REGULATION FOR THE APPOINTMENT OF THE ACADEMIC STAFF

Regulation under Article 45 of the Eastern Mediterranean University By-Law for Staffing and Employment of the Academic Staff

Eastern Mediterranean University Senate prepared the following regulation in accordance with Article 45 of the Eastern Mediterranean University By-law for Staffing and Employment of the Academic Staff.

PART 1

General Provisions

Short Title VYK 08.05.2014 13-14/15-6 EK 4	1.	“Regulation for the Appointment of the Academic Staff”.
Description	2.	Unless otherwise stated in these regulations: “Academic Unit” refers to the department in faculties and schools with departments and the faculty or the school in those where no departments exist. “Academic Staff” describes academic personnel employed within the university or those who possess the academic titles after the Assistant Professorship. “Department” refers to one of the departments of Eastern Mediterranean University, “Department Chair” refers to the highest level administrator of the department, “Dean” refers to the highest level administrator of the Faculty. In faculties without departments, it refers to the staff member who carries out the duties of the department chair. “Faculty” describes one of the faculties of Eastern Mediterranean University, “Director” refers to the highest level administrator in schools. In schools without departments, it refers to the person who carries out the duties of the department chair. “Rector” refers to the rector of Eastern Mediterranean University, “University” refers to Eastern Mediterranean University, “School” refers to one of the schools of Eastern Mediterranean University, “Board of Trustees” refers to the highest decision making organ of the Board and the University,
Aim	3.	The aim of these regulations is to regulate the principles for the recruitment and appointment procedures of the full-time contractual academic staff who will be appointed to the University for the first time.
Scope	4.	These regulations cover the academic staff candidates who will be undertaking duties in the academic units of Eastern Mediterranean University after having applied for the vacancy post.
PART II Recruitment Process
Needs Analysis Report	5.	(1)	The academic unit wishing to recruit new academic staff prepares a separate Needs Analysis Report containing the information and data specified below for each single area of need.
			a) The number of students in the academic unit, estimated student number taking the courses offered in the field of vacancy, and the names of the programs taking these courses,
			b) Likelihood of the increase or decrease in the student numbers taking courses in the field of vacancy,
			c) Detailed chart illustrating the number of the existing academic staff carrying out academic duties such as courses, thesis or internship in the field of need and their detailed annual workload,
			d) A list of courses planned to be offered within the academic unit, as well as information on prospective number of students, number of groups and estimated number of groups without instructors for each single course,
			e) Total amount of courseload which cannot be covered with the existing academic staff within the academic unit.
		(2)	The Needs Analysis Report prepared by the relevant department requires the approval of the Department Board. In faculties without departments, the Faculty Board’s approval is sought.
		(3)	The chair of the academic unit takes the Needs Analysis Report to the relevant Dean’s or Director’s Office for approval.
Evaluation of the Dean’s or Director’s Office	6.	(1)	If deemed necessary, the Dean or Director discusses the Needs Analysis Report within the faculty or the school or consults the Rector’s Office with the purpose of evaluating the demand.
		(2)	If the dean or director believes that there is a need for the staff recruitment, s/he submits the report/s to the Rector’s Office in writing.
Evaluation of the Rector’s Office	7.	(1)	After having analysed the Needs Analysis Report/s, if deemed necessary, the Rector holds an evaluation meeting about the vacancy post in question with the presence of the Vice Rector for Academic Affairs, Dean or Director and the Chair of the relevant Academic Unit.
		(2)	The Rector’s Office takes a decision regarding the opening of the vacancy and submits a proposal to the Board of Trustees regarding the vacancy/ies that has/have been found suitable.
			Vacancy opening/s that have been found suitable are recommended to the Board of Trustees with a consideration of the budgetary and academic staffing possibilities/limitations.
Approval of the Board of Trustees	8.	Vacancy post/s to be opened by the Rector’s Office is/are evaluated and finalised by the Board of Trustees.
Vacancy Announcement	9.	(1)	Approved vacancy posts are announced with their details via the official webpage of the University.
