INSTRUCTIONS FOR COMPLETING AAP FORMS

AAP FORM 1:  Personnel Action Request Form.  Requests for ALL position actions must be completed on this form.

Search Number:  Once the form has been approved, a search number will be issued. 

Position Control Number (PCN):  The PCN must be included on this form.  Please be sure to fill out all relevant sections of the form.  Forms with missing or incorrect information will be returned for completion.  If you do not know the PCN, or if you need assistance with any of the requested information on the form, please contact the Human Resources Department at ext. 21751.

Proposed Start Date:  The proposed start date should correspond with the payperiods.  For AAUP, the state date is normally fall or spring semester, except in the cases of coaches, librarians, and counselors for whom you should use the actual starting date.

Type of Appointment (AAUP): As defined under Article 4.8.1 or 4.8.2 of the AAUP/BOT contract. If Special Appointment, check type of Special Appointment as per contract: (a) personnel with unusual knowledge, artistry or exceptional merit; (b) replacement for person on leave; (c) emergency appointment prior to an affirmative action search; (d) temporary grant-or contract-funded position.  Please note: Completion of the AAP Form 1 is required for emergency appointments.

Proposed starting salary:  This will establish the amount budgeted for the position. Any offers which exceed this salary will require the approval of the Academic Vice President.  Current minimum and maximum salaries are published in the CSU-AAUP/BOT Collective Bargaining Agreement. You may not go below the minimum or above the maximum, and you should keep in mind that there is a fixed amount budgeted for the cost of all new faculty salaries.

Justification:  A detailed justification of how the position will be funded is required.  Position actions that cannot be supported by your existing funds will not be approved.  If you have questions regarding funding for the position, please contact the Budget Office at ext. 22551.

AAP FORM 2: AFFIRMATIVE ACTION SEARCH PLAN

No position may be advertised until this form has been approved. Any changes in the recruitment plan require approval of the Affirmative Action Director. The Human Resources Department will provide placement of advertisements and funding for one advertisement in a national publication. Advertising in other publications must be funded from other sources such as the department, dean's office, Minority Mentoring Committee or Minority Staff Development Recruitment Grant. (Specify funding source and account code. Also include information regarding publication deadlines, rates, etc. for desired publications.) Contact the Human Resources Department (ext. 21751) for questions regarding funding and placement of advertisement.

Advertisements: Include the responsibilities for the position, the required qualifications, and additional preferred qualifications. See sample advertisements.

Required Qualifications: Describe required education, experience, and skills.  Required qualifications are used to screen applicants to determine who will be considered for the position and who will be eliminated from further consideration.  You should allow for some flexibility. For example, although a doctorate in your field is what you seek, it is better to state, "A doctorate in ______ or a related discipline (if this is possible, or if you are willing to consider a candidate from an interdisciplinary doctoral program), or conferral of the doctorate by _____ (normally at the time of appointment or within one year of hire) is required."

Additional Preferred Qualifications: List additional preferred education, experience and skills. These may not be used as a basis for screening out candidates as unqualified, but do provide a basis for distinguishing between finalists and other applicants for the position.

Proposed Search Committee: List the members of the proposed committee. Our affirmative action policy requires that at least one member be a person of color.

Questions concerning the search process should be directed to the Office of Multicultural Affairs at ext. 21653.  Please abide by all applicable affirmative action and university policies as explained in the Hiring Manual. You are reminded that you must acknowledge all applications along with an Affirmative Action Applicant Flow Card.  Further, you may not interview finalists or reject any candidates who meet the minimum qualifications until the AAP Form 3 (Authorization to Interview/Recruitment Efforts) is approved.

AAP FORM 3:  AUTHORIZATION TO INTERVIEW/RECRUITMENT EFFORTS

This is a paper review.  The committee must use the advertised qualifications to review each application.  When reviewing applications of individuals known to committees, only the information submitted should be used in the review.  Each applicant must receive an individualized and complete review of his/her qualifications based on the job advertisement. 

Recruitment Efforts:  Please list all recruitment efforts that have been made for this search. 

AAP FORM 4:  APPROVAL OF RECOMMENDED CANDIDATES

Ending Date: Specify ending date if position is "special" appointment under article 4.8.2 of the collective bargaining agreement.

The search committee will list the recommended candidate(s) on this form.  The committee must attach a memo justifying their recommendation and an assessment of all finalists interviewed.

Search Committee cooperation is important in meeting the University's obligation to report annually on progress in diversifying the faculty to the Commission on Human Rights and Opportunities (CHRO).  Please direct any questions or concerns about this aspect of the process to the Office of Multicultural Affairs.

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