Affirmative Action Report Form for Faculty

Affirmative Action Report Web Application

The Affirmative Action Report Form application (AARF) has been designed to assist in the tracking of sex, race, and ethnicity information for faculty applicants and candidates. This web-based program can be used for all approved searches, and it replaces the paper Affirmative Action form.

Please note that the submission of a completed Affirmative Action report is required for all initial hires resulting from an approved search.

Roles

Faculty Academic Services, Office of the Provost:

The Faculty Academic Services division within the Office of the Provost relays the status of Faculty Search Proposals to the Dean, Faculty Actions unit contact, and Search Chair. Approved unmodified professorial and clinical faculty searches will be entered in the AARF system by Faculty Academic Services, which will also assign each search a unique Flow Identification Number. This number will identify and track an approved search through the appointment process.

Faculty Academic Services will review and ensure that each completed search followed the affirmative action plan as stated on the Search Proposal Form at the third stage of AARF approval. Any changes to the original search plan, such as changes to search committee members, should be noted in the Notes field on the Position Details tab. The Office of the Provost should also be notified directly.

Dean (or designated Dean’s Office staff):

Deans will be notified of the approval status (approved, deferred, not approved) of their search proposals.

Following the acceptance of a final offer and during preparation of initial hire paperwork for submission to the Office of the Provost, the Dean (or designated proxy) will use the “Approvals” tab in the AARF program to indicate acknowledgement and approval of the affirmative action data collected.

Department Chair:

Once a final offer has been made and accepted, the department Chair will review the results, confirming the accuracy of the information, and approve the search data using the “Approvals” tab.

Department-level User:

Individuals with this level of permission will input applicant and ensuing candidate email and CV information into the AARF program.

Provost (or designated Office of the Provost staff):

The Provost (or designated proxy) will review the submitted AARF form and complete the final stage of approval. Approval at this final stage will serve to close the search.

Unit Overseer (Faculty Actions unit contact):

The unit overseer will be notified of the status of search proposals. A primary responsibility of this individual will be to authorize appropriate (department) individuals to the various levels of authorization, and to manage the submission of a complete initial appointment package.

How to access AARF

Enter http://www.bu.edu/phpbin/faculty-applicants/admin/ in a browser. Authorized users will need a BU Login and Keberos password.

User Management

This tab facilitates in allowing AARF user permission. Initial Unit permission is given by the Office of the Provost. Departmental-level and/or Search Administrator permission is given and managed by the Unit Overseer.

How to authorize AARF permission for a new user:

  • Input a BU Alias, email, or name in the Person field (near the bottom of the page) and click on the Look-Up button to the right of the field. This button will generate a list of potential individuals that match the data. Select the correct individual. Note: the Look-Up button is recommended as any errors in inputting a BU Alias or name may not properly authorize an individual.
  • Select the Unit/Department for which the individual will be working with faculty searches. If the individual will only have access at the departmental level, select Enter Department ID under the Individual Departments heading. This will bring up a field that will allow five digits for the unit and department number for which a user will be authorized to view approved searches.
  • Under the Role field select the level in which this individual will be working with faculty searches. They include:
    • Affirmative Action Officer (Office of the Provost only)
    • Dean (or Dean’s Office): required for completion of the AARF
    • Department Chair
    • Department-level User
    • Provost or Office of the Provost
    • Unit Overseer
  • Press the Add button to confirm the new user. The individual’s name will appear on the Manage Users list.
  • User access may be edited or removed by clicking the “edit” button and selecting the desired field from the drop-down menu. Action on selections will go into effect moments after clicking it; be aware that this includes “Remove This Access.”

Review

Once permission is given, users are able to access the Review tab. A list of active Faculty Search Flow ID numbers available to authorized user will appear at the left. Select the desired search to collect and track information about search applicants and candidates. Warning: make sure the correct Flow ID number has been selected to ensure proper data collection and reporting!

