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Search and Appointment of Academic Administrators (Policy 4500)

University Policy 4500

Download a Printable Version of Policy 4500

Effective Date

July 1982

Last Revision Date

June 2, 2026

Scope and Audience

Academic administrators (as defined in 3.1). The University President, the Provost and Vice President for Academic Affairs, and directors of centers or institutes are not included in the scope.

Additional Authority

  • Idaho State Board of Education Policy II.A, II.B; II.G; II.P
  • University Policy 1060 (Non-discrimination and Anti-harassment)
  • University Policy 1070 (Equal Opportunity Statement, Veterans’ Preference, and Affirmative Action)
  • University Policy 1110 (Conflict of Interest and Commitment)
  • University Policy 4000 (Faculty Code of Rights, Responsibilities, and Conduct)
  • University Policy 4430 (Faculty Salary Determination)
  • University Policy 4530 (Evaluation and Performance Management of Academic Administrators)
  • University Policy 7000 (Position Definitions)
  • University Policy 7005 (Background Verifications)
  • University Policy 7020 (Drug and Alcohol-Free Workplace)
  • University Policy 7025 (Rehire Eligibility)
  • University Policy 7050 (Nepotism Policy)
  • University Policy 7270 (Rank for Administrative Personnel And Associated Responsibilities)
  • University Policy 7520 (Drug and Alcohol Screening)
  • University Policy 7570 (Accommodating Disabilities in the Work Environment)

1. Policy Purpose

This policy establishes the principles, responsibilities, and procedures for the search, selection, and appointment of unit- and school/college/university-level administrators to ensure their legitimacy, effectiveness, and alignment with shared governance values.

2. Policy Statement

Boise State University is committed to recruiting and appointing academic leaders who reflect the institution’s values of shared governance, professional excellence, and decision-making. Effective leadership is essential to advancing the University’s mission and strategic goals. This policy provides a framework to ensure that appointments of unit- and school/college/university-level administrators are conducted transparently, with meaningful stakeholder participation, and in alignment with equitable and ethical hiring practices.

Academic leaders play a crucial role in promoting academic excellence, managing resources effectively, and cultivating an inclusive and supportive environment for faculty, staff, and students. The procedures outlined in this policy are designed to position leaders for success and build confidence among stakeholders while adhering to university policies and best practices.

The selection of college/university-level leaders shall be conducted in accordance with the American Association of University Professors (AAUP) Statement on Government of Colleges and Universities, in particular, the statement on Faculty Participation in the Selection, Evaluation, and Retention of Administrators:

The role of the faculty in selecting an administrator other than a president should reflect the extent of legitimate faculty interest in the position. In the case of an academic administrator whose function is mainly advisory to a president or whose responsibilities do not include academic policy, the faculty’s role in the search should be appropriate to its involvement with the office. Other academic administrators, such as the dean of a college or a person of equivalent responsibility, are by the nature of their duties more directly dependent upon faculty support. In such instances, the composition of the search committee should reflect the primacy of faculty interest, and the faculty component of the committee should be chosen by the faculty of the unit or by a representative body of the faculty.

For the purposes of this policy, the “Faculty” is defined in the Faculty Senate Constitution, Article II; Policy 7000 Section 5.2; and Policy 4000 Section 4.11. All full-time, benefit-eligible faculty are afforded responsibilities and opportunities in governance, regardless of faculty type, per Policy 4000 Section 5.2.d.

Given the Library’s university-wide academic mission and collaborative engagement with all academic units, the composition of a search committee for the Dean of the Library should reflect input from faculty across disciplines, library faculty/staff, and other stakeholders who work closely with the Library.

3. Definitions

3.1 Academic Administrator

For the purposes of this policy, regardless of title, “academic administrator” means

  • any person employed by Boise State University who holds a faculty contract for an administrator with faculty rank or
  • any person who otherwise serves as an administrator of an academic department, academic program, or other academic unit, regardless of whether the person maintains faculty rank or has contracted regular faculty responsibilities.

And who meets one or both of the following criteria:

  • Has either direct and significant responsibility for the determination of the duties, support, and/or compensation for faculty or
  • Has supervisory responsibilities over major academic support functions such as the library and research. 

The terms “Academic Administrator” and “administrator” are used interchangeably throughout.

3.2 Academic Unit Leader

The primary academic and administrative officer of an academic department, with titles such as “department head,” “department chair,” “divisional dean,” “faculty directors,” or other similar titles, the term academic unit leader will be used in this policy. A listing of current department chairs/department heads, as defined above, that fall under this policy will be maintained in the Office of the Provost and updated, at minimum, annually.

