Academic Recruitment Procedure

1.1 Capitalized words and phrases used in this Procedure document and not otherwise defined here have the meanings assigned in the related Academic Recruitment Policy (PL-AC-23).

1.2.1 Academic Year: The 12-month period defined in the University’s Academic Calendar, as approved by the Board.

1.2.2 Academic Rank: The rank held by the Academic Members in the University, having hierarchical titles such as: Professor, Associate Professor, Assistant Professor, Senior Lecturer, Senior Technical Instructor, Lecturer, Technical Instructor, Assistant Lecturer, Workshop/Lab/Clinical Instructor, Assistant Technical Instructor, Trades Technical Instructor, and Teaching Assistant.

1.2.3 ARAC Report: A document including a summary of the Recommended Candidate/Academic Member (qualifications, employment history, academic and/or industry experience, publications, conference presentations), Recommended Candidate/Academic Member rank assessment, and recommendations of Academic Rank Assignment Committee (ARAC) for Academic Rank and grade level.

1.2.4 E-EAR: Electronic Employee Action Request. An electronic form that is used to obtain approvals for requests such as: transfer of existing employee, change in job title, or extension.

1.2.5 Employment Candidate: An applicant who applies for a job with the University.

1.2.6 Interview Scoring Matrix: A list of numeric scores based on criteria used to evaluate an Employment Candidate’s performance during the interview and to determine the suitability of that Employment Candidate for the academic position.

1.2.7 Service: Engagement by Academic Members in University wide or departmental activities such as leadership on University committees, program development and accreditation support activities, special project assignments, Academic Advising, or other such work in fulfillment of the University's strategic and academic priorities; in their professional organizations through attendance at meetings, professional presentations, or other such work; and service to the broader community such as representing the University in the broader community, professional presentations to audiences outside the campus; or other such activities.

1.2.8 Teaching Release Time: Approved Teaching reduction allocated to Academic Members involved in Scholarly/Creative Activities, Services, or Academic Professional Development in line with the Academic Workload Policy (PL-AC-05).

1.3 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.

1.4 Where the context requires, words importing the singular shall include the plural and vice-versa.

2.1 The purpose of this procedure is to outline the process for the recruitment of Academic Members at the University. This procedure ensures the process is fair and transparent across all Academic Units and other relevant business units in the University.

2.2 The following procedures are to be read in conjunction with the Academic Recruitment Policy (PL-AC-23).

3.1.1 Vice-President, Academics

3.1.1.1 Review and approve recommendations of Academic Members needs and refer to the President for final approval.

3.1.1.2 Report to the Vice-President, Support Services the number of Academic FTEs and recruitment needs for the various Academic Units based on recommendations of the Deans/Academic Managers.

3.1.1.3 Review recommendations of Recruitment Search Committee and Faculty Affairs Department in the Recruitment Selection Report (RSR) and refer to the President for final approval.

3.1.1.4 Review and approve Job Descriptions and refer these to the President for Final approval.

3.1.2 Dean/Academic Manager

3.1.2.1 Identify Academic Members’ full-time and part-time needs for Programs within the Academic Unit.

3.1.2.2 Recommend to the Vice-President, Academics the number of Academic FTE positions.

3.1.2.3 Review the Job Descriptions and job advertisements, as needed.

3.1.2.4 Redistribute allotted Academic FTE positions within the Academic Unit based on need, provided that the total number of Academic FTE positions approved for the Academic Unit is not altered.

3.1.2.5 Initiate employment requisitions for approved vacancies within the Academic Unit and submit to Human Capital Directorate.

3.1.2.6 Ensure the implementation of the Academic Recruitment process within the Academic Unit as per the stipulations of this procedure and its relevant policy (PL-AC-23).

3.1.2.7 Provide a final selection of the Recommended Candidate(s) for the vacant academic positions, in coordination with the RSC.

3.1.2.8 Review and approve recommendations of the RSC in the RSR.

3.1.3 Faculty Affairs Department

3.1.3.1 Pre-screen Recommended Candidate(s)’ documents, as per the provisions of this procedure.

3.1.3.2 Conduct Recommended Candidate(s) analysis summary.

3.1.3.3 Report concerns, if any, to the Vice-President, Academics.

3.1.3.4 Provide Recommended Candidate(s) analysis summary and preliminary recommendation for Academic Rank and grade, as per the relevant Academic Recruitment Procedure (PR-AC-23), and submit this to the Vice-President, Academics for review.

