Faculty Hiring Guidelines

General Principles

• The University of New Mexico is an Equal Opportunity/Affirmative Action employer and recognizes its responsibility to extend equal employment opportunities to all qualified individuals.
• UNM's policy complies with laws and regulations of federal and state regulatory agencies.
• UNM's policy also promotes the practice of the true spirit of affirmative action and equal employment opportunity.
• UNM's policy promotes positive steps to hire and promote qualified persons in protected groups to achieve a representation at UNM that is comparable to the labor pools from which it recruits and selects.

Section I. Competitive Searches

The University recruits and hires faculty through competitive processes to attract a strong and diverse pool of candidates. The process is monitored through a certification process as outlined in Forms 1 and 2. Hiring officials must provide the following forms and documentation and adhere to the hiring procedures described below:

Request to Initiate Faculty Hiring (Form 1)

1. Advertisement
   1. 1.1 Rank and Title of Vacancy
      • All tenure track/tenured faculty positions as designated in the University of New Mexico Faculty Handbook.
      • All regular non-tenure track faculty positions as designated in the University of New Mexico Faculty Handbook.
      • Visiting Faculty positions of two (2) to a maximum of three (3) year terms must be filled utilizing this competitive process.
   2. 1.2 Minimum and Preferred Qualifications clearly stated.
   3. 1.3 Minimum Qualifications must solicit a "yes" or "no" assessment.
   4. 1.4 Affirmative Action statement clearly stated, i.e., "The University of New Mexico is an Equal Opportunity/Affirmative Action employer and educator."
   5. 1.5 Recruitment Period defined (minimum of 15 calendar days).
   6. 1.6 Application deadline clearly stated.
      • Date Specified (hard deadline); or
      • Best Consideration Date, Open Until Filled.
   7. 1.7 Options for Advertisement:
      • Abbreviated Ad
        Position Title only with mechanism to access complete information.
      • Moderately Abbreviated Ad
        Position Title/Minimum Requirements/mechanism to access complete information.
      • Complete Ad
        Minimums and preferred qualifications must appear in the ad.
2. Search Committee
   1. 2.1 Search Committee must be diverse (one minority and one female, cannot be the same individual).
   2. 2.2 Search Committee must be made up of at least three (3) individuals. Search Committee should also reflect an adequate representation of interests, such as, Department faculty, staff, or students and community members.
   3. 2.3 Charge from hiring official to Search Committee identifying expectations of the hiring official for the committee and expected timelines. This includes specific tasks and the confidentiality of all application materials as stated below:
      • Development of the position analysis and recruitment plan;
      • Recruitment of a diverse and highly qualified pool of applicants;
      • Screening of application materials to identify bona fide applicants and to evaluate applicants according to the selection criteria;
      • Development of screening process to be utilized;
      • Selection of 6-7 semifinalists and recommendation of interviewees;
      • Participation in the interviews of candidates for this position according to departmental policy and previous practice;
      • Search committee members and those faculty members involved in determining the candidates to be brought for interview, but who are not part of the search committee, must maintain the confidentiality of all applicant information as stated in the Board of Regents' Policy #6.7: Confidentiality of Employment Applications.
   4. 2.4 Search coordinator serves as a non-voting member of the search committee who:
      • Provides administrative support to a search committee and does not screen applicants for minimum or desired qualifications.
3. Recruitment Methods
   1. 3.1 Recruitment period must be at least 15 calendar days.
   2. 3.2 One national recruitment/publication resource and/or website must be identified.
   3. 3.3 Targeted recruitment must be conducted for each of the protected groups (Women, Asian, African American, American Indian, Hispanic) for all vacancies.
   4. 3.4 Placement Goals must be identified and assessed utilizing the University's most current Affirmative Action Plan.
   5. 3.5 Department must maintain documentation of recruitment resources, including targeted recruitment efforts.

