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 & equity (VPIE) who collaborates with the participants in the search process to achieve academic and inclusive excellence in hiring.

Step 1

  • A faculty search is approved by the Provost. A search committee is elected by the process outlined in the Faculty Handbook (section 6.1.2) 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.”

Step 2

These steps occur simultaneously and in coordination with each other.

  • The search committee develops the position description in consultation with the Chair, Dean, Provost, and VPIE. Past job descriptions can be used as a reference.
  • The Department Chair provides a list of the search committee members and the position description to Academic Affairs and their respective Dean.
  • 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.) This meeting may happen before or after the position is posted.
  • The search committee submits an outreach and recruitment plan to be approved by the Chair and the Dean in consultation with the VPIE.

Step 3

  • Academic Affairs posts to various job boards, thereby initiating the passive recruitment phase of online ad placement.
  • The search committee initiates the active phase of its recruitment plan.

Step 4

  • Search committee members are required to attend a Faculty Search Orientation session every two 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.
  • Academic Affairs adds the search committee members to the search in the Workday system once the training has been completed.

Step 5

  • Dean and VPIE review pool of applicants:
    • they assess the effectiveness of recruitment plan, and
    • make adjustments to recruitment efforts if necessary.

Step 6

  • Search committee members and Chair carry out active recruitment plan to expand applicant pool if needed.

Step 7

Remote interviews

  • Search committee reviews applications and decides whom they would like to recommend for consideration.
  • Search committee chair moves selected candidates forward to “Recommend for Consideration” in the workflow.
  • The committee decides upon who they would like to move forward for initial screenings.
  • 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 VPIE.

Step 8

On-site Interviews

  • Search committee conducts reference checks for on-site interviewees after notifying candidates that their references may be contacted. This step is completed prior to submitting the final on-campus interview recommendations to the Dean. The search committee member tasked with contacting references works with a consistent list of questions and takes detailed notes.
  • Search committee chair moves candidates to “Recommend for On-site Interview” once the committee has decided on recommendations for finalists. 
  • Department Chair, Dean, and VPIE are notified by the system.
  • Dean and VPIE discuss recommendations in context of the applicant pool.
  • 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 they will not be advancing to the next step.

Step 9

  • After on-site interviews, search committee makes recommendations to department based on a summary of candidates’ strengths and weaknesses and addressing faculty feedback

Step 10

  • Department votes on moving each individual candidate to be considered for hire, and then ranks the candidates who were moved forward. 

Step 11

  • 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 their 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.

Step 12

  • Dean may consult with the VPIE before moving recommended candidate(s) to "Offer" in Workday.
  • Dean recommends a candidate for appointment to the Provost; after written or verbal approval, the Dean verbally offers the position to the candidate. 
  • Dean forms an outline of the offer letter based on conversations with the candidate.

Step 13

  • After further discussion with the Provost, the Dean submits the final offer letter through Workday to be sent to candidate for digital signing.

Step 14

  • 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.

Step 15

  • 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 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 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.