Faculty Search and Recruiting Expense Reimbursement Guidelines

office of the provost and dean of faculties

Checklist

The Office of the Provost, in consultation with the Council of Deans, offers these search guidelines for the faculty hiring process. There is no more important action that departments and schools take each year than the addition of new faculty to our ranks. Boston College can only succeed in its pursuit of greatness if it hires the world's preeminent scholars and teachers. And part of its appeal to those candidates is the richness of its mission. Boston College is a vibrant Jesuit, Catholic university, committed to the highest standards of teaching and scholarship, intellectual development and personal formation, and the pursuit of a just society.

I. Search Request

The department/school requests permission to search from the academic unit’s dean and the Provost. The request should include information on the strengths and weaknesses of the department/school, and a description of the way that this position, at the rank requested, fits into the department's, school's, and university's strategic plan to fulfill its teaching, research, and service mission. Workload analysis includes a teaching load analysis of student credit hours by faculty rank and status, with and without the new faculty member, and to the extent possible, mentoring and other service obligations. Once the request has been approved, the department or school may undertake a search.

II. Search Committee

A strong search committee enables the pursuit of high-quality and diverse appointees. A properly balanced search committee can ensure that all appropriate constituencies are represented in developing search strategies, participating in recruitment activities, and screening candidates. Search committee members must make a serious commitment to the time and effort required for a successful search.

The committee chair should have:

  • Demonstrated ability in promoting a deliberative process
  • Knowledge of the field and recognition in it
  • Knowledge of the University and demonstrated commitment to it
  • Strong interpersonal and recruitment skills

Members:
Possible considerations include diversity of all types, including rank, gender, ethnicity, and research orientation; inclusion of non-faculty members, and/or representatives from other departments.

Diversity officer:
Search Committees are encouraged to ask one member to serve as a diversity officer. Faculty serving in this capacity are expected to help the group monitor the procedures of the search process, the diversity of the total applicant pool, and of the group selected for interviews, and to assist the chair in completing the search paperwork related to diversity.

Training:
The initial meeting(s) of the search committee should include representatives of the Office of Institutional Diversity to provide a search orientation, including confidentiality, legal guidelines for interviewing, and procedures to enhance and support diversity.

III. Position Description

A position description includes expectations of rank and research area, and required and preferred qualifications. Required qualifications must be characteristic of anyone to whom the position is offered.

IV. Search Plan

A search plan includes a list of advertising outlets, notice on university/school/department web sites, personal contacts for outreach. Resources and strategies for targeting a wide pool of applicants are available at: http://www.bc.edu/offices/diversity/meta-elements/pdf/SUGGESTED_RECRUITMEN.pdf.

While ad length and level of descriptive detail are departmental and publication prerogatives, all announcements, including informal ones intended for limited posting, should contain:

  • Position rank or title
  • Minimal qualifications for application
  • How to apply/whom to contact
  • The federally mandated statement that Boston College is an Equal Opportunity/Affirmative Action Employer
  • In job descriptions, advertisements, announcements, and other recruitment texts, additional and more persuasive language about the University's commitment to equal opportunity and diversity is encouraged.
    Examples:
    • "Boston College is building a culturally diverse faculty and strongly encourages applications from minority and female candidates."
    • "Women, minorities, individuals with disabilities, and veterans are encouraged to apply."
    • "Boston College is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from minorities and women."
    • "Candidates should describe previous activities mentoring minorities, women, or members of other underrepresented groups."
Advertising expenses:

A portion of a department’s advertising expenses may be covered by the Provost's Office, but only with prior written approval. It is expected that departments will have first explored the alternatives of funding such expenses through department/school budgets.

All advertisement requests related to a given position should be made at the same time. If a department is hiring more than one person, whenever possible, all position requests should be made at the same time. Requests should include the name(s) of the publication(s), expected date(s) of ads, and cost estimate(s). Advertisements funded by other budgets and/or published free of charge should be mentioned.

