The information on this page is specific to lecturer pools and should be used to supplement the information in the search guide and checklists. Please refer to the Non-Senate Search Guide for a comprehensive list of academic recruitment policies.
Searches must be conducted for all lecturers unless they qualify for a search waiver. Lecturers hired from lecturer recruitments can be reappointed within the same department without another search (for the same or different courses) as long as their break in service does not exceed one year. Exceptions for reappointing individuals with longer breaks in service can be made in special circumstances (e.g. when a course is offered on a regular schedule of every other year). Please check in with your Dean's office.
All units that hire lecturers are strongly encouraged to generate a lecturer pool, which can remain open for up to one calendar year at a time, and continue to be used for up to six months after the final date. When the need arises, departments or units can use the pool to review and select qualified candidates for hire. Additional candidates who are identified outside of the recruitment can also be encouraged to apply to the pool when specific openings arise.
Creating the Search Plan
Lecturer pools are generated using AP Recruit, and must comply with the academic recruitment policies in the Non-Senate Search Guide and the Non-Senate Search Plan Checklist. Verify that all items on the checklist have been completed before submitting search plans for approval.
The language used in the advertisement should ensure that a potential applicant would find the ad relevant at any point during the one‐year application period. Do not include review dates in the ad. AP Recruit will display the next review date for applicants' reference. The ad must also include a statement that the pool is being generated in case of need, with a clear statement about areas included in the pool. It is helpful to provide applicants with an approximate timeline for reviewing applications depending on the semester. Units are strongly encouraged to create a single pool for use during both the academic year and summer sessions.
Example review language: “This pool will remain open until January 31, 20XX to accommodate upcoming course needs and new applicants. Appointments for Fall semester are usually reviewed in April, for Spring semester in October, and for Summer in March. If you wish to remain in the pool after January 31, 20XX you will need to reapply.”
If including a diversity statement in the advertisement, please remove any language about research and service.
Example lecturer diversity statement: “The school/department is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching or other related areas.”
Review Dates in AP Recruit
Review dates are an important part of managing lecturer pools in AP Recruit. As candidates apply over the one-year period, their application will only be visible to committee reviewers if they complete it before a review date (deadline is 11:59pm PST the night of the review date). If an application is submitted after a review date has passed and there is not an additional review date set in the future, it will remain hidden from reviewers (even if the final date is in the future).
For all IRD/Open until filled searches, Search Reports only include applicants who have completed an application by the selected review date for each report. Only review dates that have passed can be selected for Search Reports. If an individual applies in the period of time between a past review date and future review date they will be visible to the search committee, but will not appear in a search report until the future review date has passed. This ensures that all qualified candidates who apply before a set review date receive fair consideration for employment. Remember not to set review dates too far in the future. Note that new review dates (public or private) can always be added up to the final date.
Please remember that Review and Final dates must be on days when the University is open.
Recommended basic qualification for most lecturer searches: "Advanced degree or enrolled in an advanced degree program at the time of application." There is no set recommendation to make about a “safe” minimum degree or type of expertise that will work in all cases for the basic qualifications. In some disciplines a Master’s degree is achieved during a doctoral program and could be appropriate, but not in others. For some positions a Bachelor’s degree is a satisfactory minimum threshold.
Please note that OFEW will not approve search reports for candidates who do not meet the basic qualifications.
Hiring units determine the appropriate document requirements for each position; however, lecturer searches cannot include documents related to research and/or publications (required or optional). The recommended required documents are a Curriculum Vitae and a cover letter. Additional optional documents typically include a teaching statement or teaching evaluations. Units can request a statement regarding how the candidate remains current with the relevant field of expertise.
It is strongly recommended to only require contact information for references (rather than letters of recommendation) at the time of application. If the unit knows they will be requesting letters only from finalists, state this in the ad: "letters of reference will only be solicited for finalists."