3.3 Appointing Authority

Establishes institutional standards for the recruitment and hiring of Academic Administrators and approves those appointments as required by University policy. Per Idaho State Board of Education Policy II.A and II.B.2, the President of the university delegates faculty hiring responsibilities to the Provost, who hereby delegates this authority to the deans for their respective academic unit. Nothing in this policy limits the President’s or Provost’s authority to approve or deny faculty appointments consistent with Idaho State Board of Education policy. Administrative appointments are made by the Provost in the cases of academic deans, assistant, associate, or vice provosts. Administrative appointments are made by the Dean of a college/school in the cases of associate/assistant deans and academic unit leaders.

For the purposes of this policy, the appointing authority provides oversight and input to the search committee composition, communication and timing.

3.4 College/School/University Academic Administrators

The primary academic and administrative officer of a college or school. These positions can include Associate Deans, Directors of Schools, Library Academic Administrators, or other college, school, or university administrators. 

3.5 Stakeholders

For the purposes of this policy, a stakeholder is an individual or group within or formally connected to the University whose professional responsibilities, reporting relationships, governance role, or regular collaboration would be directly affected by the appointment of an academic administrator. Stakeholders may include, as appropriate to the position, faculty, staff, students, supervisors, direct reports, academic administrative peers, and advisory or governance bodies.

4. Principles for Search and Selection

4.1 Shared Governance:

Decisions regarding hiring processes reflect our values concerning shared governance between faculty and professional administrators, professional excellence, rational decision-making, efficient and responsible management of resources, and using equitable and inclusive practices (see the Faculty Senate Constitution and the University Policy 4000, Faculty Code of Rights, Responsibilities, and Conduct). As such, except under extenuating circumstances, searches for new academic administrators should be conducted with broad and meaningful participation from faculty and staff. In addition to providing an appropriate voice for the university community in such decisions, participation leads to more informed decision-making and positions new academic administrators for success at Boise State University.

4.2 Confidence & Support of Stakeholders:

Academic leaders are more successful when all relevant stakeholders, that is, both those to whom they report and those who report to them, are in support of their appointment. Thus, a guiding principle for all searches and appointments for academic leaders is that such processes strive to have the confidence and support of all relevant stakeholders. Therefore, all of the procedures in this document should be applied with this principle in mind.

4.3 Confidentiality:

Administrative hiring, as in all hiring, is an employment action, and as such, hiring processes must be conducted with an appreciation for confidentiality and a recognition that all searches might not function uniformly. While it is preferred that external searches be publicly posted to give equal opportunity for any candidate interested in the position to apply and that searches be openly conducted with opportunities for meaningful engagement by the campus community, some degree of discretion needs to be available to those responsible for hiring academic administrators to retain flexibility under unique circumstances or avoid unnecessarily impacting a candidate’s current position. Tailoring a search to a particular situation may be required for the university to secure the best possible candidates.

4.4 Participation & Discretion:

For many searches, the values of meaningful participation and responsible discretion are closely aligned. However, it is natural that there may be instances when they are in conflict with each other. These procedures provide guidelines that are intended to help manage conflicts by setting forth procedures that provide for substantial, meaningful participation while making room for the responsible exercise of discretion.

4.5 Voting Rights:

In accordance with the AAUP’s “Inclusion in Governance of Faculty Members Holding Contingent Appointments,” benefit-eligible non-tenure-track and tenure-track faculty with administrative homes in the academic unit who directly report to the academic unit leader are eligible to vote in the selection process.

Faculty who have joint appointments are eligible to vote in the unit that is defined as their administrative home, per University Policy 4570. Faculty on reassigned time engaged in administrative duties are eligible to vote within their home department. Faculty members on an approved leave retain voting rights.

Faculty who are temporarily assigned to a department, who will not be reappointed, have been given terminal notice or have resigned are ineligible to vote. Voting rights of any faculty member are suspended for any semester in which the individual holds a full-time administrative or other full-time non-faculty position in the university. Visiting Professors or Interim or Acting Chairs from outside the department may not vote in a department/unit leader nomination election.

5. Responsibilities and Procedures for Appointing Academic Unit Leaders

Academic unit leaders will be appointed by the dean after following the process below to identify the best available leader for the academic unit. Regardless of the type of search authorized, the selection of the academic unit leader will be accomplished through the joint action of the academic unit members and the dean. The vote of the academic unit members is considered a recommendation to the dean, who makes the final decision.  Appointment and continuation of service as an academic unit leader is determined by the dean, consistent with Idaho State Board Policy II.B.2. (per Idaho State Board Policy II.B.2 and Boise State University Policy 4530). The President has authority and responsibility, directly or through designees, for appointment, review, and dismissal of all administrative officers, per Idaho State Board of Education Policy, Section II.B. Such authority will generally be delegated to the immediate supervisor of Academic Administrators.

