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1. Department chair submits a search request to the Dean for approval, with a cc to the department Administrative Manager, including the position title and rank and draft job description.

2. If the Dean approves the search request, the department chair submits a proposed search committee and search chair (include at least one T/TT faculty member from outside of the department)

3. Once the search committee is approved, the department chair appoints the search committee, and the department chair and/or search committee creates a job posting.

4. Search committee chair submits posting for approval by Senior Associate Dean. Include the following:

   1. Boilerplate language about the college, signature impact areas, and funding

      1. For an example of boilerplate language, go to: Box (access restricted) > COE HR - Faculty HR > All Departments Faculty Recruiting XX-XY > Job posting template and example

      2. Box folder access requests can be sent to COE-FacultyAffairs@austin.utexas.edu

   2. List of required and preferred qualifications for junior and senior level positions 

5. If the Senior Associate Dean approves, the department Administrative Manager submits the posting in Interfolio and assigns appropriate Interfolio roles to search committee members. See COE: Interfolio > Posting a position in Interfolio for instructions.

6. COE Faculty Affairs receives a notification requesting approval of the Interfolio posting and will forward a copy of the posting to the Senior Associate Dean for approval. If approved by the Senior Associate Dean, COE Faculty Affairs will approve the posting forward.

7. The Interfolio job posting routes to APS for final-approval.

8. Once approved by APS, Administrative Manager publishes the posting and makes it available to applicants. See COE: Interfolio > COE posting process.
   
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Department/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.

Steps:

1. Search committee chair seeks ongoing consultation with Senior Associate Dean regarding applicant pool and recruitment efforts.

2. Search committee narrows the pool of candidates for Zoom interviews, or equivalent.

   1. Search committee may wish to use a selection matrix. See COE: Evaluating Candidates in Faculty Searches > Selection Matrix.

   2. Training on evaluating applications in Interfolio is available at Interfolio: Evaluating Applications.

3. Search committee conducts video interviews with semifinalists.

   1. See COE: Evaluating Candidates in Faculty Searches > Interviewing.

4. Search committee narrows the semifinalist list to two or three potential on-campus interview candidates.

   1. If any of the finalists are non-U.S. citizens, the department should schedule a meeting for the candidate with Texas Global - International Student and Scholar Services during their on-campus visit. See more at COE: International Hiring.

5. Search committee chair writes On-Campus Interview Request Memo. Note that some items included in the On-Campus Interview Memo will also be used in the Appointment Process Summary for the PAR, the hiring documentation processed by the department Administrative Manager. Either:

   1. Download and use a copy of Template: COE On-Campus Interview Request Memo, OR

   2. Write a memo including all of the information listed on this page at On-Campus Interview Request Memo contents.

6. At least three business days prior to meeting, search committee chair sends the materials listed below in a single email to the Dean, with a cc to the Senior Associate Dean, the department Administrative Manager, Claire Bush, and COE-FacultyAffairs@austin.utexas.edu. The Office of the Dean EA will upload the materials to Box.

   1. Completed On-Campus Interview Request Memo

   2. CVs of all proposed finalist interviewees

   3. CVs of all semi-finalists

7. Search committee chair and department chair meet with the Dean and Senior Associate Dean for review. Dean reviews on-campus interview list for approval.

8. If approved by the Dean, candidate interviews are scheduled through the hiring department. On-campus schedules are created, including both an interview with the Dean, and a meeting with the Associate Deans. The Associate Deans will block time for this purpose.

9. Job talks are advertised by the department broadly across all COE departments.

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1. Evaluations are collected by the search committee from faculty and students: evaluation forms, written or verbal feedback to committee members, search chair, department chair; or any other evaluative information.

2. Search committee deliberates and makes a hiring recommendation.  Based on their review, they may recommend: (a) one candidate, (b) more than one candidate (rank-ordered), or (c) no candidate.

3. Search committee chair writes Hire Recommendation Summary Report and submits to the department chair. The report should include the following information:

4. Department chair reviews the Hire Recommendation Summary Report.

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.
      

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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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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.

   1. College-Wide hires: If the BC votes in favor of proceeding with the hire, department chairs work together to determine the distribution of the appointment (usually not 50/50). Search committee chairs meet with the Dean to provide a summary of assessment by the BC/ECs.

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 Tenured Faculty process if appropriate. Keep in mind that these processes can take a great deal of time and effort, and please plan accordingly.
   

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