Search timeline considerations:
  • Lead time required for print advertisements
  • Academic calendar/availability of faculty, staff, students, and candidates
  • Timing of meetings/conferences of the department/school's disciplinary professional association, where preliminary interviewing may be conducted
  • National and/or religious holidays
  • Search logistics
  • Deadlines
  • Required materials
  • Acceptable delivery modes and formats
  • Decide process for incomplete applications:
    • Either should not be reviewed, or
    • All applicants with incomplete applications should be notified and given an opportunity to complete the applications by a specified date.

V. Complete and Submit

Faculty Position Information Form 1
This form should be submitted to the Office of Institutional Diversity.

VI. Search

  • Implement advertising and outreach plan
    • Search actively: make personal contacts with good candidates or those who might know good candidates
    • Identify and reach out to women and minority candidates
  • Acknowledge receipt of application materials and describe anticipated timeline for search process
  • Application acknowledgement and EEO/AA request
  • Develop Initial Screening Checklist for application review.
    A checklist that itemizes the qualifications with the distinction between the required and desired qualifications helps evaluators clearly indicate whether an applicant meets the qualifications.
  • Complete Applicant Pool Report. This report should be submitted to the Office of Institutional Diversity.

VII. Screening Process

  • Review application materials using checklist, matrix, or other instrument in light of position qualifications
  • Document screening process
  • Identify top candidates outlining strengths and weaknesses

The process (i.e., the application material required or the required/desired qualifications) may not be changed mid-stream. For example, if the advertisement requires three letters of reference and none of the applicants provide this, then none of the applications are complete and cannot be reviewed until they are complete. It is inappropriate to decide in the middle of the process that a qualification or some part of the application material is no longer relevant just because it will exclude an otherwise excellent candidate from consideration.

Faculty recruitment trips expenses:

Boston College faculty may have full travel expenses, including hotel, round-trip airfare and ground transportation, covered for attendance at one convention for the purpose of interviewing candidates. Expenses for two faculty members are covered if one person is being hired, three faculty trips are covered if two or more are being hired. The Provost Office will cover the registration fee, but will not pay for any other expenses or dues associated with the convention. Expenses for meals should not exceed $64 per day, per faculty member. Single rooms or double rooms (if the same price) are covered; however, suites are not covered without prior approval of the Provost Office. It is the policy that faculty utilize interview rooms which are usually available at conferences. It is assumed that there will only be interviews of prospective candidates, and no need for entertainment or meal expenses for these candidates. Miscellaneous expenses (such as movies, etc.) will not be reimbursed, except for reasonable long distance calls to one’s home. Per University policy, itemized receipts for meals, hotels, and other expenses, along with a copy of the completed conference registration form, will be required for reimbursements.

VIII. Short List

  • Applicants no longer being considered should be so informed.
  • Short-listed candidates should be contacted to determine whether they are still interested in the position, or to request from them additional information in support of their candidacy.
  • It is important that all applicants be treated fairly and equally. A courtesy extended to one applicant must be extended to others.
  • Notify finalists of plans to conduct reference checks.
  • Conduct reference checks.
  • Ordinarily invite no more than three finalists to visit campus.

IX. Interviews

  • Arrange travel and housing. Consider special needs, food preferences/restrictions, candidate's wishes to meet with specific groups or individuals. Revise campus visit itinerary as needed, based on candidate meeting requests. Itineraries for senior hires should be reviewed with Provost's Office.
  • Appoint individual(s) to greet candidate at airport, accompany candidate during the campus interview, and return him/her to airport after interview
  • Forward campus interview itinerary to candidates. Include information on Boston, the value of BC employment, the hiring college and department. Contact candidate in advance of visit to answer questions, address any concerns, express enthusiasm about interview
  • Conduct campus interviews:
    • Plan schedule in light of unique interests of candidate: include meetings with faculty in cognate departments; women faculty; faculty of color; GLBT faculty
    • Include undergraduate and graduate students
    • Search Committee and those involved in interview should develop questions before the interview concerning:
      • The essential functions (scholarship, grantsmanship, teaching, advising) of the position
      • The "hidden" expectations such as general leadership, collegiality, program development, and commitment to the University's mission
      • Only those skills and abilities that REALLY relate to the job, not personal characteristics such as race, national origin, age, sexual orientation, marital status, etc.
    • Prepare carefully for campus visits by prospects. By offering campus tours, appropriate hospitality, congenial venues for presentations by prospects, etc., ensure that prospects believe they are valued as scholars and prospective members of the BC faculty.
Candidates' visits to campus expenses:

Lodging, meals, and travel, associated with a candidate's visit to the BC campus will be covered (see Expenses covered below). To receive reimbursement, a list of the three finalists, along with the recruitment slot, must be submitted to the Provost Office before the candidate's recruitment paperwork is processed.