Units such as the University Library that are structured as academic support units with professional staff and faculty outside traditional departmental organization are not subject to the unit-level nomination and vote process described in Section 5. Appointments in such units should follow the procedures described in Section 6.

5.1 Type of Search

Deans, at their discretion and in consultation with the academic unit faculty and staff (where applicable), may determine whether:

  • solicit nominations for a department/unit leader from a department/unit’s members, consistent with college and department/unit policies and/or
  • conduct an external search for a department/unit leader. Internal candidates are eligible and encouraged to apply.

The Appointing Authority shall communicate in writing to the members of the academic unit the rationale for this decision.

5.2 Adherence to Policies

The appointing authority and the academic unit members will conduct the search in accordance with this policy, Boise State hiring procedures, and the policies and procedures of the department and college/school.

5.3 Required Elements of Academic Unit Policies and Procedures

Academic unit policies and procedures must include the following:

A. Terms of appointment for academic unit leader. Unit policy should define the appointment length for the academic unit leader.

B. Academic Unit Voting Procedures:

a. Provisions for confidential vote: Academic unit procedures shall include provisions for voting by secret ballot. The individual administering the voting process cannot be either a candidate or a voter.

b. Definition of ‘majority’: Academic unit policies shall include a definition for what constitutes a majority in the balloting process.

c. Voting Mechanism: The mechanism should allow for the following:

i. Each voter indicates whether each candidate is a) acceptable, or b) unacceptable to serve as a leader.  In addition, each voter will provide strengths and weaknesses of the candidates.

d. Results of the ballot: The results of the ballot will be reported to the dean. It must be in a form that includes the number of people voting and strengths and weaknesses of each candidate. These results provide advisory input to the dean and, ultimately, the Provost. The dean must choose from the candidates who are deemed acceptable by a majority of the voters.

Idaho Code § 74-106(1) specifies that details related to faculty votes and consultations constitute confidential personnel records. Consequently, in accordance with Idaho Code 74-106(1) and other applicable laws and regulations, detailed voting data will not be shared outside of the search committee.

5.4 Final Appointment

The dean is responsible for making the final appointment; if the dean chooses to make an appointment that runs counter to the recommendation of the academic units, a justification for that decision will be provided to the members of the academic unit, consistent with applicable law and confidentiality requirements.

If the dean does not support any of the individuals recommended by the academic unit, the dean shall meet with the academic unit members to discuss its recommendation. After this meeting, the academic unit members shall reconsider and forward its reconsidered recommendation to the dean.

If the disagreement persists, it is the responsibility of the Provost to work with the dean and the academic unit to obtain a mutually acceptable solution. If the Provost disagrees with the recommendation of both the academic unit members and the dean, the provost reserves the right to appoint an interim leader following the process outlined in Section 7 until such time as a formal search can begin.

6. Responsibilities and Procedures for Appointment of College /School/University Academic Administrators

6.1 General Guidelines for Selection Committee Formation

The appointing authority shall select search committee members and the committee chair(s). The Appointing Authority cannot serve on the search committee. The search committee and chair selection should be based on consideration of expertise, willingness to invest time in the search, diverse disciplinary representation, and diversity in rank and position. The composition of the search committee should be communicated to the campus community.

6.1.1 Membership

Such a committee should include, to the extent possible:

  • Faculty members
    • Faculty members should be well represented on the search committee and shall represent as diverse a cross-section of disciplines, ranks, and appointments within the college or school as practicable.
    • In searches for academic deans and assistant/vice provosts, it is recommended that at least one faculty member be a sitting member of the Faculty Senate (not necessarily from the unit in question), selected by mutual agreement of the Faculty Senate President and Appointing Authority.
  • Other constituencies (e.g., other administrative faculty, professional/classified staff, students, advisory board members) should be represented if they have expertise or experience closely related to the position, and/or if their academic and/or professional activities or reporting structures would be affected by or involve collaboration with the position being hired.

6.1.2 Conflicts of Interest

  • Conflicts of interest exist if there is a past or current relationship that compromises, or could have the appearance of compromising, a faculty member’s judgment with regard to the candidate.
  • All potential conflicts of interest, given the candidate pool, should be discussed with the search committee members and addressed appropriately. A decision needs to be made regarding how to manage a conflict, including or up to a recusal and/or replacement of a committee member, and the decision needs to be documented. See University Policy 7050, Nepotism, and University Policy 1110, Conflict of Interest and Commitment.
  • An individual cannot serve on the search committee if the individual is also an applicant for the position vacancy. If a prospective search committee member has any interest in applying for the position, the search committee member must withdraw from the committee prior to the search committee being convened.

