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Phase 2:  After position is posted

Search Committee Chairs should ensure that all candidates within each search are treated the same. For example, if interviews are conducted virtually, all interviews in that round should be conducted virtually, or if delays arise in the interview schedule, all interviews should be postponed to fall within the same timeframe. Per HR guidance, virtual interviews should not be recorded, unless all candidates are asked in advance of the interview and each is given the option to opt out of recording.

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4. Department chair and center direct review the search committee chair’s report and discuss.

5. Search committee members should perform reference checks of each finalist, asking the same questions to each reference about each candidate.

   1. See HR: Check References for guidance.

   2. For example reference check questions, see COE: Evaluating Candidates in Faculty Searches > Reference checks.

Phase 4: Before BC/EC meets

1. The department chair receives Hire Recommendation Summary Report from the search committee chair.

2. Department chair emails Hire Recommendation Summary Report to the Dean and Senior Associate Dean. 

3. Optional: Department chair schedules a meeting with the Dean. The Hiring Recommendation Summary Report must be sent at least three business days in advance of meeting.

4. The Dean approves moving recommendation forward for BC/EC discussion and vote.

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Phase 5: BC/EC meeting and following

1. Department chair submits Hiring Recommendation Summary Report from the search committee to the BC/EC and convenes the group for discussion and anonymous vote on the finalists

2. After the BC/EC vote, department chair submits Hiring Recommendation Summary Report to the Dean and Senior Associate Dean, and a cover letter that captures the following:

   1. EC/BC discussion

   2. EC/BC vote

   3. their own evaluation of the candidates

   4. any other information pertinent to the Dean

3. If the Dean approves, department chair (or in the case of a College-Wide hire, the chair of the department with the greater share of affiliation) and Senior Associate Dean discuss salary and start-up package. It is strongly encouraged to capture agreed-upon offer items in email rather than just verbally, and cc or forward these to the department Administrative Manager for reference during the draft offer letter writing process in collaboration with COE Faculty Affairs, including all helpful details and specifics.

   1. Special circumstances:

      1. If proposed hire is at tenured Associate or full Professor level, Senior Associate Dean submits candidate's CV and a Preliminary Request to the Provost’s office for approval before offer is made. See COE: Hiring Tenured Faculty > tab "Tenure pre-review."

      2. If proposed hire is not a U.S. citizen, department should consult with Texas Global - International Student and Scholar Services before offer is made, and cc COE-FacultyAffairs@austin.utexas.edu.

4. Once approved by the Dean to proceed with the hire, the department chair should begin working with the department Administrative Manager and COE Faculty Affairs on the hiring process, including PAR, Offer Letter, and Hiring Research Faculty process if appropriate. Keep in mind that these processes can take a great deal of time and effort, and please plan accordingly.

After the conclusion of the search

Disposition the Interfolio position

Immediately after the conclusion of a faculty search, be sure to ask the department Administrative Manager to close the Interfolio position (archive) and indicate an outcome. For searches that did not result in selection of a candidate, add a note about why no selection was made (e.g., cancelled due to lack of funding, position no longer needed, lack of qualified applicants, etc.). See Interfolio: Close a Position and Select Applicant(s).

Communicate with applicants

After closing the position in Interfolio, the Search Committee Chair should communicate to all applicants that the position has closed. 

This can be done in Interfolio - see instructions at Interfolio: Email Applicants. To email all applicants not selected for interview, check the "Applicants" box at the top of the table, and then deselect the names of those interviewed. The email message to applicants not interviewed might be something like: 

“Thank you very much for submitting an application for the Assistant/Associate Professor position in Department Name at The University of Texas at Austin. We regret to notify you that your application has not advanced to the interview stage. We appreciate your time and interest, and wish you the best in your job search endeavors.”

For applicants interviewed but not selected for hire, the Search Committee Chair should send a more personalized email.