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The University of Texas Medical Branch
Department of Obstetrics & Gynecology
Employee Standard Operating Procedures
Section 3 – Human Resources Developed -
Subject 3.3 - Employment Effective - 7/1/02
Revised - 06/09/08
Policy 3.3.8 Author - Ob/Gyn
Faculty and A&P Recruitment Chairman’s Office
Faculty and Administrative & Professional Recruitment
Audience This policy applies to those in the Dept. of OB/GYN with hiring authority over regular UTMB Faculty and Administrative and Professional (A&P) employees.
Policy The University of Texas Medical Branch is an Equal Opportunity/Affirmative Action employer and is committed to the recruitment and selection of highly qualified employees without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, or veteran status. In addition, UTMB is committed to identifying and actively recruiting under-represented minority individuals and women. Once a desired candidate has been chosen for a position and prior to an offer being extended, the hiring authority must obtain approval of compliance with the recruitment process from the Director of Equal Opportunity and Diversity. Before hire, in addition, professional references, drug screening and appropriate security background checks shall be completed.
Search Committee
The university encourages the use of search committees as advisory units to hiring authorities. Search committees are used to assure the establishment of a sufficient slate of qualified candidates who represent diverse backgrounds and points of view. The search committee should reflect ethnic and gender diversity. Search committee members may come from other departments and schools within UTMB or from institutions outside of UTMB, if appropriate.
Procedure The responsibilities of the hiring authority and search committee are detailed below.
1. New faculty position: “Project Approval Form” is completed and sent to Administrator for review.
a. Administrator forwards approval and funding verification to Chairman.
b. Dr. Hankins approves.
2. Incumbent position: Position is requested and approved by Dr. Hankins via e-mail.
3. Multiple positions will not be approved for posting if only 1 position is required.
4. Vivian submits an Employment Authorization Form (EAF) to Dr. Hankins for signature and then forwards to Dr. Anderson, Executive Vice President & Provost for signature/approval.
5. Approval to post and recruit is received from Executive Vice President & Provost.
6. Selection Committee is chosen (should be a minimum of 3 individuals and should reflect ethnic and gender diversity). Dr. Hankins is listed on all departmental selection committees.
a. The chairman of the selection committee decides on a recruitment plan, the minimum & preferred qualifications for the position; ad verbiage and ad placement (journal, web site, etc.) and sends information to Vivian.
7. Vivian creates the departmental recruitment file for the approved position.
a. Vivian sends the job description, recruitment plan and advertisements to the Office of Diversity and International Affairs (ODIA) for prior approval. If no ads are being planned, then this must be noted/justified in the recruitment plan.
8. ODIA approves the plan and communicates this to Vivian and a job number is created.
9. Approved ads are returned to the hiring division so the support staff can run the ads.
10. Divisional Support staff and selection committee collects CV’s and itineraries then forwards to Vivian with appropriate reasons on why they decided to interview or not.
a. Vivian completes the “Request to Interview” forms and forwards to ODIA for approval.
b. During long recruitment processes, there could be 3 or more “Request to Interviews” completed and approved. CV’s should be forwarded to Vivian frequently so the forms stay current.
c. Divisional support staff sends out Letter of Acknowledgement & UTMB Voluntary Survey to all applicants upon receipt of their CV. The Chair of the Search Committee is responsible for ensuring the letters and cards are sent to each applicant. (Vivian sends these to the divisions).
d. Applicant returns survey to Director of ODIA.
e. ODIA will forward to the search committee the names of identified minority applicants; these applicants should be interviewed if they meet the minimum qualifications.
11. Final Applicant is selected:
a. Chairman of the selection committee or Dr. Hankins communicates the name and salary amount to Vivian so a Draft Letter of offer can be prepared. Offer is contingent upon a successful background check, drug screen and credentialing (if applicable).
b. Offer is sent to Division Chief and Chairman for approval.
c. Dr. Hankins signs the draft letter (Dr. Anderson does not sign this draft letter)
d. Draft letter sent to applicant.
e. Final Applicant accepts contingency offer.
f. Medical staff packet, billing packet (if applicable), request for certified transcript and criminal background forms are sent to applicant.
g. Vivian completes the “Request to Hire” form and forwards to ODIA for approval. Social security number, date of birth and ethnicity required to complete this form.
12. “Approval to Hire” is sent from the Office of Diversity and International Affairs (ODIA) to Vivian.
a. ODIA contacts applicant with the name of the closest approved drug testing facility and sends appropriate forms directly to the applicant.
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Vivian forwards the Faculty recruitment packet to Dr. Anderson’s office when the following items are received:
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ODIA has approved the recruitment
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Certified copy of the terminal transcript.
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CV of final applicant in UTMB format (divisional support staff completes).
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No one will be actually appointed until the following are complete:
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Drug screen - clear
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Criminal background check - clear
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Credentialing ( if clinical appointment) - approved
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15. Vivian prepares the Memorandum of Appointment (MOA per SOM policy.)