·         Search committee should be established, members should be invited and agree to be on the search committee before search initiation form is submitted.  The department can help with suggestions if necessary.

·         Provide Kristi Townsend with 1) approved business plan (if clinical component), 2) completed search initiation form, 3) Draft Advertisement, and  4) Draft Solicitation Letter

·         Departmental Academic Affairs will provide billet#, review all documents and route for Mary Leonard’s approval and subsequently to SoM Dean’s Office

·         Approved Ad and Solicitation Letter will be released to Chief, Search Chair, and Administrator with instructions on how to proceed. The search will expire ONE YEAR after it is approved.

Business Plan Template

• Search Chair, Division Manager, and administrator to have a pre-kick-off meeting with Kristi to discuss expectations, best practices, red flags, and search process.
  
• Division Administrator will coordinate kick-off meeting (Division Chief, Search Committee, representative from Office of Diversity.
• Advertisements will be posted by Division in Journals specified on the search initiation form (Kristi will post at HERC)

Diversity Statement Optional for All Applicants

At Stanford, we strive to ensure that a diversity of cultures, races and ethnicities, genders, political and religious beliefs, physical and learning differences, sexual orientations and identities is thriving on our campus. Such diversity will inspire new angles of inquiry, new modes of analysis, new discoveries and new solutions.

The Department of Pediatrics, School of Medicine, and Stanford University value faculty who are committed to advancing diversity, equity, and inclusion. Candidates may optionally include as part of their research or teaching statement a brief discussion of how their work will further these ideals.

To learn more about how Stanford thinks about contributions to equity, diversity, and inclusion, please review our IDEAL website, found here.

• First Search Committee Meeting

• The Office of Faculty Development and Diversity (OFDD) must be invited to do a diversity presentation. Schedule with Kathleen Victor  4-5 weeks in advance of first search committee meeting
• Discuss role of diversity representative
• Provide Copies of Advertisement and Solicitation letter to be reviewed during the meeting
• Provide candidate CV’s (if any received) to be reviewed during the meeting and discuss who should be invited for first round of interviews
• Conflict of interest guidelines should be reviewed and discussed. If a conflict of interest is identified, contact your academic affairs representative.
• Discuss outreach efforts outside of sending solicitation letter and posting Ad (search committee members contacting potential candidates, announcements at meetings, etc.). Division should keep a record of all outreach efforts to be included in search report once final candidate is identified
• Determine reoccurring meeting interval- monthly works well.
• Academic Affairs will send Solicitation Letter via e-mail to all Pediatrics Department Chairs nationwide (The AMSPDC directory

Kick- Off Meeting Agenda

Best Practices

Red Flags

Conflict of Interest Guidelines from OAA 

Roles and Responsibilities 

• Receive CV’s, keep track of applicants and recruitment efforts, continue to send solicitation letters as conferences occur and outreach efforts continue
• Division must provide names and e-mails of candidates as they apply to Department Academic Affairs so we can add them to the Provost’s recruitment system. This system sends an e-mail requesting bio/demo data and will generate a report for number of candidates by gender and ethnicity to be included in the final search report
• Post Advertisements: Make sure to keep proof of advertising (print of ad with text, receipt, screen shot, etc).  We will need all this information for the search report. 
• Committee must establish minimum criteria and determine procedures for selection of the definitive pool that require applications to be read by at least two (and preferably more) members of the committee by applying uniform standards in retaining or rejecting candidates and may decide to deploy a rating form based on job-related criteria.
• Search Chair should read all rejected applications to verify candidates do not meet the minimum criteria.
• It is strongly recommended that the committee as a whole reach a consensus about which candidates will move into the definitive pool.
• Candidates who do not make the definitive pool should be notified by a letter (templates available), be careful not to send before they have had a chance to respond to Bio/Demo survey.

Sample Criteria

CV Scorecard

• First Round of Interviews- Optional video conference (Skype/Zoom) is an option. Must be consistent for all candidates.
• Interviewers complete an evaluation for each candidate (contact Departmental Academic Affairs for Qualtrics evaluation survey- if needed)
• Search Committee to meet after all first round candidates are interviewed to vote on who should be invited back for second round of interviews
• Second Round of Interviews-  solicitation of feedback from interviewers

