Step 1: Hiring Plans and Diversity Training
Hiring Plans
The Dean will provide each Department Chair with a written hiring plan and approval to recruit prior to the start of the fiscal year. Departments cannot begin recruitment until they have received their approved hiring plan.
Diversity Training
Once hiring plans have been received, Department Chairs and hiring committee members will complete diversity training offered by the Provost's Office in conjunction with the Division of Diversity and Community Engagement. Registration for the workshop is usually sent mid-summer via email by the Division of Diversity and Community Engagement. For more information about the faculty search committee workshops, please click here.
Step 2: Posting Recruitment Ads
Posting to Interfolio
Department administrative staff will use Interfolio to post all hiring ads. The Associate Dean for Faculty Affairs must approve your ad before it can be posted. If you do not have access to your department's Interfolio profile, please contact Corolyn Holub.
All positions created in Interfolio are automatically posted to the University's Faculty Recruitment website, the Chronicle of Higher Education, and the Diverse Issues in Higher Education job boards.
Diversity Statement
All ads must include the College's diversity statement: The College is committed to building a diverse faculty. We are interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching, research, and service.
Step 3: Interviews and Department Visits
TENURE-track CANDIDATEs
Pre-Approval for Interviews
Department Chairs must send the Associate Dean for Faculty Affairs the following information before inviting selected tenure-track candidates for an interview:
- Interfolio EEO Report
- List of applicants selected for interviews (include gender and ethnicity for each applicant)
Only after the Associate Dean for Faculty Affairs approves the list of candidates can the department invite them for an interview. If the department would like to conduct a second round of interviews after the first round is completed to narrow down their approved list, they can do so without additional pre-approval from the College.
Tenured candidates
Pre-approval to interview from the College is not required for tenured faculty candidates.
Step 4: Pre-Approval for Tenure
TENURE-TRACK CANDIDATES
For tenure-track candidates, skip to step 6.
TENURED CANDIDATES
Pre-Approval for Tenure
Department Chairs must send the Associate Dean for Faculty Affairs the following information for tenured candidates after the initial interview but before the department is putting together the PAR:
- Candidate's CV
- Interfolio's EEO Report (if the recruitment was managed in Interfolio)
- Tenure and tenure-track faculty demographic report
- A brief description on how the candidate was identified and the rationale for selecting this finalist above others. Please explain the active steps taken to recruit a diverse pool of the most talented and accomplished candidates in the field.
- A brief summary of the candidate’s research accomplishments
- If applicable, request for fast-track approval in the rare case where the candidate’s record is unusually outstanding (e.g. Nobel Prize/Pulitzer Prize, prestigious national academy member).
The Associate Dean for Faculty Affairs will seek tenure pre-approval from the Provost's Office. Only after tenure has been pre-approved can the department move forward with the recruitment.
More information about tenure pre-approval can be found on the Provost's website.
Step 5: Ad Hoc Tenure Assessment
Tenure Assessment
Faculty candidates for Associate Professor with tenure or Professor with tenure must go through the College’s Ad Hoc Tenure Assessment at the time that the department or school is putting together the candidate’s PAR. Materials required for the review can be found on the Ad Hoc Tenure Assessment Checklist.
For this review, the CNS Office of Faculty Affairs will send the Department Chair a UT Box link to upload all materials listed on the checklist. Once reviewed by the College, tenure assessments and PARs are submitted together to the Provost’s Office for final review and approval.
For more information about the review, please contact Corolyn Holub.
Step 6: PARs, Job Requisitions and Offer Letters
Draft Offer Letters
Once departments have identified their top candidate, departmental administrative staff will provide the hiring details to the Associate Dean for Faculty Affairs using either of the following request forms:
CNS Faculty Affairs will draft the offer letter, working with the department to ensure that all funding sources have been identified and approved.
Job Requisitions
Job requisitions are required for all new faculty hires, and must be submitted and approved prior to creating the PAR. For tenure-track or tenured faculty members, job requisitions should be created in the Department Chair's PM supervisory organization. More information on how to create a job requisition for faculty can be found here.
Prior Approval Request (PAR)
Departmental administrative staff will create and submit the Prior Approval Request (PAR) in accordance with the approved draft offer letter. Note, tenured candidates will need to go through the college-level tenure review along with submitting a PAR (see "Ad Hoc Tenure Assessment" above). Please send completed PARs directly to Corolyn Holub. Official offer letters can only be sent to candidates once the PAR has been final approved by either the College (for tenure-track candidates) or the Provost's Office (for tenured candidates).
Official Offer Letters
CNS Faculty Affairs will issue the official offer letter to the department once the PAR has been final approved. Accepted and signed offer letters should be sent directly to EVPP Academic Personnel Services for processing, with an electornic copy of sent to Corolyn Holub for filing.
Timeline
Suggested Recruitment Timeline for Tenure-Track Candidates
Summer before recruitment year
Hiring plans are sent to Department Chairs.
August
Draft ads are sent to CNS Faculty Affairs for approval.
September
Ads are posted on Interfolio. Hiring committee completes diversity workshop and training.
November
Preliminary list of candidates to be interviewed is sent to the Associate Dean for Faculty Affairs for pre-approval.
December - February
Interviews are conducted.
March
Second visits are conducted for top candidates if needed. Faculty vote is conducted. PAR(s) are submitted to CNS Faculty Affairs.
April
Offers are made.
May 1st
Deadline for requesting childcare slots for upcoming FY.
Helpful Links and Forms
Checklists
- PAR Checklist for Tenure-Track Faculty
- PAR Checklist for Tenured Faculty
- Ad Hoc Tenure Assessment Checklist
PAR Forms
- PAR Handbook
- Appointment Process Summary
- Interfolio's EEO Report
- Attachment A Primary Language Determination
- Attachment B Descriptions of Levels of English Proficiency
- Attachment C Assesment of English Proficiency
- Attachment D Appointment Status Recommendation
- Posting Waiver
- Recommendation for TT/TN Form (BC Vote)
- How to Export a PAR Cover Sheet to PDF from Mainframe
- Hiring Faculty with Tenure
- Tenure and Tenure-Track Faculty Demographic Report
Offer Letter Request Forms
Faculty Onboarding
- Faculty Early Start Guidance
- How to Convert an Employee from Contingent Worker
- How to Increase SWHs for Early Start Faculty
- Background Check Administration System (BCA)
- How to Request a Background Check
- Attachment A for 2-9991-PM - Information for New Tenured and Tenure-Track Faculty Members
- Handbook of Operating Procedures 2-2010, Academic Titles and Tenure
- Handbook of Operating Procedures 2-2160, Recommendations Regarding Faculty Compensation, Faculty Promotion, Tenure, Renewal of Appointment, or Non renewal of Appointment
Questions or concerns: Contact Corolyn Holub