Applicant to Hire Analysis (Form 2)

1. Applicant Pool Listing must be completed.
   1. 1.1 Verification that VEOIS was sent.
   2. 1.2 Names of all individuals who expressed interest by submitting a complete application by deadline advertised.
   3. 1.3 Candidates screened for minimum qualifications advertised, "yes" or "no" assessment. Those who meet all minimum requirements are "bona fide". At least two (2) members of the Search Committee must screen for minimums.
   4. 1.4 Candidates screened for preferred qualifications based upon advertisement.
   5. 1.5 Hiring department conducted a second look at all applicants that self-identified in one or more of the protected groups to meet its Affirmative Action responsibilities and/or goals.
   6. 1.6 Interviewees Identified:
      • Reason codes assigned to all bona fide applicants.
      • Itinerary must be consistent for all interviewees.
   7. 1.7 Record Keeping
      • Department must maintain individual evaluation conducted by each search committee member and any other documentation of mechanisms utilized to identify interviewees.
      • Department must maintain documentation utilized in screening interviewees: Interview questions, presentation evaluations, forum evaluations, and/or other venues.
      • Hiring unit must maintain its complete search files for a period of 5 years from the date of hire.
   8. 1.8 Successful candidate identified.
      • Department must maintain documentation that supports and compares the successful candidate to the other interviewees.
      • Submit copy of successful candidate's CV and tentative offer letter with tentative offer language with Applicant to Hire Analysis Form (Form 2).
   9. 1.9 Gender/Ethnicity identified for those who either self-identified or a reasonable effort identification was made.
2. Faculty Tracking Sheet
   1. 2.1 Total number of applicants reported on the Applicant Pool Listing must be the same as those reported on the Faculty Tracking Sheet.
   2. 2.2 Total number of applicants who did not meet minimum qualifications by gender and ethnicity with totals (non-bona fide).
   3. 2.3 Total number of applicants who did meet minimum qualifications by gender and ethnicity with totals (bona fide).
   4. 2.4 The data must be consistent with the data reported in the Applicant Pool Listing.
3. Request to Deviate from Search Process (Form 4)
   1. 3.1 When the Search Committee determines it is necessary to deviate from the prescribed process, the Hiring Unit must submit a request with a memorandum of explanation. The Hiring Unit must receive approval for the following requests:
      • Change in composition of the search committee after the screening has begun.
      • Make two or more selections from the same applicant pool.
      • Extend recruitment period (re-advertisement of vacancy).
      • Other.

Section II. Limited Internal Competitive Searches

A hiring official may conduct a limited internal competitive search process for an academic administrative appointment such as director, assistant and associate dean, department chairs, and assistant and associate department chairs.

A hiring official must submit a Request to Initiate Faculty Hiring Form (Form 1) as defined above, with the exception of:

• Recruitment period of five (5) working days.
• Recruitment resources (Listserv, etc.)
• Hiring official must submit an Applicant to Hire Analysis Form (Form 2) as identified above.

Section III. Alternative Faculty Appointment Procedures

The University recruits and hires faculty through competitive processes. However, from time to time there may be circumstances when an alternative appointment procedure is necessary to fill a faculty position. These circumstances are described below. Whenever an alternative appointment procedure is used to fill a faculty position, the department must submit an Alternative Appointment Request Form (Form 5). By signing the form, the hiring officer/chair and dean/director certify that the conditions of the appointment meet the criteria as defined in this procedure. Requests to appoint faculty under this policy are submitted to either the Provost/Executive Vice President for Academic Affairs or the Executive Vice President for Health Sciences Center (HSC) as appropriate. These offices will forward the requests to OEO for approval. The Provost/Executive Vice President for Academic Affairs or the Executive Vice President for Health Sciences Center and OEO monitor faculty appointments under this procedure and may require a competitive search in some cases.

