Albin O. Kuhn Library & Gallery

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A. ASSOCIATE STAFF POSITIONS

  1. Receipt and screening of applications
    (a) The payroll administrative assistant receives, calendars, and acknowledges receipt in writing of all applications for Associate Staff positions, corresponding with or telephoning applicants as necessary (e.g., applicant who neglected to enclose resume with cover letter).
    Names and addresses of all applicants are forwarded upon receipt to the UMBC Office of Human Relations Programs for use in conducting Affirmative Action survey(s). (Human Relations staff have preferred to receive the names and addresses in small batches for convenience.)
    (b) After the published application preference date has passed, all applications received are photocopied and copies given by the payroll administrative assistant to members of the Search/Screening Committee (Associate staff) and to the Director. The chair of the committee then convenes the Search/Screening Committee to review all applications.
    (c) The Search/Screening Committee identifies a limited number of rank ordered finalists for interview and reference-checking. The Committee then recommends to the Director that these finalists be scheduled to interview, and/or that their references and transcripts be obtained.
    (d) Following the Director's approval to proceed, the Search/Screening Committee Chair, the full Committee, or other designee telephones all finalists to (1) ascertain their continued interest in the position and (2) direct candidates to have transcripts sent showing receipt of the ALA-accredited M.L.S. and/or other degrees required.
    (e) The Chair of the Search/Screening Committee, with the assistance of the payroll administrative assistant  also solicits written references from the applicants' referees, but may also conduct additional telephone reference check(s) if advisable due to such considerations as timeliness or lack of clarity and completeness of written references.
  2. Interviewing Finalists
    For those finalists designated, the Administrative Offices staff and Search/Screening Committee Chair will schedule interviews:
    • issuing written invitation to interview
    • sending information to finalists, ordinarily including graduate and undergraduate catalogs; UMBC Viewpoint or other suitable introductory survey of campus; recent issue(s) of relevant campus publications; selected guide(s) to library collections or services; and, if requested, the most recent Library plan and/or organization charts.
    • working out an interview schedule with the supervising unit head.
    • coordinating travel and reimbursement arrangements as needed [Candidates' meals "on their own" are reimbursed only with prior approval and presentation of receipts]. The candidate's interview luncheon is paid directly by the Library. Mileage for in-state travel (incl. metro DC area) by candidates is not reimbursed. Out-of-state travel is reimbursed or paid directly as follows: coach rate airfare or train (auto mileage if absolutely necessary), one night's lodging at single rate).
    • sending copies of interview schedules, position advertisement and candidate résumés to all staff interviewing.
      Ordinarily Associate staff interviews take a work day; the candidate will discuss the position and his or her qualifications with individuals including the Director, Business Manager, and supervising unit head, as well as with groups of support staff from the unit in which the position is located, and professional staff representing all library units.
      In keeping with affirmative action requirements, it is important to plan for interviews to ensure that all candidates are accorded equal treatment and that questions are relevant to the duties and qualifications of the position. Interview questions are to conform to the spirit as well as the letter of relevant laws concerning lawful and unlawful directly and indirectly revelatory inquiries. The Business Manager is responsible for discussing interview techniques and legal restraints with staff as needed prior to interviews. [See, for example, Appendix A (See Library Administration) concerning admissible inquiries.]

B. CLASSIFIED STAFF POSITIONS

  1. Receipt and screening of applications
    (a) Applications of those applicants declared qualified by Dept. Human Resources are forwarded to the Library Administrative Offices.  The Administrative Offices staff then gives copies of all application forms and any related materials to the supervising unit head and the Chair of the Search/Screening Committee (if these are different).  Normally, the supervising unit head or the LEC member in charge of the unit is appointed by the Director as head of the Search/Screening Committee.
    (b) The Chair of the Search/Screening Committee consults with other unit staff who are constituted a screening committee and chooses at least five eligibles to be interviewed ("finalists").
    (c) The Chair of the Search/Screening Committee coordinates calling of designated eligibles to schedule interviews. Staff note any candidates who decline to interview, and substitute alternates in designated order to make up the five interview candidates.
  2. Interviewing
    Ordinarily interviews for classified staff positions take 1 to 2 hours. The candidate discusses the position and his or her qualifications with individuals including the Business Manager, Unit Head, supervisor, (and the Director for certain higher grade positions). In some cases the candidate will also meet with groups of unit staff designated by the Chair of the Search/Screening Committee.
    In keeping with affirmative action requirements, it is important to plan for interviews to ensure that all candidates are accorded equal treatment and that questions are relevant to the duties and qualifications of the position. Interview questions are to conform to the spirit as well as the letter of relevant laws concerning lawful and unlawful directly and indirectly revelatory inquiries. The Business Manager is responsible for discussing interview techniques and legal restraints with staff as needed prior to interviews. [See, for example, Appendix A (See Library Administration) concerning admissible inquiries.]
    The Business Manager, Chair of the Search/Screening Committee, or designee explains clearly to each candidate interviewed the nature of the search process and the salary range, benefits outline, hours required, etc.

revised 9/23/92; edited for persons responsible, minor clarifications, and typos 12/2/10 lw