Guidelines for Use of E-mail in Searches

Please remember that use of e-mail in searches establishes a record that becomes part of the search material that must be retained for three years.  Additionally, e-mail may be forwarded with or without changes without the original sender's permission. E-mail may be considered a public record that must be made public under certain circumstances; therefore, the following guidelines are provided to assist in assuring appropriate confidentiality of the search process.

1. Acceptable uses of e-mail by search committee members:

• Set meeting time/location.
• Distribute/discuss recruitment process information, e.g. drafts of ad copy, search plans, interview itineraries and questions, reference questions/process, criteria to evaluate whether qualifications are met.
• Appropriate communication with applicants, e.g. provide information about the status of the search, request reference names, provide itinerary/information about interviews, offer option to provide missing application material.
• Appropriate communication with references, e.g. request letters of reference, set appointments for telephone reference calls.
• Contact potential candidates to alert them to vacancies, provide ad copy, provide general information about the department, college, and/or university.

2. Unacceptable uses of e-mail by search committee members:

• Discussion by name about candidates’ qualifications and status in the search (e.g. on the short list, to be interviewed, etc.).
• Discussion about specific reference information about named candidates or named references.
• Providing confidential search information to anyone, i.e. if the information is confidential, it is best not to share even with appropriate individuals via e-mail.
• Soliciting additional or clarifying information from an applicant on an ad hoc basis.

E-mail Applications

We recommend accepting applications through e-mail. It accelerates the receipt of applications and facilitates sharing electronic letters of application and curriculum vitae with the search committee.

1. Decide whether e-mail applications are acceptable; if not, indicate e-mail applications will not be accepted in all advertisements about the position.
2. E-mail application material must be printed. If format is destroyed in the process of printing, the applicant will be alerted to the problem and offered an opportunity to submit material in a different format or to resubmit electronically. Remember the search committee must be consistent with all applicants.
3. In inviting e-mail applicatins, units may want to have all documents come as PDF files so no changes may be made to any submitted document.