2014-2015 LKAG Steering Committee | firstname.lastname@example.org
Marya Ayyash, Program in Biophysics
Donna Begley, Committee Support, Dean's Office
Christopher Gale, Department of Communication Studies
Wayne High, Chair, Department of Afroamerican and African Studies
Colleen LaPere, Sweetland Center for Writing
Jan Malaikal, Department of Astronomy
Lisa Michelin, International Institute
Robin Sarris, Ex Officio, Dean's Office
The LKAG Steering Committee meetings are held the second and fourth Wednesday of every month from 8:30am-10:30am in 2130 LSA Building. If you wish to meet with the Steering Committee or submit a topic for discussion please email Donna Begley.
LKAG STEERING COMMITTEE MEETINGS 2014-2015
August 13, 2014
August 27, 2014
September 10, 2014
September 24, 2014
October 8, 2014
October 22, 2014
November 12, 2014
December 10, 2014
January 14, 2015
January 28, 2015
February 11, 2015
February 25, 2015
March 11, 2015
March 25, 2015
April 8, 2015
April 22, 2015
May 13, 2015
May 27, 2015
June 10, 2015
June 24, 2015
July 15, 2015
July 29, 2015
Over the course of the academic year, the LKAG Steering Committee breaks into various task teams to work on specific projects. Currently we have the following task team formed and working:
Key Ad Mentoring Program
Nancy Smith, Ecology and Evolutionary Biology
Jane Johnson, English Language and Literature
Hiring Protocol for LSA Key Administrator Positions
1) Chair, Director or Key Administrator notifies LSA HR that Key Ad is leaving their unit and submits a letter of resignation and/or termination paperwork.
a) In general, at least 2-3 weeks is considered to be the standard length of notice.
b) If they are transferring to another University unit, then the new unit initiates the transfer paperwork with University HR through the normal hiring process.
c) The LKAG Steering committee requests/conducts an exit interview with the outgoing Key Ad.
d) As appropriate, information from this interview is passed on to the HR Rep for consideration in the search process.
2) The LSA HR Rep discusses the transition with the Chair/Director to determine some initial information about the search process and the unit’s needs.
a) The Chair/Director is advised to talk with the Manager of Outreach Staffing Services to determine the availability of temporary staffing support during the transition. The unit is expected to pay for these services with the funds released from the vacancy in the Key Administrator position.
3) The LSA HR Rep for the unit will coordinate the search process.
a) A recommendation is made for one or two Key Administrators (generally from a similar size, discipline, or some other characteristic unit) to serve on the screening committee, as well as a representative from the LSA Budget & Finance Team (generally the financial analyst for the unit). Key Administrators are not typically asked to serve on searches for Key Ad positions that are at a classification higher than their current title.
b) The Key Ad committee recommendations are reviewed and approved by the Chair(s) of the LKAG Steering Committee. The proposed members are then contacted to serve.
4) The posting for the position is drafted from previous position postings by the LSA HR Rep and reviewed by the Chair/Director before posting.
a) Positions are typically posted initially for 2-3 weeks (minimum posting is 7 calendar days).
b) At the time of the posting (or even before) an email message is sent to the LKAG group announcing the opening, the membership of the screening committee, and requesting Key Ads to encourage qualified individuals to apply.
5) The LSA HR Rep for the unit manages the search, including making application materials electronically available to the screening committee via the University’s applicant management system, eRecruit.
6) The Screening Committee meets with the Chair/Director (with staff if needed/requested) to gather information about the unit, its needs, and what they are looking for in a new Key Administrator.
a) The Screening Committee should discuss with the Chair/Director at that time whether there are any viable internal candidates from the unit and whether there are other individuals that they would like to consider seriously for the position in the search. This is not to create a “candidate in mind” situation but to make sure that if there are preferences they are discussed openly and early.
b) The Committee should also work with the Chair/Director on mapping out the timeline and then work with the Chair’s Secretary to place time holds on the Chair’s calendar for the appropriate week that the second round interviews will take place.
7) The LSA HR Manager should also receive any relevant feedback via the LKAG Steering Committee from the exit interview process for the former Key Ad at this point so that it can be considered in the search process if appropriate and should pass this on to the Screening Committee.
8) After meeting with the Chair, the committee reviews the qualifications from the posting and then begins to review the resumes.
9) LSA HR places holds on the committee member’s calendars for interviews, as well as the Administrative Director and Budget and Finance Sr. Manager for second round interviews. Once the candidates are chosen to bring in, they will update the committee’s calendars with the specific names.
a) Generally somewhere between 5-10 candidates will be interviewed depending on the pool.
b) Meetings should be marked “Private” on calendars.
c) LSA HR Office reviews the UM Personnel files of any internal candidates that are being seriously considered prior to interviews.
10) At the end of the interview process, the screening committee reviews all of the interviews and makes a list of candidates with strengths and likely challenges for recommendation to interview to the LSA Administrative Director and the Senior Manager for Budget and Finance.
a) They should only pass on to the next round those candidates that they believe can do the job effectively.
11) The second round interview process involves meeting with the LSA Administrative Director and the Senior Manager for Budget and Finance in a one-hour meeting.
a) The candidates cannot be forwarded to the unit until this interview has taken place and they agree with and approve the recommendations for the chosen candidates.
b) After this meeting, reference checks are completed on those that will continue to the department prior to meeting with the Chair/Director to discuss. Note: faculty references may be held for the Chair/Director to contact.
12) The screening committee meets with the Chair/Director to review the candidates recommended to go forward.
a) If the Chair/Director would like to see all (or more) of the candidates who applied and were not considered, the resumes can be forwarded. However, they cannot add anyone from the pool who has not been interviewed by the screening committee and the Dean’s office.
b) The Chair/Director does not have the option of adding candidates back into their pool that have been interviewed but not recommended on by the screening committee.
13) Once this meeting is completed, the screening committee’s work is completed and the third round of interviews is managed by the Chair/Director (with the final decision being theirs).
a) Units vary slightly in their process but most include a meeting with the Chair/Director, sometimes with an additional one or two faculty administrator, and a meeting with some members of the staff (depending on the size of the unit this group may be representative or may consist of the entire staff)
b) Additional meetings may also be included.
14) Once the Chair has selected a final candidate, they will consult with the LSA HR Rep to on a starting salary.
a) Key Administrator starting salaries are set by the Dean’s Office and therefore, any incremental costs above the previous incumbent’s salary, must be approved by the Dean’s Office.
b) If the salary of the new Key Administrator is lower than the previous incumbent, the Dean’s Office takes back the difference in the salaries.
15) The Chair/Director makes the final offer to the candidate following discussion with the LSA HR Manager, with the start date being negotiated between the Chair/Director and the candidate. 16) Once the details are finalized and a verbal acceptance is received, a written offer letter is created by the Chair/Director based on the LSA HR template and sent to the candidate. 17) LSA HR completes the transactional work necessary to process the hire.
18) For interviewed candidates:
a) All candidates interviewed by the screening committee should receive a phone call from the LSA HR Rep indicating the outcome of the search.
b) All candidates interviewed by the department should be called by the Department Chair/Director before the outcome is announced.
c) All candidates who applied for the position receive a letter indicating the outcome of the search approximately one week after the new hire starts work.
19) As a courtesy, the screening committee should be notified of the final outcome of the search before the general announcement is made.
20) An announcement of the new hire is made to LKAG and the appropriate Dean’s Offices.
21) A mentor is assigned by the LSA Mentor Committee Chair and a welcome packet is created.
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