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Human Resources Department

University of Colorado at Colorado Springs

P.O. Box 7150

Colorado Springs, CO 80933-7150

(719) 262-3372

(719) 262-3426 FAX

THE CHARGE TO THE SEARCH COMMITTEE

At the beginning of the search, a charge should be issued by the hiring authority to the search committee. The charge has as its purpose: (1) the basic expectations of the search committee in its task; (2) the guidelines and parameters of authority granted to the search committee, and (3) a notation of procedural matters within the search.

The charge to the search committee should include, at minimum, the following items:

For each position for which a search has been authorized, the supervising authority shall issue a charge to the committee and establish the search budget.

The charge will outline in appropriate detail the requirements that the committee shall respect, namely:

1. the scope of the search (internal, state/regional, or national) and methods of soliciting nominations

2. the requirements of affirmative action;

3. target dates for completing each stage of the search process and the schedule of reporting to the supervising authority;

4. the number of candidates to be recommended to the supervising authority;

5. the arrangements to be followed for campus visits if required.;

6. the provisions by which the committee will handle communications regarding the search and the evaluation of candidates; and

7. information regarding the procedure to follow for committees making use of the services of a professional consultant or search firm.

SUPPORT FOR THE SEARCH COMMITTEE

It is imperative that support be provided for the search committee. The role of the support person is critical to the search and is usually filled by an experienced administrative assistant. The person chosen should not be a member of the committee. He/she should attend search committee meetings, however, and must therefore observe the same constraints of confidentiality established for committee members. In addition, he or she will be the guarantor of the confidentiality of the records of the search.

In some instances, it may be necessary to delegate some of the duties of the clerical support person to a student employee. This person need not attend the search committee meetings, but must be instructed in the protocols of confidentiality agreed to by the committee.

Responsibilities of The Support Person:

1. Maintain the records of the search process.

• Prepare minutes of all meetings of the committee, summarizing topics discussed and actions taken without identifying speakers or names of candidates, and distribute them to committee members.

• Establish a running log of all communications with nominators and candidates and a candidate roster.

• Set up and maintain candidate files in a secure area.

• Keep financial records of the search, and make prompt reimbursement to committee members and candidates for any expenses incurred.

• Prepare a final written summary of the search and arrange for storage of files.

2. Prepare communications of the search committee for the chair’s signature and distribute as appropriate.

• Personalize form letters for use with nominators and candidates.

• Prepare information packets to enclose with letters to candidates at various stages of the search:

--The institutional profile and statement of desired qualifications adopted by the Search Committee for all candidates and nomination sources.

--A collection of publications (catalogue, brochures, viewbook, newsletters, etc.) for semifinalists.

--A collection of internal reports (e.g. fund raising, accreditation, financial, enrollment, planning) for finalists, plus a list of members of the search committee with a brief summary of the background of each.

3. Draft periodic progress reports for general distribution to the campus community, including public announcement of the outcome:

• Progress reports from the chairperson of the committee at three or four key points in the search: after the organizational meeting, after semifinalists have been identified, after finalists have been selected for off-campus interviews, prior to the campus visit(s) of the leading candidate(s), etc. These reports could be in memo or letter form or appear as bulletins in routine publications that reach all constituencies.

• A report to the campus community from the chairperson on the outcome of the search, timed to coincide with the public announcement.

4. Manage arrangements for off-campus and on-campus interviews:

• Locate and contract for off-campus interview site for semifinalists, and facilitate travel plans of candidates and committee members as necessary.

• Develop the schedule for on-campus interviews and communicate as necessary with the finalist candidate(s), members of the campus community, service personnel (for lodging, meals, hospitality, etc.)

5. Maintain strict confidentiality about candidates and committee deliberations both during and after the search.