The specializations feature in AP Recruit is a helpful tool for managing lecturer pools. Units can list courses or areas of study as specializations. Applicants will select from the listed specializations when they apply to the recruitment. When search committees review the applicant pool, they can filter by applicants who have selected the specialization(s) the unit is searching for in each round of review. All applicants who do not have the desired specialization can be easily filtered out and deselected for that round.
Reviewing the Pool of Applicants
Keeping track of applicants in the AP Recruit system on an ongoing basis allows units to be prepared to submit search reports as hiring needs arise. Units must submit a Search Report and receive approval prior to hiring all candidates. Units will likely need to submit multiple search reports as they fill department needs for instructors during the year. Please utlitize the During the Search Checklist.
Review individuals who applied by the Initial Review Date (IRD) or additional review dates (as needed)
Individuals who applied after the IRD will remain hidden from committee reviewers. If there is a need to review individuals who applied after the IRD date an additional "private" or "public" review date can be assigned, which will reveal additional applicants who applied by the new date. All individuals who applied since the start of the search up to the new review date should be reviewed, with the exception of those who are unqualified or who have previously been deselected.
Review each individual for meeting (or not) the basic qualifications as established in the advertisement
It is recommended that on a regular basis the analyst assess the basic qualifications of new applications by reviewing their CVs in AP Recruit. Assign a disposition reason or disposition comment to individuals who do not meet the basic qualifications that explains which basic qualification they do not meet. They will remain in the "unqualified" section and should not be considered further.
Determine the specific course needs for a lecturer
When a need for a lecturer arises, it may be for a course that requires specific expertise and/or experience. The specializations feature makes it efficient to quickly find applicants who have the desired experience in a specific area/field. Analysts and search committee chairs can also edit applicants' chosen specializations if the applicant's submitted materials reflect different expertise than those selected by the applicant.
Deselect applicants with the wrong specialization using the disposition reason "Other," and state that their area of expertise was not considered for the particular round of review. If a future need arises requiring different expertise, these deselected individuals may be considered at that time. If the unit determines an applicant will never meet the needs of the department, please include "PERMANENTLY DESELECTED" along with the applicant's disposition reason/comment. No additional disposition information is required in future rounds of review for permanently deselected applicants.
The flag feature in AP Recruit can also be used to indicate more specific fields/areas of expertise listed in applicants' CVs (for example, "developmental psychology," or "ceramics.").
Applicant Statuses and Disposition Reasons
Interview at least two individuals by phone, video call, or in-person. Assign a disposition reason and comment for all deselected applicants who are interviewed.
Keep the statuses of those being considered for the position up-to-date. If applicants are interviewed use the "interviewed" status. If they are selected, move their status to "Proposed Candidate." Do not move any applicant beyond Proposed Candidate until after the search report is approved by OFEW.
For each lecturer pool Search Report the following information needs to be clear for every applicant:
- The semester or year of the specific hiring need (for example, for one semester – fall 2015, or both semesters – the 2015-16 academic year).
- The specific area or course the individual was considered for (e.g., Jazz, Chinese, U.S. History, Poverty in America, etc.).
- The individual’s status at the time the Search Report is submitted:
- Permanent deselection (minimally qualified, reviewed, deselected – will not be considered again). When this reason is used it only needs to be stated once.
- Wrong specialization (minimally qualified, reviewed, incorrect specialization, deselected for current specific search area, will be reviewed again next time)
- Deselected for current need (minimally qualified, reviewed, correct specialization, not selected for an interview, will be reviewed again next time)
- Interviewed (minimally qualified, reviewed, interviewed, not proposed candidate, will be reviewed again next time)
- Proposed candidate (minimally qualified, reviewed, interviewed, selected).
Creating the Search Report
Please utilize the Lecturer Pool Search Report Checklist when creating the search report. Review the search report PDF in AP Recruit and ensure that it is clear who is being put forward and that all applicants were reviewed for each round. Verify that all items on the checklist have been completed before submitting search reports for approval.