AFFIRMATIVE ACTION GUIDELINES FOR
AT RICE UNIVERSITY
In keeping with its affirmative
action obligations, Rice University is committed to achieving its
goals in employment for minority and female faculty and to
facilitate the employment of veterans and individuals with
disabilities. The purpose of these guidelines is to provide those
charged with responsibility for recruiting, selecting and
initiating the employment of faculty members at Rice University
with information necessary to perform these functions within
University policy and in conformance with federal and state
Faculty appointments at Rice University are divided into three
categories, Professorial ranks, Faculty Fellow ranks and Non
These describe positions for which tenure may be awarded after
appointment or at promotion to the rank of Associate Professor or
Professor. These positions are limited to Assistant Professor,
Associate Professor and Professor.
Faculty Fellow ranks:
These describe positions that closely parallel the professorial
ranks with three important exceptions: Faculty Fellow positions (1)
carry no tenure, (2) no financial support from the University (they
are funded by contract or grant), and (3) no classroom teaching
commitment. These appointments are made for a specific period of
time, usually no less than three nor more than five years. Renewals
of appointments are contingent upon satisfactory performance and
external funding. These positions are limited to Faculty Fellow,
Senior Faculty Fellow and Distinguished Faculty Fellow.
These describe positions that are primarily instructional and
curricular and are not eligible for tenure. The positions may be
part-time appointments and usually carry no implication of
eligibility for promotion or candidacy for any other position.
These positions include Instructor, Lecturer, Adjunct, Visiting,
Artist Teacher, Critic, and other special appointments.
When recruiting for new or existing
faculty positions, the recruiting department will be responsible
for adherence to Rice's recruitment and affirmative action/equal
employment opportunity policies and will ensure that the required
procedures are implemented at each stage of the recruiting process.
The EEO/AA compliance will be documented by means of an Affirmative
Action Search Summary and Candidate Log. (These forms are available
on the EEO/AA website, "http://www.ruf.rice.edu/~eeoaa/"). The
forms may be completed and printed directly on your computer.
The Affirmative Action Search
Summary and Candidate Log are required for all faculty appointments
with the exception of the following for which Affirmative Action
procedures and forms are waived:
* Appointments without salary
* Visiting faculty (These positions
are limited to persons who hold primary positions
elsewhere, usually at another
University/Institute etc., and who plan to be at Rice for
a period not exceeding two years.
Prior to appointment, the candidate must certify that
he/she has a position elsewhere to
resume at the end of the period).
* Emergency (temporary) appointments
for one semester or one year only.
In situations of unusual or exceptional circumstances,
affirmative action requirements may be waived for other
appointments. If a request for waiver is contemplated, contact the
Director of Affirmative Action for discussion before the
appointment is initiated. For exceptions to the definitions listed
above for faculty, contact the Provost's Office for
Recruitment for Professorial ranks
After a position has been authorized by the Office of the Provost
but before a formal search is undertaken, the department chair
should appoint a search committee and prepare a search plan. When
feasible, the search committee should include female and minority
members. The plan should include:
Identify the specific position or positions as described in the
request for authorization for the search.
Indicate how the filling of this position will advance departmental
and divisional priorities. This needs to be considered in the
context of a multiyear vision of the department chair and Dean. If
the position for which authorization is requested is not the
department's (or division's) highest priority, please explain. If
more than one position is involved, please rank by priority.
: Indicate where the position is to be announced. Attach a copy of
the advertisement to be placed. Be sure to include the statement
"Rice University is an equal opportunity/affirmative action
employer, women and minorities are encouraged to apply" on all
announcements. Describe other efforts such as e-mails, letters or
phone calls to appropriate sources and any special efforts made to
identify women or minority candidates. List the members of the
search committee and designate one of these to be a liaison with the
Affirmative Action Office.
The search plan should be submitted to the appropriate Dean for
approval prior to beginning the search. The Dean will review the
plan and either approve it or suggest revisions. When the plan has
been approved by the Dean, the Dean's Office should forward a copy
to the Affirmative Action Office and the search committee's liaison
with that office should get in touch with the Director. The
Director may suggest additional sources for recruitment of
minorities and women. There is no intention that the filing of
these search plans should impede the progress of a search. A search
plan can be written and approved by the relevant Dean while the
authorization process for the position is still in progress,
provided that the plan is in accord with the authorization at the
time it is implemented.
