300 Series: Board Rule 302 Executive Search

University of Alabama System Recruitment and Hiring Procedure for Senior Leadership Positions

The following guidance outlines the process by which the University of Alabama, the University of Alabama at Birmingham, and the University of Alabama in Huntsville (collectively, the “Campuses”) should recruit and hire the following senior leadership positions (“SLPs”): Vice Presidents, Provosts, and Deans. This guidance provides supplemental procedures for the recruitment and hiring of SLPs. To the extent the following procedures conflict with internal procedures, the following procedures control. Otherwise, Campuses should continue to follow internal procedures. 

1. The President should designate a Hiring Manager who is responsible for the hiring recommendation. Absent unique circumstances, the Hiring Manager should be the individual to whom the SLP will report. 
2. If the Hiring Manager is conducting a search for an SLP, proceed to Step 3. There are unique circumstances in which the Hiring Manager may decide against conducting a search for an SLP. Under those circumstances, proceed to Step 12. 
3. The President must submit to the Chancellor a request to initiate a search. The request should include the following information:
   • The proposed position title and, for a new position, justification for the new position;
   • Expected salary range;
   • For an existing position, the name and final base salary of the former employee holding the position;
   • If the Hiring Manager plans to use a search firm, the name of the firm selected from the University of Alabama System preferred provider list and rationale for the selection;
   • If the Hiring Manager plans to use a search advisory committee (“SAC”), the request should include:
     • The proposed Chair – typically the Hiring Manager – of the SAC. If the proposed Chair is not the Hiring Manager, then the request should explain the rationale for using a different Hiring Manager. 
     • Anticipated size – which cannot exceed twelve (12) members – and proposed makeup of the SAC, which must include at least the following members:
       • Faculty representative
       • Staff representative
       • Student representative 
     • A non-voting member from the Office of Counsel.
     • Certification that none of the SAC members will report directly to the SLP and that individuals who are subordinate to the SLP do not comprise a majority of the SAC. 
   • The President also should confer with the Chancellor on whether the SAC should include a Chancellor’s designee and/or member of the Board of Trustees.
4. After consultation with the President pro tempore of the University of Alabama System Board of Trustees, Compensation Committee Chair, and Chair of any other relevant Committee of the Board of Trustees, the Chancellor will approve or deny the request to initiate a search. 
5. If the search is approved, the Hiring Manager must designate in writing those individuals who will actively participate in the search and recruitment process (“Designated Individuals”) – such as the SAC members and senior leadership – and ensure that all Designated Individuals execute a confidentiality agreement. Under the confidentiality agreement, the Designated Individuals commit that information related to the search – including without limitation the identities of the candidates, application materials, deliberations, evaluations, and background checks – can only be disclosed to other Designated Individuals. 
6. Once the Hiring Manager obtains all the executed confidentiality agreements, the search can commence. 
7. At all times during the search process, the Hiring Manager should prioritize in-person engagement with the potential candidates to the greatest extent practicable.
8. If there is an SAC, each member should participate in first-round interviews and provide individualized written feedback to the SAC Chair. After this stage, the SAC’s role is complete.
9. The Hiring Manager will select finalists and conduct comprehensive background checks and reference interviews for each finalist. To the extent practicable, the Hiring Manager also should complete a formal leadership assessment on each finalist.
10. The Hiring Manager will identify the finalists and send their respective application/search materials – including without limitation their CVs, cover letters, background checks, any notes from reference interviews, and leadership assessment – to the President, who then transmits the same information to the Chancellor.
11. The Hiring Manager will conduct second-round interviews. At the Hiring Manager’s discretion, the second-round interviews may include a limited number of Designated Individuals who have executed confidentiality agreements in accordance with Step 5. 
12. The Hiring Manager will then recommend a candidate to the President. The President must submit to the Chancellor a request to extend an offer to the recommended candidate. The request must include the following information:
    • Proposed base salary;
    • Any deferred or supplemental compensation;
    • Any other perquisites such as relocation allowance, car allowance, etc.;
    • Relevant market data for the position in accordance with Board Rule 302, Section 5.
13. After consultation with the President pro tempore, Compensation Committee Chair, and Chair of any other relevant Committee of the Board of Trustees, the Chancellor will approve or deny the request to extend an offer. If the request is approved, the Hiring Manager can then extend an offer to the recommended candidate. The offer must be contingent on approval of the Compensation Committee. 
14. If the recommended candidate accepts the contingent offer, the Hiring Manager should notify the UA System Assistant Vice Chancellor for Human Resources so that it can be considered at the next meeting of the Compensation Committee. 

Frequently Asked Questions