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Interview Procedures

  1. To interview candidates, the department completes and submits an Affirmative Action Checklist and Approval of Pool form (Appendix D).  The Approval of Pool form is submitted after the closing date for applications has passed and prior to the first set of interviews. The name, race and gender of each candidate (if known) the department wishes to interview must be listed on the Appendix D. 

  2. The AOP is forwarded to the HR Officer along with: A) a copy of the job advertisement, B) a copy of the completed Appendix B, and C) the vita of each candidate listed on the Appendix D.  The HR Officer reviews the form and submits it to the Dean for approval.  The HR Officer then submits the packet to ODDEP for review and approval.

  3. ODDEP will contact the HR Officer within 48 hours (2 working days) of receiving the packet to approve or to discuss problems that require attention. ODDEP notifies the HR Officer of approval of the pool.  The HR Officer notifies the department via email that the pool has been approved, retrieves the packet from ODDEP and forwards it to the department. 

  4. Once ODDEP has approved the Approval of Pool (Appendix D), the candidates can be interviewed.  

  5. All recommended candidates should interview with the appropriate Associate Dean prior to the submission of the For the Record packet. 

NOTE: Prior to contacting individuals employed by another University System of Georgia institution to schedule an interview, departments must gain authorization through the HR Officer. The HR Officer will forward the authorization request to the Provost, who will secure the appropriate approvals.

 

Amended Approval of Pool:

If the deadline has not passed for applications, and the committee wishes to interview additional candidates, the committee Chair should submit an amended AOP form.  
To amend the interview pool:

 

  1. On the original approved Appendix D, write in (and highlight) the name, race and gender of the additional candidates you would like to interview

  2. Attach the completed Appendix B

  3. Attach the CVs of the additional candidates you would like to interview.   *You do not need to attach the CVs of candidates who have previously been approved.

  4. Submit the Amended Appendix D and attachments to the HR Officer.  The HR Officer reviews the form and forwards it to the Dean for approval and then to ODDEP for final approval.   

 

Additional Information Regarding the Approval of Pool:

To assist in identifying the pool of candidates, it is important to contact ODDEP to request responses/tallies from the CAFIF sent out earlier. All CAFIF information is maintained by ODDEP and logged according to Log number and PVA number. When requesting responses/tallies, please have your Log number or PVA number available.

Interviews are conducted following the approval of pool and with every assurance that the University is complying with State, Federal and its own policies on AA/EEO.

The Search Committee Chair will be responsible for providing the committee members with an overview of appropriate and inappropriate search procedures.