1. Voluntary Lateral Transfer
   • A faculty member is requesting a lateral transfer. A transfer is defined as a lateral move from one (1) academic unit to another, or one (1) geographical location to another, in the same faculty position. In most instances the lateral transfer creates a vacancy that will be filled through a competitive recruitment process.
2. Named in a Contract or Grant Award
   • Individuals named as Principle Investigator or Co-Principles in a contract or grant may be hired under these alternative appointment procedures. Additionally, individuals who possess unique or highly specialized qualifications required by the granting agency may be hired under this category.
3. Professional Service Appointment-Not to Exceed Six (6) Months
   • Where there is a critical, immediate, and temporary need for an individual to perform professional services, these alternative appointment procedures may be used. The professional service appointment will last no longer than six (6) months and there will be no extensions allowed in these cases. If a department thinks the assignment will take longer than six (6) months, the department must start a competitive search at the time the professional service appointment is made. The six (6) month professional service appointment will allow the department to have someone on board immediately while the competitive process is taking place.
4. Sole Source
   • An individual who has unique qualifications needed for the position. Usually the position will not exist unless a specific person can be hired. This situation is very rare. Where there is a question whether the person has truly unique qualifications, a competitive search should be undertaken.
5. Under-Representation and/or Established Placement Goals
   • An individual who is a member of a group which is historically underrepresented (as verified by OEO), in the faculty job group for which the person is being considered and another more qualified member of an under-represented group is unlikely to apply.
6. Acting and Interim Appointments
   • An individual is considered to be in an acting position while temporarily filling a position where the regular incumbent is expected to return. An individual is considered to be in an interim position while filling a position for which a search is to be conducted. The additional assignment must be a significant portion of the position and must be performed for an extended period of time (up to six months). A hiring official may conduct a limited internal competitive search in accordance with the Section II. Limited Internal Competitive Search Process as noted in the Faculty Hiring Guidelines. The Provost/Executive Vice President for Academic Affairs or the Executive Vice President of the Health Sciences Center (HSC) and OEO must approve extensions beyond or appointments for longer than six (6) months.
7. Spouse or Domestic Partner Hiring
   • Given the importance of diversity to the University and the recognition of dual career families in today's workplace, spouses or domestic partners, as defined in "Domestic Partners," Policy 3790, UBP, may be hired under these alternative appointment procedures to enhance and support the recruitment, hiring, and retention of qualified faculty. Hiring of the spouse or domestic partner depends upon the qualifications of the spouse or domestic partner, the availability of a suitable and acceptable position in each case, and is subject to the approval of the department into which the spouse or domestic partner will be hired. Placement must comply with "Employment of Relatives" as defined in the Faculty Handbook
8. Change in Employee Status
   • A UNM retiree or former faculty member will perform duties similar to the position he or she previously occupied, but may be not be hired into a higher-ranking position than previously assigned without going through a competitive hiring process. Retirees or former faculty members can be rehired into critical or difficult to fill temporary or regular positions where it would be beneficial to the University to have requisite skills, training, and/or familiarity of unit operations or functions. UNM Retirees, who are hired under this provision for more than .25 FTE, must be certified as eligible to work under the State's Return to Work Program. These retirees must have completed the twelve (12) month lay-out period as described in 1978 NMSA 22-11-25. 1 and 2 NMAC 82.5.15 (A) to be eligible to "Return to Work" eligible faculty members can be rehired non-competitively through this provision, or considered through a competitive search process. In cases of re-employment of both retirees and former employees, candidates must meet minimum qualifications for the position and salary rates must be approved in advance by the Provost/Executive Vice President for Academic Affairs Office or the Executive Vice President for Health Sciences Center (HSC).
9. Specialized Provider
   • The appointment of an individual to provide services, which are considered highly specialized and/or subspecialty that have been demonstrated difficult to recruit and there exists a unique need for these services or because the individual possesses the specific attributes required for the position.
10. Competitively Chosen by Outside Entity
    • An individual who has been competitively chosen by an outside entity according to pre-determined criteria may be hired under these alternative appointment procedures. The UNM hiring officer must provide OEO with a statement from the outside entity certifying that the individual was selected through an open, competitive process. The hire is subject to review and approval by the Provost/Executive Vice President for Academic Affairs Office or the Executive Vice President for Health Sciences Center (HSC) and OEO.
11. Special Professional Distinction
    • A most prestigious academic position in the University only offered when there is substantial evidence of outstanding achievements and significant contributions to the candidate's field. Candidate must meet all criteria for appointment or promotion to a professorship, with evidence of maturity and leadership in their field, endorsement of professional peers of national/international stature, and must bring unique scholarship and expertise to the University.
12. Academic Administrative Appointments
    • A hiring officer may appoint a faculty member to an internal administrative position such as director, assistant and associate dean, department chair, and assistant and associate department chair. A hiring officer may also elect to fill these positions through a limited internal competitive process and or through a national competitive process in accordance with the Faculty Hiring Guidelines.
13. Visiting Faculty
    • A hiring officer may appoint a visiting faculty member under these alternative appointment procedures in the event that an emergency exists that prohibits use of the competitive search process. A position may be filled on an emergency basis for a period of two (2) academic semesters per one (1) year. The position must be advertised during the one-year period. The three (3) year maximum appointment otherwise allowed for visiting faculty positions that are filled competitively is not applicable for this process. Please refer to Section 1. Competitive Searches in the Faculty Hiring Guidelines for these positions.
14. Minority Doctoral Assistance Loan for Service Program
    • A hiring officer may appoint a faculty member who has completed the requirements within the Minority Doctoral Assistance Loan for Service Program. This program is sponsored by the New Mexico Department of Higher Education and serves to increase the number of minorities and women available to teach engineering, physical or life sciences, mathematics and other academic disciplines in which minorities and women are demonstrably under-represented in New Mexico colleges and universities.