Expenses covered:

Lodging:
Includes two nights at the BC corporate rate at one of the following approved hotels. Also covered are other reasonable expenses (e.g., local phone calls, breakfast and dinner) charged to the room. The Provost may deny reimbursement of expenses deemed excessive, such as long distance phone calls. Three nights will be covered if reduced travel expenses more than offset the cost of the extra night, since deeply discounted plane fares may make it attractive for the candidate to stay over on a Saturday night. Prior approval of this arrangement should be worked out with the Provost Office. Lodging reservation procedures:

  • Courtyard Marriott in Brookline
    For reservations you must email the information (name of candidate, dates of visit, recruiting department) to Elizabeth Napolitano, Faculty and Academic Affairs Specialist, Provost Office. Once Liz has received a confirmation, she will then forward the confirmation to you.
  • Holiday Inn in Brookline
    Reservations  617-277-1200
    State your name, department, and that you are calling from the Provost Office.
  • Park Lane in Newton
    Reservations  617-964-1666
  • Bertram Inn in Brookline
    Reservations  1-800-295-3822
    State that you are booking a room for a BC faculty candidate.
  • Beacon Inn in Brookline
    Reservations  617-264-7948
    State that you are booking a room for a BC faculty candidate.

Meals:
Meals for the candidate and the faculty host(s) are covered on the day of the interview only, although meals for the candidate will be covered during the candidate's visit and for other necessary time in transit. It is expected that the Faculty Dining Room (or comparably priced facility) will be used for lunch. Three faculty members may take the candidate out for one dinner and the cost per person (including tax and tip) cannot exceed $64. This will be strictly enforced. Receipts need to be itemized (mandatory by Accounts Payable) and the number of diners should be included for reimbursement.

Travel:
Reimbursement for round-trip travel (i.e. airfare or mileage allowance) between the candidate's home and/or office and BC will be covered up to $1,000. Anything exceeding that amount must be approved by the Provost Office in advance. Candidates should be encouraged to use economy or discounted fares whenever convenient.

Sharing expenses with other universities:
If candidates visit other universities on the same trip, it is expected that expenses will be shared. Any reasonable division of expenses by the candidates will be honored.

Reimbursement of expenses:
After logging onto Agora, select the PeopleSoft web site, then complete the BC Expense Report form. Attach the original receipts to an 8.5x11" paper, then forward, along with one copy, to Liz Napolitano, Provost Office, Waul House. Include the faculty member's Eagle ID number on the bottom of each page. To reimburse candidates not on our system, include their full name, address, and telephone number. Accounts Payable requires the original itemized meal receipt for reimbursements.

Reimbursement for meals purchased through department dining cards:
Faculty Dining Room meals should be charged to your department account via your BC Dining Card. A memo stating the amount, date, faculty name(s), and candidate's name and number of guests, with attached original receipts, should be sent to the Provost Office. A budget transfer will then be made to your department account. Please state the chart string that you would like reimbursed.

X. Selection Process

Evaluate candidates. Everyone who has interviewed all three candidates should be included. If there is not general agreement on the top candidate, no offer should be extended. It is preferable to extend the search or begin again than to make a contested hire.

Each candidate who is seriously considered for the position must be listed on the Candidate Tally Form, which must be submitted as soon as the search is completed.

The Recruitment Summary and Analysis Form must be completed and submitted at the end of the search.

All recruitment on data for the searches for the fiscal year must be aggregated on the Faculty Applicant Flow Tally.

Special note on international hires:

It is imperative that departments or schools inquire about the immigration status of non-citizen finalists because certain restrictions could make the offer of employment illegal. Failure to comply with the laws and regulations in this area could result in severe financial penalties for BC. Once the immigration or visa status is ascertained, the Office of International Students and Scholars should be contacted on how to proceed.