Interview Checklist

Candidate interview sample itinerary

Talk flyer template

Sample interview Questions

• Search Committee Chair informs Division Chief of the final ranked candidate list
• Division Chief, and if necessary, Department Chair do referencing and determine when to Inform Departmental Academic Affairs when final candidate is identified.
• Division Chief uses term sheet template to guide negotiations with candidate. (Ask Department Academic Affairs for template.)
• Division Chief notifies Division Manager and Departmental Academic Affairs to coordinate solicitation of specific appointment packet requirements (ex: Updated CV, candidate statement, Referees/Trainee suggestions, teaching evaluations, etc.)
  • Requirements vary based on line and rank
  • Out of respect for the candidate’s privacy we need to make sure it is okay that we solicit referees.
• While Department is receiving letters, the Administrator and Search Committee Chair works on search report (see below for sample template).
• The Division Manager drafts offer letter and PAF, then forwards to Surabhi and Kristi to begin the approval process.
  • Start date should be at least 6 months out.
• In order to provide an Offer Letter to the candidate, we will need to submit the search report packet to OAA.  The packet contains: the completed Search Report, three letters of evaluation, the PAF, draft offer letter, CV, and copy of published advertisement.
• OAA and Faculty Compensation approve the search report and offer letter.
• Offer letter is released to candidate by Department Academic Affairs.
• Departmental Academic Affairs has a limited amount of time to complete long form with Division Chief and route through Peds A&P and submit to Dean’s office.

Sample Search Report

Interview Questions Don'ts

Sample Interview Questions

Interview Considerations for Search Committee

Sample Evaluation- Electronic Version Available

Talk/Presentation Evaluation- Electronic Version Available 

Search Preparation:

When a need has been identified, work with finance to obtain a recruitment ID. Please fill out the following form so we can get the process started for you. CE Request Form

• The search committee and draft ad will be included in the CE Request Form. 
• The Search committee should consist of a diverse group of individuals. Each search committee must be led by a chair, typically a person with a strong working knowledge of what the division needs. A specific administrator (from the hiring division) should be assigned to the search as well as a diversity officer must also be assigned to the search. The search committee should consist of at least 3-5 members.  
• Academic affairs will seek departmental approval. 

Kick-Off 

• Once we receive departmental approval we can proceed with scheduling the Kick-off meeting. Kristi Townsend and DJ Bajwa will meet with the search committee and administrator to kick off the search 
• The purpose of the Kick-off meeting is to:

• Provide education to the search committee members on Diversity, Equity and Inclusion guidelines
• Training the search committee members in recruitment best practices, how to avoid red flags, ensuring consistency in the review of candidates, provide tools, interview do’s and don’ts
• To create a bridge of communication between the recruiting team and the division. This will ensure a smooth search and hiring process for all parties involved.

Candidate Assembly:

Ad Posting and Outreach

Use a variety of sources to post your ad to ensure a diverse pool. Some suggestions are:

• Be sure to place the ad in atleast 3 high-impact list serves and journals, either in print and/ or electronic format. 
• Network to a variety of sources to post your ad to ensure a diverse pool.  The Department has compiled a list for reference: Advertisement Locations
• Consider using social media as a networking tool (e.g.: Twitter, Linked-in, Facebook, Network, Organizations, list servs)

Tracking of Applicants:

• The division administrator will use a Smartsheet to track applicants to ensure follow-up, to verify a diverse pool, and to keep track of candidate touch-points throughout the process; (i.e. email conversations, interviews, etc.)
• The Division will be prepared to: 
  • Have a list and count of candidates 
  • Have a list of UIM candidates who were identified and invited to interview.
  • Describe personal outreach efforts to UIM candidates (known to be from a UIM group)

Candidate Discussion and Evaluation 

• Develop concrete criteria for ad and candidate evaluation.  
  • Can be finalized before the search begins. Be ready to explain your decisions and be transparent  
    • Is the criteria the same for all candidates? 
    • Is it the right criteria for the position? 
• Use the same evaluation tool for every candidate.  A template will be provided to the committees. Establishing criteria before the beginning of the search allows for the search to reduce bias when ranking candidates. 
• The screening process begins once the committee receives applications:
  • Screening should be consistent for every applicant
  • Maintain a file on every applicant that includes all relevant information such as their CV, diversity statement, as well as all direct contact, including e-mail discussions.
  • Always keep applicants in the loop as to where they are in the screening process, even if it’s just to tell them that they are in a holding pattern. Every interaction with a candidate is an opportunity to make a positive impact. 

Final Candidates

• After the final interviews, the committee will meet to do a final ranking of candidates
• The final recommendation will be sent from Search Chair to the Division Chief
• Once the Division Chief completes appropriate referencing, the Division Manager submits the New CE Request Form.

Resources and Next Steps