Office of Faculty Diversity

The University is required by the Office of Federal Contract Compliance Programs (OFCCP) guidelines to maintain specific summary information about the search process, applicants and hires. The Chair of the search committee is responsible for ensuring that complete records are kept during the search, and that all search files are kept for two years from the dates of appointment of the candidate selected.

Effective immediately - the University is updating the manner in which faculty search information is submitted to the Office of Equal Opportunity. The following data requirements must be adhered to and submitted in total to the Faculty Diversity Officer for the granting of Affirmative Action approval. Failure to comply could have costly implications for any contracts with the federal government.

To meet OFCCP reporting requirements, we must (1) distinguish job seekers from qualified job applicants, (2) state the qualifications for the position in its advertising, (3) record data regarding voluntary disclosure of race, sex and veteran status, and (4) retain these records for five years after the hire date of the applicant selected. The information that has been reported on forms #3B and #3B1, will now be submitted in an excel spreadsheet and sent electronically to facultydiversity@case.edu. The full memo of amended instructions can be downloaded at this link. Please contact Amanda Shaffer, Interim Faculty Diversity Officer, (Tel: 216.368.4299) if you have questions or need assistance with this process.

Faculty Candidate Affirmative Action online survey

The voluntary affirmative action survey must be emailed to all qualified applicants for whom an email address is available. The link and sample email is found here

Template for Free Job Posting on HigherEdJobs.com (PDF download)

Download the writable Word version of all forms below

Step One: Form #1 and #2 are completed at the start of a search before you advertise

Form #1 - NOTIFICATION OF FACULTY OPENING
Form #2 - SEARCH STRATEGY CHECKLIST
Examples of advertising for differing qualifications for different ranks

Step Two: Place the advertising for a minimum of six weeks and less than one year. Save a copy of all ads and their duration to attach to Form #3A. Searches for Instructor and above must advertise nationally.

Step Three: Email the voluntary affirmative action survey to all qualified applicants for whom an email address is available. The link and sample email is found here . Forms #3A and #3B are completed before candidates are invited to interview. Instructions for the #3B Excel are found here, OFCCP Memo

Form #3A - ADVERTISEMENT TRACKING RECORD
Form #3B - QUALIFIED CANDIDATE POOL Excel spreadsheet
Reason for Rejection Codes for Form 3B

Step Four: Submit #3A and #3B by fax to the Faculty Diveristy Office before candidates are invited to interview. (Fax: 216.368.8878)

Step Five: After the interviews, when a candidate is selected, submit forms #3B (previously submitted by fax) and #3B1 by email to facultydiversity@case.edu. Instructions for the #3B1 Excel form is found here, OFCCP Memo. Please refer to the Glossary of Terms for information on determining candidates Race/Ethnicity categories.

Form #3B-1 - CANDIDATES FOR INTERVIEW Execl spreadsheet
Rejection Codes for Form 3B1
Glossary of Terms (PDF)

Step Six: When a candidate is selected, submit Form #3C and the candidate CV by fax to the OFD at 216.368.8878. Please refer to the Glossary of Terms for information on determining candidates Race/Ethnicity categories.

Form #3C - TALLY OF ALL CANDIDATES
Glossary of Terms (PDF)

An Affirmative Action Approval letter will be faxed to the search/department chair when approval is granted. Fax the signed letter back to the OFD to complete the process.

Additional forms for faculty hiring/termination

Form #4 - NOTIFICATION OF SHORT-TERM VISITING APPOINTMENT
Form #5 - NOTIFICATION OF FACULTY TERMINATION

Form #6 - NOTIFICATION OF RESEARCH FACULTY APPOINTMENT

Form #7 - INTERNAL CANDIDATE APPOINTMENT

A simple checklist to help new faculty navigate starting their new position can be found here. It is not exhaustive and we encourage you to add your school/department specific information by downloading it as a Word document