		(2)	Job vacancies are posted as a whole via the local press organs at least once.
		(3)	If demanded by the deans or directors, subject to the budgetary limitations, the vacancy/vacancies may be announced via the internet sites or other international media organs popular amongst the target audience.
Submission of Applications	10.	(1)	Candidates may submit their applications via the online application system available on the official webpage of the University. In order to finalise their applications, candidates should indicate their basic identification information, educational details, detailed CV and the names of the referees.
		(2)	Chair of the relevant academic unit, relevant dean or director, the Rector, the Vice Rector for Academic Affairs and the Board of Trustees may view the submitted applications and the relevant details.
		(3)	Submission of applications and the period of application is until 12:00 p.m. (midnight) on the final day of the application date indicated on the Board of Trustees’ decision.
Application Evaluation Process	11.	(1)	Academic Unit chairs, Deans and Directors carry out their evaluation within the framework of the processes (including the formation of a committee within the academic units) formerly established by the Faculty/School/Department Boards and prepare a shortlist.
		(2)	Names of those who could not fulfill the educational requirements, whose area of study is inappropriate and who do not fulfill the University’s appointment and promotion criteria are not shortlisted. In the event of having insufficient number of applications, those who declare that their graduation will take place prior to the employment commencement date may be shortlisted, on the condition that their university states their confirmation of the candidate’s declaration.
		(3)	The relevant academic unit chair or the dean or the director and, if deemed necessary, the relevant committee members, hold an interview with the owners of the applications who appear on the shortlist about their CV and the field of application. The same interview may be held via the Internet if the owner of the application lives abroad. If deemed necessary, academic unit chairs may ask the candidates to deliver a seminar or a sample course.
		(4)	Ranking of the applicants following the evaluation takes place with a consideration of the points below.
			a)	The number and quality of publications in the field of the vacancy, published in indexes or lists specified in the minimum criteria for appointment and promotion appearing in the Academic Staff Title By-law,
			b)	Preferably having received education from universities with international reputation,
			c)	Preferably, possessing educational qualities and experience obtained from various universities and/or institutions,
			d)	Having a good command of the medium of instruction, both in writing and speaking, for prospective courses to be delivered,
			e)	Having received good reference from the individuals or officials indicated by the owner of the application or who have been consulted by the academic unit chair/s,
			f)	Interview results.
		(5)	For each application, the relevant academic unit chair enters the evaluation result and relevant justifications into the evaluation page appearing on the electronic evaluation system in the University’s Portal. In addition to this, the chair submits a report containing the same information to the relevant dean or director.
Appointment Approval Process	12.	(1)	After having carried out her/his own evaluation, the relevant dean or director submits the lists of applicants who have been found suitable for appointment as well as his/her justifications to the Rector’s Office.
		(2)	If deemed necessary, the Rector evaluates the recommended lists of applicants for each field of vacancy with the Vice Rector for Academic Affairs, relevant dean or director and academic unit chair and submits the lists of candidates who have been found suitable for appointment to the Board of Trustees.
		(3)	The Board of Trustees carries out their evaluation with a specific focus on the list’s suitability with the relevant regulations and approves the appointment of the candidates who have been found suitable.
		(4)	Candidates whose appointment has been approved by the Board of Trustees are informed in writing by the Rector’s Office.
		(5)	The Rector’s Office informs the University Executive Board about the academic staff whose appointment has been approved.
The Right to Appeal	13.	Appeals may be submitted to the Rector’s Office within 15 days following the announcement of the job opening results..
FINAL PROVISIONS
Executive Power	14.	This regulation is executed by the Eastern Mediterranean University Rectorate.
Coming into Force	15.	This Regulation shall enter into force from the date of its approval by the Board of Trustees.