5. Conducting the search:
In conducting the search, the committee is urged to actively seek
out applications from minority and female candidates in departments
where they are underrepresented. All candidates for faculty
positions who submit a CV are considered "applicants" for purposes
of Affirmative Action record keeping and must be included on the
candidate log. However, only the vitae of minority and female
applicants and those actually interviewed, need be included in the
package sent on for approval. All vitae must be held by the
department for three years.
Selection for Professorial ranks
After the search is complete and a
candidate is identified, the following paperwork will be completed
by the department and forwarded to the appropriate Dean (check with
your dean's office to be sure nothing additional is required):
a. Recommendation of Appointment for
Faculty and Professional Personnel form.
b. Affirmative action search summary
and accompanying candidate log.
c. Curriculum vitae.
d. Three or more letters of
e. A letter of recommendation from
the department chair addressing issues such as length of
appointment, salary, startup, space, a summary of the evaluation
and selection process, actual vote of the faculty and
reservations if any, about the candidate.
Please note - If the appointment is recommended with
tenure, a dossier must also be prepared and forwarded to the
The Dean will review all materials
submitted in support of the faculty appointment. If approved, the
Dean will add a letter of recommendation for the hire and forward
the entire package to the Director of Affirmative Action for review
and approval. The AA Director will review the material and if
approved, forward the package to the Provost.
The Provost will review the
appointment and if approved, forward the material to the President.
If the appointment is with tenure, the Provost will convene the
Promotion and Tenure Committee to review the dossier.
The President will review the
appointment and if approved, the Dean will be notified
that an informal offer may be made
to the candidate.
If the Dean's informal offer is
accepted by the candidate, the appointment must still be approved
by the Board of Trustees at its next regularly scheduled meeting.
After Board approval, the President will write a formal offer
letter to the new faculty appointee.
When the new faculty member has accepted the formal offer, the
department will complete a Personnel Action form and a Personnel
Data form and forward them to the Office of the Dean and the
Provost for approval. The Provost's Office will send the forms to
HR for processing.
If the Dean's informal offer is rejected, notify the
Provost and the Director of Affirmative Action.
Recruitment for Faculty Fellow ranks
The procedures for recruitment, selection and appointment of
candidates for Faculty Fellow rank positions are the same as those
for professorial ranks with the following exceptions:
- There is no requirement for approval of the appointment by
the Board of Trustees.
- There is no necessity for an informal offer by the Dean. Once
the President has approved the appointment, a formal offer letter
will be sent to the candidate.
Recruitment for non-professorial ranks
The procedures for recruitment,
selection and appointment of candidates for non-professorial rank
positions are the same as those for professorial ranks with the
- Approvals by the Provost, President and Board of Trustees are
- Once the appointment has been approved by the Dean and the
Director of Affirmative Action, the Dean issues the one and only
When the new faculty member has accepted the Dean's offer, the
Dean's office will forward the following documents to:Human
Resources: (1) the original recommendation of appointment form, (2)
the completed affirmative action search summary and candidate log,
(3) a copy of the acceptance letter, and (4) an original and one
copy of the personnel action form. Provost's Office: (1) a copy of
the recommendation of appointment form, (2) a copy of the completed
affirmative action form and candidate log, (3) the new appointee's
CV (4) the original of the acceptance letter and (5) a copy of the
tenure policy (# 201-97) signed by the appointee.
If an offer is rejected, the Dean will notify the
Department and the Affirmative Action Office of the
AIDS IN RECRUITMENT OF FEMALE, MINORITY, AND DISABLED
The Office of Affirmative Action subscribes to several annual
directories designed to aid in recruitment of minority, female and
disabled faculty. Among these are:
- The Directory of Minority Ph.D. Recipients, 1998
- The 1998 CIC Directory of Women in Science and
- The Minority and Women Doctoral Directory 1998-99
- The American Association for the Advancement of Science
Resource Directory of Scientists and Engineers With
In addition to advertisements in
journals published for specific disciplines and The Chronicle of
Higher Education, a search committee might consider placing
advertisements for faculty in journals that targets specific
groups. The Affirmative Action Office recommends:
Women in Higher Education
2325 West Lawn Avenue
Madison, WI 53711-1953
Contact: Mary Zenke
Black Issues in Higher Education
10520 Warwick Avenue, Suite B-8
Fairfax, VA 22030-3108
The Hispanic Outlook in Higher Education
210 Route 4 East
Paramus, NJ 07652
Assistance in the identification
and recruitment of minority candidates is also available from the
office of Dr. Roland Smith, Associate Provost.