6.1.3 Role of the Search Committee

The search committee is responsible for conducting a national or exclusively internal search, as determined by the provost and aligned with university hiring practices. This process typically includes:

  • Reviewing applications.
  • Developing a rubric to assess candidates’ qualifications.
  • Conducting preliminary interviews.
  • Creating a shortlist of candidates.
  • Soliciting feedback from the unit’s faculty and other relevant stakeholders.

6.2 Appointment of School/College/University Administrators

  1. The search committee will forward its recommended candidates and supporting evaluative materials to the Appointing Authority in accordance with instructions provided by the Appointing Authority.
  2. The Appointing Authority will consult with the President of the University and other relevant stakeholders before making a final decision.
  3. In the rare instances that a search committee is not appointed to assist in selecting a candidate for the position, the Appointing Authority must consult with Human Resources to review the circumstances and ensure compliance with University policy and applicable hiring policies/standards and seek approval from the Provost and the CHRO. The Appointing Authority shall communicate in writing to the members of the academic unit the rationale for this decision.

7. Procedures for Selecting and Appointing Interim and Acting Administrators

7.1 Interim Administrators

7.1.1 Academic Unit Leaders:

Deans may appoint interim academic unit leaders when the need arises. When appointing an interim academic unit leader, preference is given to members of the department/unit they will serve. With the approval of the Provost, the Dean may then consider appointing a faculty member from another department/unit to serve as the interim leader. The Dean will consult with the department/unit members about an appointment from outside of the department/unit.

7.1.2 School/College/University Academic Administrators:

If an administrative position becomes vacant, it is recommended that the appointing authority conduct an internal search for an interim replacement in a manner similar to the search process described in this policy. The interim leader should serve until a regularly appointed leader takes office, recommended not to exceed two years without consultation with the department/unit, the interim appointee, and the Provost.

7.1.3

In extenuating circumstances, including but not limited to emergencies, unexpected vacancies, medical leave, or other time-sensitive situations that would materially disrupt the functioning of the department/unit, the Dean, with approval of the Provost and in consultation with OGC, HR, and the Faculty Senate President may make an interim appointment without following the standard consultation or internal search process, provided that the rationale for the appointment is documented and communicated to the department/unit as soon as practicable.

7.2 Acting Administrators (Any Level)

An acting appointment occurs when an academic unit leader is on a temporary absence (illness, vacation, or leave) but is expected to return within a year. These acting appointments are often used when a timely leadership decision is needed. When possible, the appointing authority will consult with the administrator who will be absent to select and appoint an acting leader. The acting leader may be appointed internally or externally to the unit.

8. Faculty Status and Obligations During Period of Administrative Service

An individual who has an appointment to a tenure-line or non-tenure-line faculty position in a unit of the University at the time of appointment to an administrative position typically will continue to hold that faculty appointment in that home unit during the period of administrative service.

Each administrative appointment must include a written agreement that addresses the following, as applicable to the position:

  • The individual’s obligations to the home unit, as a faculty member, during the time they serve in an administrative role while also maintaining the faculty appointment. During a period of administrative service, a faculty member maintains at least the rank (e.g., Associate Professor or Professor) attained at the time of beginning administrative service.
  • Terms of compensation, including salary and stipend and impact upon end of administrative appointment
  • Workload allocations for each area of responsibility.
  • Any extensions to tenure or promotion timelines.
  • Length of appointment and terms for review and renewal.

8.1 For tenure-line faculty: 

Per Idaho State Board of Education Policy II.G.6.i., during administrative service tenured faculty continue to hold tenure in the home unit. In the rare event that a tenure-track faculty member (i.e., pre-tenure probationary status) is appointed to an administrative position, the individual’s probationary timeline may be extended with the approval of the appointing authority and the Provost.

8.2 For non-tenure-line faculty (Clinical, Lecturer, Teaching, and Research faculty):

In light of the variety of possible academic leadership roles units may have for non-tenure-line faculty, and the possibility of an individual’s existing faculty appointment term or employment contract period ending before an administrative service period ends, it is especially important that the individual’s faculty responsibilities to the home unit during a term of administrative service be clearly articulated in a written agreement, such as a MOU, at the time of the administrative appointment. This agreement should then be updated at the time of any subsequent faculty appointment or employment contract renewal.

9.  Related Information

University Policy 7060 (Employee Records)

University Policy 7530 (Employee Files)

University Policy 7610 (Paid Parental Leave)

University Policy 7230 (Family and Medical Leave)

University Policy 7630 (Recruitment and Hiring)

Revision History

July 1995; July 2003; April 2005; June 2, 2026