Faculty Search Process Steps in Accord with the Faculty Handbook: Academic and Inclusive Excellence in Hiring
Academic and inclusive excellence in curriculum, teaching, and hiring is the top strategic goal for academic affairs. Identifying potential faculty for recruitment should be ongoing and continuous (including years in which there are no searches in a department) and responsibility rests with each faculty member at the College, not just with search committees, chairs, and deans.
The 15 process steps below occur in accord with the Faculty Handbook and contain more detail about the recruitment and applicant review process and the role of the vice provost for internationalization and equity (VPIE) who collaborates with the participants in the search process to achieve academic and inclusive excellence in hiring.
- After a faculty search is approved by the provost, an outreach and recruitment plan is submitted by the department faculty and approved by the chair and the dean in consultation with the vice provost for internationalization & equity (VPIE).
These steps occur simultaneously and in coordination with each other.
- A search committee is ideally formed at the end of the academic year preceding the search and should include “individuals with different perspectives and expertise and with a demonstrated commitment to diversity” (FH sec. 6.1.2) The list of committee members is developed by the chair in consultation with the dean.
- The search committee develops the position description in consultation with the chair, dean, provost, and vice provost for internationalization & equity (VPIE). Past job descriptions can be used as a reference.
- Academic Affairs is provided with a list of the search committee members and the position description.
- The dean and department chair meet with the search committee to discuss the position description, establish a common understanding of components of the description and the goal of a diverse pool, and review/update the recruitment plan. (Academic Affairs representative attends for continuity).
- Position description is posted by Academic Affairs.
- Academic Affairs posts to various job boards initiating the passive recruitment phase of online ad placement.
- The search committee initiates the active phase of its recruitment plan.
- Search committee members attend an in-person Faculty Search Orientation session every two years and complete a refresher orientation online in alternate years. A Workday system review (how to access materials and advance candidates) may be presented during this session or individual trainings can be set up by appointment.
- Dean and vice provost for internationalization & equity (VPIE) review pool of applicants:
- Assess effectiveness of recruitment plan;
- Make adjustments to recruitment efforts if necessary.
- Search committee members and chair carry out active recruitment plan to expand applicant pool.
- Search committee screens applicants in the system:
- Search committee reviews applications and deliberates.
- Search committee chair moves selected candidates forward to “Recommend for Consideration” in the workflow.
- Search committee chair moves candidates to “Video/Phone Screening” in system workflow after committee makes decisions.
- Dean is notified by system and reviews candidates that were moved forward and consults with search committee chair, department chair, and the vice provost (VPIE).
- Search committee conducts screening interviews and reference checks candidates they plan to recommend.
- Search committee chair moves candidates to “Recommend for On-site Interview”.
- Department chair, dean and vice provost (VPIE) are notified by the system.
- Dean and vice provost (VPIE) discuss recommendations in context of the applicant pool.
- Search committee chair, department chair, and dean discuss recommendations and written reference summary (either in person or by phone or online).
- Dean is responsible for approving on-site interviews and for moving candidate(s) in the system workflow to “On-site Interview”.
- Internal candidates who were not selected for an on-site interview are informed by the search chair that the selected candidates will be coming to campus for on-site interviews.
- After on-site interviews, search committee makes recommendations to department based on a summary of candidates’ strengths and weaknesses and addressing faculty feedback.
- Department votes on acceptability and ranks candidates.
- The chair of the search committee forwards to the dean a written recommendation on the acceptability, rank ordering of the candidate(s), and suggested rank and/or tenure transfer if applicable, with a copy to the department chair. The department chair forwards his or her independent written recommendation on the acceptability and rank ordering of the candidate(s) to the dean, with a copy to the search committee. The search committee chair, the department chair and the dean (with the possible inclusion of the search committee) meet either online or in person to discuss the recommendations.
- Dean may consult with vice provost (VPIE) before moving recommended candidate(s) to "Offer" in Workday.
- Dean recommends a candidate for appointment to the provost along with submitting a draft of the offer letter for approval.
- Dean makes offer to recommended candidate and submits the final offer letter through Workday to be sent to candidate for digital signing.
- Search committee chair is required to contact finalists by phone or email (those who were video/phone-interviewed and those who were invited for campus visits) to notify them that a hire has been made and move all other applicants that were not considered in Workday.
- Academic Affairs closes the search when the candidate digitally signs the offer letter through Workday. All applicants not considered or reviewed are notified by the system.
*Please note that the Presidential Faculty Inclusive Excellence Program has a different process for proposing a search (departments submit proposals that are review collectively by the deans’ council, the provost and the vice provost (VPIE) who together make a recommendation to the president who authorizes the search). The search then follows the steps above with the addition of a meeting with the on-campus candidate with the vice provost (VPIE) who gives feedback to the chair of the search committee and to the dean. Endowed-chair searches and cluster hire searches also have a different process as indicated in the Faculty Handbook.