Section IV. Temporary Part-Time Faculty

Temporary Faculty includes individuals whose primary professional responsibility is outside the University or for professional staff of the University who may teach on an occasional, limited, course-by-course basis. The University recruits and hires from local pools for Temporary Faculty positions given the terms and conditions of these positions [1]. While these positions are filled competitively, they are not subject to the full search requirements of regular faculty as described above. The Office of Equal Opportunity will monitor this process on a post audit basis.

Initiate Hiring Process:

1. Advertisement
   1. 1.1Identify the areas of study for which instructors are needed.
   2. 1.2Identify contact for applicants to obtain more information regarding Minimum and Preferred Qualifications.
   3. 1.3Minimum Qualifications must solicit a "yes" or "no" assessment.
   4. 1.4Affirmative Action statement clearly stated, i.e., "The University of New Mexico is an Equal Opportunity/Affirmative Action employer and educator."
   5. 1.5Recruitment Period defined.
      • Advertisement must clearly state that selections will be made for fall, spring and summer semesters for a 12-month period, i.e., Summer 2006, Fall 2006 and Spring 2007 semesters.
   6. 1.6Application deadline clearly stated.
   7. 1.7Options for advertisement:
      • Moderately Abbreviated Ad - Combined at College level
        Positions/Area of Study/mechanism to access complete information
      • Complete Ad - Departmental/College Website
2. Recruitment
   1. 2.1Recruitment period must last for a minimum of 15 calendar days.
   2. 2.2Recruitment requires that advertisement be placed in a local newspaper at least two separate times during the same 12-month period noted in 1.5 above.
   3. 2.3Advertisements must be submitted to OEO each time an advertisement is posted.
   4. 2.4Targeted recruitment must be conducted for all temporary, part-time vacancies. This may be accomplished by mailing out recruitment notices with a copy of the posting/advertisement to the appropriate local minority organizations.
   5. 2.5If a credit course is offered through Continuing Education, the unit offering the course will be responsible for the appropriate advertising and documentation that must be submitted for approval.
3. Search Committee
   1. 3.1The hiring official may use or may not use a Search Committee.
   2. 3.2If a Search Committee is used it must be diverse (one minority and one female, cannot be the same individual).
   3. 3.3Search Committee must be made up of at least three (3) individuals. Search Committee should also reflect an adequate representation, including but not limited to, Department faculty, staff or students.
   4. 3.4The Search Committee and/or Hiring Officer should screen the applicants and select the most qualified applicants in consultation with faculty with appropriate expertise.
   5. 3.5The Hiring Officer must consult with the Search Coordinator regarding:
      • Adequacy of justification for selection and non-selection
      • Certification of targeted recruitment and second look of qualified women and minorities
   6. 3.6A Search coordinator serves as a non-voting member of the search committee who:
      • Provides administrative support to a search committee and does not screen applicants for minimum or desired qualifications.

Applicant to Hire Analysis for Temporary Part-Time Faculty (Form 3):

