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June 15, 2001

Dorothy F. Bainton, M.D.
Vice Chancellor Academic Affairs
University of California San Francisco
S-115, Box 0400
San Francisco, CA 94143-0400

Dear Dr. Bainton:

In response to your request that the Committee on Equal Opportunity provide more details regarding its search committee ambassador suggestion, we are submitting the attached draft proposal for your review and comment. We look forward to working with you to further refine this proposal and move toward implementation. We realize that our requests will require additional resources, and we will work with you to secure them. However, because of the permanence of your enterprise relative to a Committee such as ours, we feel that housing these efforts with you would be more likely to assure their success.

Please feel free to contact me with any questions or comments you may have.

Sincerely,

Equal Opportunity Committee
Betty-ann Hoener, Ph.D., Chair

cc: Brian Alldredge, Chair CAP
Lawrence H. Pitts, Chair Academic Senate
Diane Dillon, Director Academic Personnel

Draft for discussion purposes only 5.18.01

The primary purpose of this program is to help search committees attract diverse pools of outstanding faculty candidates. In addition, Ambassadors will be able to provide services to departments and search committees with limited resources, hopefully alleviating some of the search process burden. However, the Ambassadors will not be members of the search committee and will, therefore, have no role in the selection process.

There will be two types of Ambassadors -- Faculty and Staff. Because there are about 200 faculty searches per year at UCSF, the Staff Ambassador will need to be a full-time, permanent position. The Faculty Ambassadors will be volunteers. The members of the Equal Opportunity Committee will likely serve as the nucleus of this group of volunteers, but other faculty will need to be recruited and trained. The Committee estimates that there should be approximately 2 Faculty Ambassadors each for the Schools of Dentistry, Nursing and Pharmacy and approximately 20 for the School of Medicine. Each search committee should, if possible, be assigned a Faculty Ambassador from the same school and series as the position being searched.

The Committee recommends that there be a 1-2 year pilot to determine if the Ambassadors positively impact the diversity of candidate pools or of appointments. During the pilot phase, the proposed ambassador resources should be provided to approximately 20% of search committees. If the pilot proves successful, the Committee would amend its bylaws to include the Staff Ambassador as an ex officio member to help the Committee maintain some oversight of the ambassador process.

FACULTY AMBASSADORS

Faculty Ambassadors shall:

• Attend the first search committee meeting along with the Staff Ambassador.
• Provide the names of additional contacts to the search committee.
• Work with the search committee to define excellence and how to recognize potential in all its diverse manifestations.

STAFF AMBASSADOR

The Staff Ambassador (or Academic Personnel Recruitment Analyst) shall:

• Develop and maintain a recruitment plan that can be used by all search committees to guide their searches. This plan would include all necessary/legally-required information and forms in a single package that the Staff Ambassador will deliver to each search committee at its first meeting.
• Before the first search committee meeting, gather information about the potential pool of applicants based on demographic data most pertinent to the search and include that information in the recruitment plan.
• Advise a search committee on the best ways to advertise a specific position. This would involve building and maintaining a database of publications, job listings, web sites etc. targeted to diverse populations. It would also mean building databases specific to the needs of the schools and/or individual programs and the type of search e.g. clinical X, in residence etc.
• Develop relationships with on- and off-campus organizations in order to be able to help the search committee identify resources that would be useful to a candidate's spouse/partner who will also need to relocate to the Bay Area.
• Develop a listing of campus/community resources that can be given to potential applicants to show them that their professional as well as their personal and family needs can be met in the Bay Area.
• Devise a list of suggested requests/questions to be covered in each recruitment letter/phone call so that the most diverse pool of candidates will be invited to apply for the faculty position.
• Be responsible for placing institutional ads to alert the academic community that UCSF is a diverse workplace with many ongoing faculty searches and that provide contact information. A small fee to be paid by units with active searches could fund these ads.
• Develop and run a training program for the Faculty Ambassadors.

Before actual candidate selection begins, the search committee must discuss with both the Staff and Faculty Ambassadors their progress towards meeting the objectives of its recruitment plan. At that time, a decision as to whether it will be necessary to enrich the pool of applicants by widening the search will be made.

Search committees and departments/units that meet the goals of their recruitment plan should be recognized by the Vice Chancellor for Academic Affairs. This recognition might well include a monetary bonus.

Senate Staff:
Gretchen Gende
Senior Analyst
476-4245
ggende@senate.ucsf.edu