  • Applicants Tab: This is the starting point for search tracking and reporting.
    • The Departmental-level Search Administrators collect and input faculty applicant’s email address in both email fields. Note: In this context, ‘Applicants’ are defined as anyone who has either made a formal application, submitted a CV/résumé, had a recommendation submitted on his/her behalf, or otherwise expressed interest in an authorized search.
    • Click on the Add Email button. The email address will appear in the large field under the Flow ID number, creating a comprehensive list of applicants to facilitate tracking. Should the email addresses not match, a window will pop up notifying of an error.
    • Upon successful submission, an email will be sent to the applicant directing them to a password-protected BU site surveying their sex, race, and ethnicity. The anonymous and voluntary results will be tallied in a separate database and are not available for review by anyone while the search is active.
  • Candidates Tab: As searches progress, the Candidates tab expands the information and details tracked.
    • Select the Add Candidate button, which will bring up a Candidate Details window.
    • Input the email address for the candidate. Note that the address of the candidate must appear in the Applicants tab before entering in the Candidates tab. Sex, race, and ethnicity information will automatically be populated in the database from the self-identified responses collected in the application stage. Once again, the data which populates the Candidate section will not be visible by anyone until the search is closed.
    • Indicate whether the candidate was offered a position. If the answer is “No,” leave a detailed explanation as to why the candidate was not offered the position and attach a digital copy of the individual’s résumé.
      • Sample explanation: “After the on-campus interview and comparison of the dossiers of all 6 finalists, the department faculty determined that Dr. Smith’s publication record and research presentation was not of sufficient quality to extend an offer. In addition, Dr. Smith’s research agenda does not align with the strategic plan of the department.”
    • Indicate whether the candidate accepted an offer. If the answer is “No,” leave a detailed explanation as to why the candidate did not accept the position and attach a digital copy of the individual’s résumé.
    • Complete the window by including the candidate’s name.
    • Select the Save button. The names and statuses appear as part of a Current Candidates list.
  • Position Details Tab: When the final candidate is selected, the Position Details tab addresses final notes about the hire.
    • Please indicate the academic rank of the new hire.
    • Include information about additional (administrative) titles.
    • Input the expected start date (normally this is July 1).
    • Indicate if the new hire is replacing an individual or is filling a new line.
    • Include the name, rank, sex, and race of the members of the Search Committee in the Notes section if different than what appears on the search proposal.
  • Recruiting Sources Tab: this section reports the efforts to advertise job descriptions and postings to recruit a broad range of candidates as described in the faculty search proposal.
    • Clicking the Edit button for any of the listed sources will open a window.
    • Please list each of the sources in which the Unit/Department advertised the job description in the notes field.
    • Attach an electronic copy of the actual, dated advertisement.
    • Click the Save button and a summary of the notes and attachments will appear for the source.
    • The attachments may be opened from the main Recruiting Sources tab to ensure the correct document has been included.
  • Approvals Tab: Concurrent with the submission of the initial Recommendation for Academic Appointment, the closing of a search requires the completion and authorization of the AARF by the Department, Unit, and the Office of the Provost.
    • Only certain authorized users have permission to approve the searches in AARF. They are listed under the Current Approval Status box.
    • To approve the AARF, an authorized user at the appropriate level will select the “Approve” field and click the submit button.
    • If there are any concerns or omissions, the AARF may be rejected by selecting the “Reject” option.
    • The authorized user rejecting the AARF will describe the reasons for rejection in the supplied field. Notice of rejection will be sent back to the preceding authorized user, with reasons noted.
    • After corrections/adjustments are made at the appropriate level, the AARF reenters the authorization process.

Results

The AARF does not generate viewable concurrent results. Once a search is closed, a report of the collected data may be requested from Faculty Academic Services in the Office of the Provost.

Other Searches

For searches for ranks that only require decanal approval, please use the hard-copy Affirmative Action Report Form – 2011 Revision.