XI. Offer

A template for the offer letter to the top candidate should be obtained from the Vice Provost for Faculties, who must approve the details of the offer before it is made, and must review the letter before it is sent. The offer letter should be signed by the dean.

Moving expenses:

The amount of moving expense reimbursement the University will provide must be approved by the Vice Provost for Faculties and specified in the letter of offer. The Provost Office will pay for actual moving expenses, not expenses incurred while looking for housing or temporary lodging necessitated by the move.

Boston College employees who receive reimbursement for their moving expenses are subjected to IRS rules which dictate how the reimbursement must be treated for tax purposes. This includes both payments made directly by BC to a third party (e.g. a moving company) on behalf of an employee and reimbursements paid directly to the employee. To be eligible for deductible moving expenses, the Revenue Reconciliation Act of 1993 states the following requirements must be met:

  • The move must be work related
  • The move must meet a 50-mile distance test
  • The employee must work full-time at least 39 weeks during the 12 months immediately following the move (moving expenses can still be deducted if the time test is not met by the filing date, if the 39-week test is expected to be completed in the next year).

Deductible (qualified) moving expenses:
Reimbursed qualified moving expenses are excludable from the employee's gross income. If the requirements listed above are met, the reasonable costs of moving household goods and personal effects belonging to the employee and other members of their household from the former home to the new home are non-taxable. These costs may include:

  • Packing
  • Crating
  • Moving household goods and personal effects
  • In-transit storage
  • Insurance costs
  • And the following if incurred within 30 days of the move:
    • Disconnecting/connecting utilities
    • Shipping cars or pets
    • Traveling expenses incurred during the period of travel from former home to new home--expenses must be reasonable, travel route must be shortest and most direct, lodging included but meal expenses are not. Travel by automobile will be reimbursed at $.585 per mile (plus parking fees and tolls) or for actual expenses such as gas and oil.

Nondeductible (non-qualified) moving expenses:
These expenses are treated as wages and are subject to federal and state withholding, FICA, and FUTA taxes. These include:

  • Meals while moving from your old residence to your new residence
  • Pre-move house hunting expenses
  • Meals and lodging while occupying temporary quarters in the area of your new job
  • Real estate expenses connected with the sale, purchase, or lease of former residence.

IRS Publication 521 on moving expenses should be referenced for specific tax information and for preparation of the federal income tax return. For further clarification contact the IRS or a tax consultant.

Revised September 2009

THE MISSION OF BOSTON COLLEGE

Strengthened by more than a century and a quarter of dedication to academic excellence, Boston College commits itself to the highest standards of teaching and research in undergraduate, graduate and professional programs and to the pursuit of a just society through its own accomplishments, the work of its faculty and staff, and the achievements of its graduates. It seeks both to advance its place among the nation's finest universities and to bring to the company of its distinguished peers and to contemporary society the richness of the Catholic intellectual ideal of a mutually illuminating relationship between religious faith and free intellectual inquiry.

Boston College draws inspiration for its academic and societal mission from its distinctive religious tradition. As a Catholic and Jesuit university, it is rooted in a world view that encounters God in all creation and through all human activity, especially in the search for truth in every discipline, in the desire to learn, and in the call to live justly together. In this spirit, the University regards the contribution of different religious traditions and value systems as essential to the fullness of its intellectual life and to the continuous development of its distinctive intellectual heritage.

Boston College pursues this distinctive mission by serving society in three ways:

  • by fostering the rigorous intellectual development and the religious, ethical and personal formation of its undergraduate, graduate and professional students in order to prepare them for citizenship, service and leadership in a global society;
  • by producing nationally and internationally significant research that advances insight and understanding, thereby both enriching culture and addressing important societal needs; and
  • by committing itself to advance the dialogue between religious belief and other formative elements of culture through the intellectual inquiry, teaching and learning, and the community life that form the University.

Boston College fulfills this mission with a deep concern for all members of its community, with a recognition of the important contribution a diverse student body, faculty and staff can offer, with a firm commitment to academic freedom, and with a determination to exercise careful stewardship of its resources in pursuit of its academic goals.