3.1.3.5 Collaborate with Academic Units in the development and review of Job Descriptions and advertisements, as needed.

3.1.4 Human Capital Directorate

3.1.4.1 Initiate the request for Academic Members needs in coordination with the Vice-President, Academics and communicate the submission deadline with the relevant stakeholders.

3.1.4.2 Develop the Academic Recruitment timeline for full-time and part-time positions, and distribute it to the Vice-President, Academics and Deans/Academic Manager.

3.1.4.3 Provide support and guidance to those involved in the Academic Recruitment process.

3.1.4.4 Monitor and implement the recruitment strategy for approved Academic FTE positions and advise on the most appropriate and suitable workforce sources in line with the objectives of the University.

3.1.4.5 Ensure consistency and adherence to timelines in the administration of the Academic Recruitment and selection process of Employment Candidates.

3.1.4.6 Monitor recruitment and selection activities, as per the approved policies, to ensure that confidentiality is maintained throughout the process.

3.1.4.7 Advertise vacant positions on the University’s website, and/or national, regional, international media, recruitment sites and publications.

3.1.4.8 Schedule and manage interviews with Recommended Candidates, in coordination with RSCs.

3.1.4.9 Submit a copy of Recommended Candidates’ CVs, Academic Credentials, Professional Credentials and Certifications, and Academic Rank letters to Faculty Affairs Department.

3.1.4.10 Conduct reference checks for Recommended Candidates.

3.1.4.11 Collect the documents required for employment from the Recommended Candidates and ensure that these documents are attested by the relevant authorities in Qatar, as stipulated in the Academic Credentials Policy (PL-AC-02)

3.1.4.12 Draft Conditional Offers of Employment, as per applicable Human Resources Policy (PL-HR-01).

3.1.4.13 Prepare a Contract of Employment and ensure it is signed by the Recommended Candidate on the first day of employment and documented.

3.1.4.14 Establish and maintain a database of commonly used recruitment sites for each Academic Unit.

3.1.4.15 Maintain recruitment and selection data to support employment trend analysis.

3.3.1 The Human Capital Directorate will request the list of full-time Academic Members needs from the Vice-President, Academics.

3.3.2 Each Academic Unit is responsible for calculating the number of Academic FTE positions needed within their Programs and determining Academic Members needs for the upcoming Academic Year. The calculation of Academic FTE positions must consider the approximate number of students, the number of sections, new Programs or Courses (if any), Academic Members’ teaching load, Teaching Release Time, Research release, Services and management/administrative assignments.

3.3.3 Department/Program Heads will calculate the total number of Academic FTE positions and Academic Members needs for the Program and submit it to the Dean/Academic Manager for review, in alignment with the Workforce Planning Procedure (PR-HR-01-15).

3.3.4 Dean/Academic Manager will verify and validate the calculations of Academic FTE positions. The Dean/Academic Manager may redistribute their allotted FTE positions within the Academic Unit based on need and Academic Members specialization / expertise, as outlined in the Internal Transfer Procedure (PR-HR-01-54). Changes in redistribution must be reported and submitted by the Dean/Academic Manager to the Vice-President, Academics for approval.

3.3.5 Dean/Academic Manager will submit the Academic Members needs of the Academic Unit to the Vice-President, Academics.

3.3.6 The Vice-President Academics, in consultation with the Director, Human Capital, Director, Finance, and Academic Manager, Faculty Affairs, will review the Academic Members needs of all Academic Units.

3.3.7 The Vice-President Academics will provide the final recommendations to the President for approval.

3.3.8 All Academic Member need requests must have the Vice-President, Academics; Director, Human Capital; Finance Director; and President’s approval.

3.3.9 Once Academic Members needs are approved, the Human Capital Directorate will notify the respective Dean/Academic Manager of the approved academic positions within his/her Academic Unit.

3.3.10 Any modifications to the allotted Academic FTE positions must be approved by the President, based on the recommendations of the Vice-President, Academics and the Vice-President, Support Services.

3.4.1 Development of a Job Descriptions must follow the Creation and Maintenance of the Job Descriptions Procedure (PR-HR-01-55). All new or reviewed Job Descriptions must be endorsed by the Dean/Academic Manager.

3.4.2 The Dean/Academic Manager will submit Job Description to the Human Capital Directorate.

3.4.3 The Human Capital Directorate must seek the approval of the final Job Description from the Vice-President, Academics and the President. The Human Capital Directorate is responsible for maintaining a record of all approved Job Descriptions.

