Betty-ann Hoener, Ph.D., Chair

Special Meeting of April 20, 2001

PRESENT: Chair B. Hoener, J. Wiener-Kronish, Michael Adams

ABSENT: Vice Chair J. Seago, S. Rankin, D. Wara, L. Jones, H. Harris, M. Walsh, L. Bero

GUESTS: Diane Dillon, Mary Croughan-Minihane

The special meeting of the Equal Opportunity Committee was called to order by Chair Hoener on April 20, 2001 at about 2:30 p.m. in Room MUE244.

COMMITTEE IDEA TO IMPROVE FACULTY DIVERSITY THROUGH IMPROVEMENT OF SEARCHES: Members of the Committee met with D. Bainton, Vice Chancellor of Academic Affairs, on March 27, 2001 to discuss the February 12 correspondence from the Committee to D. Bainton regarding improving faculty diversity through improvement of search committees. D. Bainton was most interested in the Committee’s ambassador to search committees idea and requested that the Committee spend more time working on the details of this idea. As a result, Chair Hoener called a special meeting on April 20 to discuss these issues. Throughout its discussion, the group emphasized the fact that it did not want to force the hiring of women and minorities but instead wanted to alert committees to the ways we could improve the diversity of searches without compromising the excellence of the candidate pool.

The following is a DRAFT of the suggested program that incorporates the ideas generated at the meeting.


The purpose of this program is to help search committees attract a diverse pool of outstanding faculty candidates. 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-- volunteer faculty and a permanent full-time staff member. Because there are about 200 faculty searches per year at UCSF there will need to be a permanent full-time position for the staff ambassador. 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 it is likely that other faculty will need to be recruited and trained. Each search committee should be assigned a faculty ambassador from the same school and series as the position being searched for.

The STAFF AMBASSADOR (academic personnel recruitment analyst) will:

  • Develop and maintain a recruitment plan that can be used by all search committees to guide their searches. This plan would include all the necessary /legally required information and forms in a single package that the ambassador will deliver to each search committee at its first meeting.
  • Before this first meeting the plan will be updated to include information about the potential pool of applicants based on demographic data most pertinent to the search.
  • 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.
  • 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.
  • Develop a listing of campus/community resources that can be given to potential applicants to show them that their personal and family needs can be met in the Bay Area.
  • Be responsible for placing institutional ads to alert the academic community that UCSF is a diverse workplace with many ongoing faculty searches and providing contact information. A small fee to be paid by units with active searches could fund these ads.
  • Work with others in the Academic Personnel Office to maintain the accuracy of the UCSF website with respect to ongoing searches.
  • Develop and maintain a portfolio of sample appointment letters to be used by the recruiting units.
  • Develop and run a training program for the Faculty Ambassadors.


  • 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.
  • Offer to be an external source of information to the eventual candidates. This could include making them aware of the UCSF Faculty Handbook, educating them about the different faculty series and the requirements for advancement in each and/or discussing issues of concern that a candidate might not want to raise directly with the search committee.

Before candidate selection begins, the 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.

The group went on to discuss additional ways of honing the idea of search committee ambassadors and more diverse searches. An idea was to invite groups of department chairs to talk with the Committee about what would help them to improve the diversity of their searches and hires. Another suggestion was made that the Committee look into whether Johns Hopkins has a search process evaluation team that it will send to different schools.

The meeting adjourned at about 4:00 p.m.

Prepared by:
Senate Staff:
Gretchen Gende
Senior Senate Analyst

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