AA Unit Coordinators

Colleges Unit Coordinator Campus Extension
Arts & Sciences Cassondra Breedlove Ext. 3-5030
J. Mack Robinson College of Business Dana Carter Ext. 3-7008
Education Glenda Haliburton Ext. 3-8122
Byrdine F. Lewis School of Nursing and Health Professions Felita Milon Ext. 3-1101
Law Angie Lymon Ext. 3-9065
Library Janaia Moore Ext. 3-2700
Andrew Young School of Policy Studies Donna Hader Ext. 3-0029
VP Academic Affairs/Provost Jowanna Tillman Ext. 3-2571

Unit Coordinator Responsibilities

Affirmative Action Unit Coordinators are appointed by each vice president and college dean and the University Librarian and the Assistant Vice President for Continuing Education and Public Service. Unit Coordinators serve at the pleasure of the individual administrators named above.

Affirmative Action Unit Coordinators are an important point of contact between the areas they represent and the Opportunity Development and Diversity Education Planning Office. These individuals help in the university’s efforts to ensure equal employment opportunity by providing an additional level of review of hiring decisions. Affirmative Action Unit Coordinators work with hiring officials in their respective areas to ensure that appropriate hiring procedures are followed. This includes the accurate and timely completion and submission of required paperwork. For Unit Coordinators in nonacademic areas, this applies to classified positions only. For Unit Coordinators in academic areas, this responsibility also includes the following: (1) full-time faculty positions and (2) full-time administrative positions with faculty rank. These positions are discussed below.

  • I. Classified Positions The Classified Employment Candidate Recommendation Form (formerly called The Affirmative Action Employment Checklist) is the form submitted to the Employment Office for their review and approval to hire classified employees. As a part of the approval process, the Opportunity Development and Diversity Education Planning Office also reviews this form. The role of the Affirmative Action Unit Coordinator is to identify and address potential problems before the checklist leaves his or her organizational unit. The Unit Coordinator should make sure the Classified Employment Candidate Recommendation Form is completely and accurately filled out and be alert to the following “red flags.”
  • Did the hiring unit include the criteria used to decide whom to interview? This is criteria beyond those posted as minimum hiring standards.
  • Were any interviews conducted before the posted dates of advertisement? This is an unacceptable practice that can give the appearance of pre-selection.
  • Did the hiring unit interview at least three applicants? It is permissible to interview fewer than three (3) applicants only if less than three (3) applicants applied and the position was posted for at least ten (10) working days.
  • Were any female or minority applicants interviewed? If not, the hiring official will be asked to provide an explanation.
  • Is the computer-generated applicant list included? Is it signed by the hiring official?
  • Does the recommended applicant meet the minimum requirements posted in Georgia State University’s Job Opportunity Bulletin?
  • If a current Georgia State University employee is the recommended applicant, verify that the salary is appropriate, based on promotion, lateral transfer, demotion, etc.
  • Is the recommended salary within the posted range? Any salary offered must be within this range.
  • If the recommended salary is above the minimum posted rate, is the required letter of justification from the hiring official included with the checklist?
  • If multiple positions with the same title are filled, are the recommended salaries the same? If not, the hiring official must provide a written explanation and submit it with the checklist. This only applies to multiple positions filled by a minority and a non-minority or a male and a female.
  • Is the Classified Employment Candidate Recommendation Form signed and dated by the Unit Coordinator (or his or her designated alternate) and the appropriate hiring official?

Additional “red flags” exist for classified positions at the level of assistant director and above. These are:

  • Is the University System of Georgia Position Vacancy Announcement (PVA) submitted to the Opportunity Development and Diversity Education Planning Office in a timely manner? This should be done upon administrative approval to fill the position, but no less than three weeks before the deadline date.
  • Does the PVA include an application deadline and a position starting date? The Applicant Clearinghouse will not accept the PVA without this information.
  • Is the application deadline date on the PVA consistent with the date used by the Employment Office?
  • Once the position is filled, did the department complete Part B of the PVA and submit the appropriate copies to the Opportunity Development and Diversity Education Planning Office?
  • II. Faculty Positions- Affirmative Action Unit Coordinators working in academic areas are the persons responsible for coordinating faculty hiring within each college, school and the library. These individuals work with hiring departments to ensure that affirmative action procedures are followed and record-keeping requirements met. The latter serve to document a department’s “good faith efforts” to recruit and hire qualified women and minorities.
  • The four forms for providing this kind of documentation are: (1) University System of Georgia Position Vacancy Announcement (PVA), (2) Affirmative Action Checklist and Approval of Pool, (3) For the Record, and (4) The Affirmative Action Recruitment and Selection Report for Full-Time Faculty. These forms are submitted in the order listed, at separate points in the search process. Affirmative Action Unit Coordinators help move this information between departments and the Opportunity Development and Diversity Education Planning Office. They should be alert to the following “red flags.”
  • Is the PVA submitted to the Opportunity Development and Diversity Education Planning Office in a timely manner? This should be done upon administrative approval to fill a faculty position, but no less than three weeks before the deadline date.
  • Does the PVA include an application deadline and a position starting date? The Applicant Clearinghouse will not accept the PVA without this information.
  • Did the department send a Confidential Applicant Flow Information Form (CAFIF) to all applicants for the vacant position? This must be done to get information about the composition of the applicant pool.
  • Did the department complete the bottom part of the CAFIF designated as, “For Department Use Only?” This must be done so the Opportunity Development and Diversity Education Planning Office can tally data from returned CAFIFs.
  • Before submitting the Affirmative Action Checklist and Approval of Pool, did the department contact the Opportunity Development and Diversity Education Planning Office for data from the returned CAFIFs?
  • If multiple positions with the same rank and title are filled, are the recommended salaries the same? If not, the hiring official should provide a written explanation to submit with the For the Record. This only applies to multiple positions filled by a minority and a non-minority or a male and a female.
  • Once the position is filled, did the department complete Part B of the PVA and submit the appropriate copies to the Opportunity Development and Diversity Education Planning Office?

Any of the “red flags” discussed in this document can delay the hiring process. Addressing these issues before the fact, rather than after, potentially avoids these kinds of delays and encourages consistent treatment of applicants. Thus, Unit Coordinators must be mindful of likely problem areas.

Affirmative Action Unit Coordinators serve as a direct communication link between the areas they represent and the Opportunity Development and Diversity Education Planning Office. Their individual and collective efforts, combined with those of other members of the university community, are an important part of the affirmative action program. These efforts reflect Georgia State University’s continuing commitment to furthering the goals of nondiscrimination and equal employment opportunity.