1. Application:
   1. 1.1All applicants must complete a Temporary Part-time Application (requires Adobe Acrobat Download )
   2. 1.2Application includes voluntary Affirmative Action information (VEOIS). This portion of the application will be separated from the actual application.
   3. 1.3VEOIS Data for temporary/part-time pools will be compiled by the hiring unit and used to complete the Applicant Pool Listing for each vacancy.
   4. 1.4Applications will be maintained by Department Administrative Offices and made available for post audits as requested.
2. Applicant Pool Listing must be completed.
   1. 2.1Names of all individuals who expressed interest by submitting a complete application up to the date the selection process begins.
   2. 2.2Candidates screened for minimum qualifications advertised, "yes" or "no" assessment. Those who meet all minimum requirements are "bona fide". At least two (2) members of the Search Committee must screen for minimums.
   3. 2.3Candidates screened for preferred qualifications based upon advertisement.
   4. 2.4Gender/Ethnicity identified for those who either self-identified or a reasonable effort identification was made.
   5. 2.5Hiring department conducted assessment of its Affirmative Action responsibilities with regard to women and minority candidates.
   6. 2.6Interviewees identified:
      • Reason codes assigned to all bona fide applicants.
      • All interviewees assessed in same manner.
   7. 2.7Successful candidate identified.
      • Department must maintain documentation that supports and compares the successful candidate(s) to the other interviewees.
   8. 2.8Hiring unit must complete a Temporary Part-Time Form (Form 3)
      • Form must be submitted for each semester (summer, fall and spring) that the department hires temporary, part-time faculty.
      • The form is to be completed for each discipline within the entire college/department, not for each individual course.
      • Hiring documentation must be submitted to OEO each semester (summer, fall and spring) no later than six (6) weeks after hire date for each semester.
3. Record Keeping
   1. 3.1Department must maintain individual evaluation conducted by each search committee member and any other documentation of any mechanism utilized to identify interviewees.
   2. 3.2Department must maintain documentation utilized in screening interviewees: interview questions, references, etc.
   3. 3.3Hiring Unit must maintain its complete search files for a period of 5 years from the date of hire.
4. Faculty Tracking Sheet
   1. 4.1Total number of applicants reported on the Applicant Pool Listing must be the same as those reported on the Faculty Tracking Sheet.
   2. 4.2Applicants who did not meet minimum qualifications by gender and ethnicity with totals (non-bona fide).
   3. 4.3Applicant who did met minimum qualifications by gender and ethnicity with totals (bona fide).
   4. 4.4The date must be the same as the data reported in the Applicant Pool Listing.
5. Exceptions
   1. 5.1Regular contract faculty and Emeriti faculty may be hired to teach any additional course within their academic department without going through a competitive process.
   2. 5.2Temporary, part-time instructors who are not paid are not employees of the University and thus, are not subject to a competitive process.
   3. 5.3Temporary, part-time instructors who are paid, but only give a few lectures as part of a team-taught course, do not have to be selected through a competitive process if they work three days or less per semester.
   4. 5.4For temporary/part-time instructor purposes, one hour or more of instruction is equal to one day of work.
   5. 5.5If a vacancy unexpectedly occurs or if a new course is unexpectedly added within thirty days prior to the start of the semester, Alternative Faculty Appointment Form (Form 5) should be submitted in accordance with instructions provided.
   6. 5.6The corresponding regular contract faculty forms must be submitted in those circumstances where there will be a deviation.

Section V. Continuing Education and Community Education

Temporary, part-time hires for Continuing Education (CE), Community Education or Branch Campuses where proposals for courses are selected with instructors attached, may be handled differently. Since Continuing Education and some branch campus courses are selected based on content, and the instructor is part of the course proposal, CE and/or the branches must be able to demonstrate the following criteria. 

1. Recruitment and Selection:
   • Targeted proposal recruiting was conducted.
   • There was an equal opportunity to submit proposals to Continuing Education or the branches.
   • Targeted recruiting requires notifying special interest groups of the opportunity to, and procedure for, submitting proposals to Continuing Education and the branch campuses. Demonstrate that advertising information was placed in widely circulated publications.

Section VI. Records Retention

1. Academic Departments are the official record keeper of the complete and official search file.
2. Academic Departments must maintain the search file for five (5) years from the date of closure.
3. Academic Departments will make available to OEO the complete search file if requested on a post audit basis.

Section VII. Audits

1. In order to ensure compliance with relevant policies and procedures, OEO will conduct audits on an on-going basis.
2. OEO will periodically review the complete search files held by Academic Departments for all faculty searches, including temporary part-time faculty.
3. If concerns are discovered as a result of an OEO audit, the hiring process in an Academic Department will be closely monitored for a minimum of three (3) months.
4. If concerns are discovered as a result of an OEO audit in the hiring process for temporary part-time faculty, an Academic Unit will be closely monitored for a minimum of three (3) semesters (fall, spring and summer).