3.4.4 Any changes to Job Descriptions proposed by the Dean/Academic Manager must be submitted through the Human Capital Directorate. The Process to update Job Descriptions is outlined in the Changes/Modifications to Job Descriptions Procedure (PR-HR-01-16).

3.5.1 Job advertisements are normally developed based on the approved Job Descriptions. The Human Capital Directorate may provide the job advertisement library to the respective Dean/Academic Manager for review, as needed.

3.5.2 All new or reviewed job advertisements must have the approval of the Vice-President, Academics.

3.5.3 Job advertisements normally consist of:

3.5.3.1 Information about the University, Academic Unit and its Programs.

3.5.3.2 Qualifications.

3.5.3.3 Field of expertise.

3.5.3.4 A brief summary of roles and responsibilities associated with the position.

3.5.3.5 Required and preferred Professional Credentials and Certification, as well as experience.

3.5.3.6 Academic Rank, where applicable.

3.5.3.7 Any other relevant information or specific needs related to the position.

3.5.4 The Human Capital Directorate is responsible for advertising the position with a closing date both on the University’s recruitment web site and publicly in national and international Academic Recruitment sites.

3.6.1 The Dean/Academic Manager will submit a request to fill an approved academic position via the system. Such requests must be approved by the Vice-President, Academics, Finance, and the Human Capital Directorate.

3.6.2 The Human Capital Directorate will start the recruitment process when the Talent Acquisition Specialist receives the approval in the system.

3.7.1 The Dean/Academic Manager will establish an RSC within the Academic Unit. Membership of the RSC will consist of:

3.7.1.1 Chair: Dean/Academic Manager, or delegate.

3.7.1.2 Members:

3.7.1.2.1 One (1) Department/Program Head of the hiring Program within the Academic Unit.

3.7.1.2.2 Two (2) Faculty Members in the same field of the advertised position within the department.

3.7.2 The Human Capital Directorate will provide access to a pool of applicants to the RSC members.

3.7.3 The RSC will serve in an advisory role to the Dean/Academic Manager during the recruitment process. This includes, but is not limited to (in coordination with Human Capital Directorate), the following tasks:

3.7.3.1 Review the Job Description and advertisement for positions, as needed.

3.7.3.2 Develop interview questions and an Interview Scoring Matrix, in alignment with the approved Job Description and advertisement.

3.7.3.3 Screen Candidates to identify and interview eligible ones.

3.7.3.4 Ensure all Recommended Candidates meet the requirements stated in the Job Description and advertisement.

3.7.4 The RSC will provide its recommendations in the RSR (see Annex B) and submit the RSR and the Interview Scoring Matrix to the Dean/Academic Manager.

3.7.5 In the event that the chair of the RSC is a member other than the Dean/Academic Manager, he/she will be responsible for reporting and presenting the recommendations of the RSC to the respective Dean/Academic Manager.

3.7.6 The Human Capital Directorate will provide support to and guide the Academic Units and RSCs throughout the recruitment process.

3.8.1 In the event of a Conflict of Interest, the member of the RSC with a Conflict of Interest is responsible for declaring the situation and informing the Chair of the committee that he/she has an interest, relationship, or commitment, that may affect the conduct of his/her duties and responsibilities during the recruitment activities and selection process. A member of the RSC with a conflict of interest should not be involved in the evaluation of the Recommended Candidate.

3.8.2 Each RSC member must sign a Conflict-of-Interest Declaration Form (Annex C) before participating in recruitment. The Human Capital Directorate shall retain these forms for audit and accreditation records.

3.9.1 The RSC will review applications and shortlist the eligible Candidates for an interview, based on the requirements outlined in the Academic Recruitment Policy (PL-AC-23) and applicable job descriptions.

3.9.2 The Human Capital Directorate will coordinate with the eligible Candidates to arrange interviews.

3.10.1 Interviews of eligible Candidates are conducted by an interview panel that would normally be chaired by the Dean/Academic Manager or Dean/Academic Manager delegate, members of the RSC and the Talent Acquisition Specialist from the Human Capital Directorate. The role of the Talent Acquisition Specialist is to ensure integrity and consistency of the recruitment process at all stages. The Talent Acquisition Specialist is independent from the RSC and provides guidance and support to all stakeholders involved in the Academic Recruitment process, in line with the approved policies and procedures.

3.10.2 The Chair of the RSC will provide the Human Capital Directorate with the topic for a teaching presentation, to be conducted by the Recommended Candidate at the time of the interview. The Human Capital Directorate will communicate the topic with the Recommended Candidate prior to the interview (see Annex D).

