Closing the Offer and Search P Simin Pulat

Closing the Offer and Search P. Simin Pulat Vice Provost for Faculty Development Professor of Industrial and Systems Engineering

Certification of the Search Process • After the potential hire is identified by the unit: – Obtain necessary approvals before contacting the candidate with an offer – Contact the potential hire about the job offer and discuss start up needs – If the potential hire is no longer interested in the position, decision is to be made whether to extend the offer to the next person on the short list or not • All negotiations with the candidate are informal. The formal offer letter will be emailed to the candidate by the OSVPP (copy to dean and department chair)- Work with Stewart Berkinshaw on the formal offer letter. • Once the acceptance signature is received by the OSVPP, copies are sent to the dean and the department chair. • The search is closed by EEO. • Call others on the short list to let them know that a decision is made and thank them for their interest.

When Extending an Offer …. • Note: Unofficial offer (unit) and Official offer (OSVPP) • Units contact with the potential hire • Phone call to seek candidates continued interest in the position and to discuss components of the offer – be enthusiastic • Express unit’s excitement and support for the candidate • Teaching/research/service expectations and details on start-up needs • Follow up in writing to avoid miscommunication • Give one-two weeks for the candidate to respond • Note: Some candidates do not negotiate well at the time but may have needs later once they join your unit • Components of the offer – – – Nature of the position Length of probationary period Salary Contingencies Start-up funds (lab, GA, books, journals, travel, summer support) Moving expenses

Effective Negotiation Process • Impact of negotiation process on the candidate’s decision to join OU – Fairness and transparency – candidate’s trust in the unit and the institution – Lag time between candidate’s request for additional info and unit’s response to the request – Candidate’s perception of unit’s interest in his/her success • Rushing to close the search versus crafting elements of an offer important to the candidate’s professional success – Other types of assistance/accommodations • Dual-career partners and assistance extended to the partner’s employment situation • Impact of elements of negotiations on retention of the candidate at OU – Start-up funds, if not adequate, may set the faculty member back in research – Dual career couples look for opportunities best for both – Look for positions with higher pay

• Some factors that candidates consider in accepting an offer: – – – – Dissertation advisor’s and/or mentor's opinion Partner's opinion to relocate (community, schools, hospitals) Job opportunities for the partner within and/or outside the university Departmental climate Potential partnerships at the university University resources and support Benefits Tenure/Promotion guidelines Salary Assigned courses (number and area) Internal funds and programs for research support Programs for teaching support Mentoring practices Space arrangements

• After the unofficial offer is made: – Faculty in the department or at the university can call the candidate extending support and expressing enthusiasm – Other constituencies, if needed, can extend support by calling the candidate – A follow-up with the candidate on any reservations or questions he/she may have – discuss benefits, programs/workshops for new faculty, direct the candidate to the faculty development website (facultydevelopment@ou. edu) – Cover the cost of additional campus/area visit, if needed. • If the offer is accepted, work with the OSVPP for an official offer letter. • Continue following-up with the candidate until the move to Norman for support and guidance. • Call other candidates on the short list to thank them for their interest.

Key takeaways Be enthusiastic. Work with the candidate on details of the unofficial offer. Pay attention to their needs and reservations. Do not give up immediately, try to resolve or clear major reservations. Involve others, if necessary • Help them to visualize how they can be successful in your unit, college, university, and beyond. • Remember: the only failed search is a "bad" hire. • Note: All searches that did not end with hires last year were given permission to recruit again this year. • •