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Phase 2:  Evaluating candidates

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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.

Instructions

Responsible party

Step

Action

Search committee chair

seeks

1

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

Search committee

narrows

2

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

Training on evaluating applications in Interfolio is available at 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.

Search committee chair

writes

4

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

On-Campus Interview Memo

Include all of the following:

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  • 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.

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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.

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.

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Phase 4: After campus interviews with finalists

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

  2. Search committee members 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.

  3. 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.

  4. Search committee chair prepares 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

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

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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

  1. Center director, department chair, and Senior Associate Dean discuss salary and start-up package. Record 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. COE Faculty Affairs will share offer details with Chief Business Officer for approval prior to finalizing of offer letter.

  2. The center director should begin working with the department Administrative Manager and COE Faculty Affairs on the hiring process described at COE: Hiring Research Faculty. Keep in mind that these processes can take a great deal of time and effort, and please plan accordingly.

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