3.10.3 The Human Capital Directorate will coordinate with the Administrative Assistants in the respective Academic Units to invite attendees within the Academic Unit to attend the presentation. The invitation should include the following:

3.10.3.1 Advertised academic position;

3.10.3.2 Academic Rank;

3.10.3.3 Short bio of the Recommended Candidate (one (1) paragraph);

3.10.3.4 Date and time of presentation;

3.10.3.5 Topic to be presented; and

3.10.3.6 Notation to provide comments and feedback on the presentation within 24 hours.

3.10.4 The interview session will be divided into two (2) parts:

3.10.4.1 The Recommended Candidate will present a 10-minute teaching lecture demonstration to the interview panel and attendees, followed by a maximum of 5 minutes of questions and answers.

3.10.4.2 The RSC will conduct the interview with the Recommended Candidate(s).

3.10.5 The Human Capital Directorate will compile comments and feedback received by Academic Members and submit them to the RSC. These comments and feedback will be taken into consideration during the scoring and recommendations of the RSC.

3.10.6 The Human Capital Directorate is responsible for maintaining documentation relating to the interview questions and Academic Members’ feedback on the presentation.

3.11.1 The RSC will assess the Recommended Candidates based on the criteria provided in the Interview Scoring Matrix (see Annex E). The criteria should be applied consistently in line with the position Job Description. The total score will be the average score of each member in the interview panel.

3.11.2 The Talent Acquisition Specialist will complete the Interview Scoring Matrix for all interviewed Recommended Candidates in the system.

3.11.3 The Interview Scoring Matrix must be approved by all RSC members in the system.

3.12.1 Upon completion of all interviews, the RSC will jointly complete the RSR and provide recommendations to the Dean/Academic Manager.

3.12.2 The Dean/Academic Manager will review and approve the RSR. The report will be routed to a Faculty Affairs Specialist.

3.12.3 The Human Capital Directorate will collect the following and submit to the Faculty Affairs Department:

3.12.3.1 Interview Scoring Matrix;

3.12.3.2 Documents of the Recommended Candidate(s)

3.12.3.2.1 CV;

3.12.3.2.2 Academic Credentials;

3.12.3.2.3 Professional Credentials and Certifications;

3.12.3.2.4 Current license, if applicable;

3.12.3.2.5 Proof of professional membership(s);

3.12.3.2.6 Evidence of previous Industrial, teaching, other academic experience; and

3.12.3.2.7 Academic Rank from current/previous employer(s);

3.12.3.3 Any other supporting documents that may be required for evaluation.

3.12.4 A Faculty Affairs Specialist will receive the RSR and conduct a Recommended Candidate analysis summary. This includes employment history, current Academic Rank, academic and industry experience, publications, conference presentations, and any other information relevant to the evaluation of the Recommended Candidate’s documents. The Faculty Affairs Specialist will provide preliminary recommendations for Academic Rank and grade based on the analysis.

3.12.5 A Faculty Affairs Specialist will report concerns on Academic Credentials, Academic Rank, or publications, if any, and submit the RSR to the Vice-President, Academics for review and approval.

3.12.6 Once approved by the Vice President, Academics, the RSR will be submitted to the President for review and approval.

3.12.7 Once approved by the President, the Human Capital Directorate will submit a copy of the RSR to the Faculty Affairs Department, who will initiate the process for Academic Ranking, as stipulated in Academic Ranking Procedure (PR-AC-03).

3.12.8 The Human Capital Directorate will inform the respective Academic Unit if the RSR is not approved by the Vice-President, Academics or the President. The Vice-President, Academics will provide the Human Capital Directorate with a justification for rejection.

3.13.1 The Human Capital Directorate is responsible for checking the employment references submitted by the Recommended Candidate, as outlined in the HR Policy (PL-HR-01).

3.13.2 Reference checks will be performed after receiving the approved RSR from the Academic Unit.

3.14.1 The Human Capital Directorate will prepare the Conditional Offer of Employment when the Talent Acquisition Specialist receives the approved ARAC Report.

3.14.2 The Human Capital Directorate will coordinate with the Vice-President, Support Service and prepare the Conditional Offer of Employment.

3.14.3 A Conditional Offer of Employment must be made, contingent on the verification of the Recommended Candidate’s Academic Credentials and pursuant to the Academic Credentials Policy (PL-AC-02). The Human Capital Directorate will coordinate with the Recommended Candidate to submit his/her Academic Credentials and ensure these documents are attested by the relevant authorities.

