hire. Instructions are below. Contact the Manager of Faculty Diversity and Development at (216) 368-5737 or RobynnStrong@case.edu if you have questions or need assistance with this process. To download a flowchart outlining the search process, click here.
Step 1: Complete Forms 1, 2 and draft an ad. Information to assist the search committee in drafting an ad can be found here.
Send the information to firstname.lastname@example.org. The ad should be sent in a Word Document.
Stop: The OIDEO will approve your search and ad. Do not proceed until you have approval.
In compliance with the OFCCP, your ad will be posted to two websites free of charge after your search and ad has been approved. These websites are: higheredjobs.com and ohiomeansjobs.com.
Step 2: After you have received approval for your ad, you may post it to additional websites and print publications of you choosing at a cost to your department. Send Form 3A to email@example.com, along with copies of the ad that your department placed in additional publications.
Step 3: Start to complete Form 3B by listing all the candidates that applied for the position on the “All” tab. List all candidates who meet the minimum criteria specified of the ad on the “Qualified” tab. Individuals on the “Qualified” tab who the department wishes to interview should receive an OFCCP code of “1.”
Please note that all applicants that have provided an e-mail address must be sent an Affirmative Action Survey The survey should be sent individually to each applicant or BCC to the applicants. The Affirmative Action Survey is located here.
Stop: Send Form 3B in electronic form to firstname.lastname@example.org in order to get the list approved prior to interviewing qualified candidates. This should occur prior to interviews taking place.
Step 4: After you receive approval to interview the candidates labeled “1” on the “Qualified” tab, proceed with interviews.
Step 5: Complete the “Interviewed” tab on Form 3B. Send the completed Form 3B to email@example.com. After a candidate is selected, complete Form 3C and send a copy of the candidates curriculum vitae (CV) to firstname.lastname@example.org. The Tally of Applicants on Form 3C should be based off the total number of applicants that applied for the position. These applicants will be found on the "All" tab of the 3B Form.
Step 6: The OIDEO will fax you an Affirmative Action Approval Letter if your search meets all Affirmative Action guidelines. Please Note: AA Approval forms are sent on Tuesdays and Fridays.