Versions Compared

Version Old Version 30 New Version 31
Changes made by

Karla Steffen

Karla Steffen

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

Cfm tabs page
indexInGroup3
tabsPageTitlePhase 2: Evaluating applicants
colorPalettesRecently used
color#091E42
fixedtrue
idqv01huaint
directionvertical
headerStyleFilled

Phase 2:  Evaluating candidates

Panel
bgColor#DEEBFF

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.

Responsible party

Step

Action

Search committee chair

1

Seek ongoing consultation with Senior Associate Dean, and with the ADRGS regarding applicant pool and recruitment efforts.

Search committee

2

Narrow the pool of candidates. See Interfolio: Evaluating Applications.

3 (Optional)

If more than three semifinalists are identified, the search committee may wish to conduct initial semifinalist interviews via Zoom or equivalent, before further narrowing the list to two or three potential on-campus interview candidates. See COE: Evaluating Candidates in Faculty Searches > Interviewing.

  • 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 COE: International Hiring.

    • Search committee chair

    4

    Write On-Campus Interview Memo including all of the information listed under On-Campus Interview Memo on this tab, and shares share with department chair, center director, and department Administrative Manager.

    On-Campus Interview Memo

    Include all of the following:

    Panel
    bgColor#DEEBFF

    • Search committee membership

    • Search committee meeting dates

    • Job posting/position description

    • Summary description of recruiting efforts

    • Search process description

    • Interfolio report of the pool demographic characteristics (see Interfolio Reports Access & Instructions)

    • Candidate evaluation criteria from position description and review process

    • Table of video interview candidates including:

      • Name

      • Basis for selection

      • Affiliation

      • Experience

      • Publications

      • Grants

      • Other search criteria

    • Interview questions

    • Full description of possible on-campus interview candidates that includes strengths and areas of continued growth

    Accommodations for candidates with disabilities

    The University of Texas at Austin is committed to providing reasonable accommodations to applicants for employment. Applicants who need a reasonable accommodation to participate in the application or interview process at the University should submit the Applicant Reasonable Accommodation Request Form at least five business days in advance of the date the requested accommodation is needed. A member of the Institutional Accessibility and Accommodation (IAA) team will then contact the applicant to discuss accommodation needs and next steps. Additional information is available at University Risk and Compliance Services: Job Applicants with Disabilities.

    Cfm tabs page
    indexInGroup4
    tabsPageTitlePhase 3: Interviewing finalists
    colorPalettesRecently used
    color#091E42
    fixedtrue
    idctq8mkipgvo
    directionvertical
    headerStyleFilled

    Phase 3: On-Campus interviews with finalists

    On-campus interviews are typically scheduled for one full day. The search committee chair, with support from the center administrative staff, schedules on-campus visits with finalists, including travel arrangements and vendor payments.

    For faculty searches made as part of the COE Research Faculty Initiative, the Dean’s Office provides funds towards recruiting expenses including finalist visits to campus. See COE Research Faculty Initiative > College of Education commitment. Contact COE-FacultyAffairs@austin.utexas.edu with questions.

    For guidance on interviewing, see COE: Evaluating Candidates in Faculty Searches > Interviewing.

    Campus visit itinerary

    Required meetings include the ADRGS, center director, search committee, and department chair. Because this position will be required to mentor students, there should be an opportunity for finalists to meet with graduate students.

    In addition to these meetings, the candidate should have a job talk that is advertised publicly and open to the college. The search committee may decide on other relevant meetings based on the position and the candidate (e.g., meetings with particular faculty, staff, etc.).

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

    For additional guidance, see COE: Evaluating Candidates in Faculty Searches > Interviewing.

    Cfm tabs page
    indexInGroup5
    tabsPageTitlePhase 4: After interviews
    colorPalettesRecently used
    color#091E42
    fixedtrue
    iduj8zuotw9uo
    directionvertical
    headerStyleFilled

    Phase 4: After campus interviews with finalists

    Evaluations are collected by the search committee

    Responsible party

    Step

    Action

    Search committee

    1

    Collect evaluations from faculty and other involved parties: evaluation forms, written or verbal feedback to committee members, search chair, department chair; any other evaluative information.

    Search committee members perform

    2

    Perform reference checks of each finalist, asking the same questions to each reference about each candidate.

    See HR: Check References for guidance.

    Search committee deliberates and makes a

    • Remember that all written documentation is subject to Open Records Requests.

    3

    Deliberate and makesa hiring recommendation.  Based on their review, they may recommend: (a) one candidate, (b) more than one candidate (rank-ordered), or (c) no candidate.

    Search committee chair

    prepares

    4

    Prepare a written summary of the search committee’s recommendation

    and submits to the center director and academic department chair

    . The report should include the following information:

    1. Search committee’s assessment of each finalist’s strengths and weaknesses, including:

      1. how each candidate would add to program area(s), department(s) and College

      2. how well each candidate fits the criteria for selection

      3. how the final selection was made

      4. final vote

    2. Summary of faculty feedback for each candidate including more specifically:

      1. a paragraph for each candidate describing faculty feedback

      2. any evaluation forms, written or verbal feedback to committee members, search chair, department chair(s), or any other evaluative information

    3. Final hiring recommendation of the search committee which must include a rationale for the decision and can include the recommendation to hire:

      1. one candidate or

      2. more than one candidate with the list rank-ordered, or

      3. no candidate

    Department chair and center director review the search committee chair’s report and

    5

    Submit written summary of search committee’s recommendation to center director and department chair and meet to discuss.

    Cfm tabs page
    indexInGroup6
    tabsPageTitlePhase 5: Job offer and hire
    colorPalettesRecently used
    color#091E42
    fixedtrue
    ids322quyigho
    directionvertical
    headerStyleFilled

    Phase 5: Job offer and hire

    If the proposed hire is to be made at the Associate Research Professor or full Research Professor level, pre-approval is required from EVPP and VPR before an offer is made. The department should follow the process described at COE: Hiring Research Faculty > Pre-review requirement for Research Professor rank.

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

    Instructions

    Center director, department chair,

    Center directors should be aware that the faculty hiring process at UT Austin requires significant amounts of administrative work and time. Please plan accordingly and maintain good communication with the department Administrative Manager throughout the process.

    Responsible party

    Step

    Action

    Center director

    1

    Meet with department chair and Senior Associate Dean to discuss salary and start-up package.

    2

    Record agreed-upon offer items in email or other documentation 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. COE Faculty Affairs will share offer details with Chief Business Officer for approval prior to finalizing of offer letter.

    The center director should begin working with the department Administrative Manager and COE Faculty Affairs on the hiring process described

    Department AM

    3

    Create draft offer letter based on EVPP template, and in conversation with center director and department chair.

    4

    Email draft offer letter and documentation of offer items (email, etc.) to COE-FacultyAffairs@austin.utexas.edu for review. COE Faculty Affairs will assist as needed with offer letter language.

    5

    Begin hiring process following guidance at COE: Hiring Research Faculty

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

    .

    Cfm tabs page
    indexInGroup7
    tabsPageTitleAfter conclusion of search
    colorPalettesRecently used
    color#091E42
    fixedtrue
    id936gir9mv9s
    directionvertical
    headerStyleFilled

    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. 

    ...