3.14.4 After acceptance of the Conditional Offer of Employment, the Human Capital Directorate will send the hiring documents to the Recommended Candidate to complete the necessary information. If the Recommended Candidate is international, the Human Capital Directorate will apply for necessary visas (requesting copies of the passports and pertinent documents) and will work on the patriation with the Recommended Candidate depending on their notice period and start date.

3.14.5 For international Recommended Candidates, HCD will send the Contract of Employment for sign-off electronically. This will expedite the process of hiring the Recommended Candidates and adding them to the University’s systems. Once Recommended Candidates arrive, on their 1st day of employment/orientation, they will sign/ initial the hard copies of their Contract of Employment.

3.14.6 If a Recommended Candidate rejects the offer, the Human Capital Directorate may start a negotiation which will result in a rationale and pertinent documents provided by the Recommended Candidate. These documents, along with a revised Conditional Offer of Employment are sent to the President for approval. If approved, the Human Capital Directorate will extend the new Conditional Offer of Employment to the Recommended Candidate.

3.14.7 If Recommended Candidates withdraw or reject the Conditional Offer of Employment, the Human Capital Directorate will go back to the pool of the interviewed backup Recommended Candidates, identified by the RSC in the approved RSR, or back to screening/ interviewing.

3.15.1 The Human Capital Directorate will provide a list of current Part-time Academic Positions to Faculty Affairs Department to confirm needs for the upcoming semester with the Colleges / Academic Units.

3.15.2 The Dean/Academic Manager, in coordination with the Department/Program Heads, will provide the Faculty Affairs Department with the Full Time Equivalent number of part-time hiring needs for the upcoming semester for each Program, taking into consideration the Academic Unit’s need and approved, budgeted Academic FTE positions.

3.15.3 The Faculty Affairs Department will compile the part-time hiring needs and submit it to the Vice-President, Academics.

3.15.4 The Vice-President, Academics will review and recommend to the President for approval. The Vice-President, Academics will coordinate with Finance Directorate and the Vice-President, Support Services for budget availability and approval.

3.15.5 The Human Capital Directorate and the Faculty Affairs Department will receive copy of the approved part-time hiring needs.

3.15.6 The Dean/Academic Manager will initiate a request in the system for the academic position. Vice-President, Academics will approve system request.

3.15.7 The Dean/Academic Manager will review and approve the job advertisement and the screening criteria and submit them to the Human Capital Directorate.

3.15.8 The Human Capital Directorate will advertise the academic position on the local/approved websites, including the University’s recruitment website, as needed.

3.15.9 The Academic Unit will screen applicants, identify eligible Candidates, and arrange interviews. The interview panel membership for part-time academic positions will follow the same composition as the Recruitment Search Committee (RSC) established for full-time academic positions, as outlined in section 3.7.1.

3.15.10 The interview panel will complete the RSR (see Annex G) applicable for part-time and submit them to Human Capital Directorate along with the Recommended Candidate’s CV, Academic and Professional Credentials, as well as Certifications.

3.15.11 The Human Capital Directorate will coordinate with the Recommended Candidate to obtain a no objection letter, as applicable, from their employer as well as other supporting documents. The Human Capital Directorate will submit the RSR to the Vice-President, Academics.

3.15.12 The Vice-President, Academics will review and approve the RSR and submit it to the President for approval.

3.15.13 Once the RSR is approved, the Human Capital Directorate will prepare the Conditional Offer of Employment and complete the hiring formalities.

3.15.14 The Human Capital Directorate will inform the respective Academic Unit if the RSR is not approved by the Vice-President, Academics or the President. The Vice-President, Academics will provide the Human Capital Directorate with a justification for rejection.

3.15.15 Academic Units and the Human Capital Directorate will maintain a database of all approved, part-time Recommended Candidates for future reference.

4.1 PL-HR-01: HR Policy.

4.2 PL-AC-02: Academic Credentials Policy.

4.3 PL-AC-03: Academic Qualifications Policy.

4.4 PL-AC-23: Academic Recruitment Policy.

4.5 PR-AC-03: Academic Ranking Procedure.

4.6 PR-HR-01-15: Workforce Planning Procedure.

4.7 PR-HR-01-16: Changes/Modifications to Job Descriptions Procedure.

4.8 PR-HR-01-54: Internal Transfer Procedure.

4.9 PR-HR-01-55: Creation and Maintenance of Job Descriptions Procedure.