| Live Search | ||||||
|---|---|---|---|---|---|---|
|
See supplementary guidance for administrative staff at COE Recruiting Procedures for Administrative Managers.
College of Education process for hires of tenured and tenure-track faculty
...
Tracking search progress
...
Reminder: The department AM, in collaboration with the department chair and search committee chair, should track and update each stage of the recruiting process on the "Stages of Faculty Searches 20YY-20YZ" spreadsheet on Box (access limited). This spreadsheet is used by College leadership and Dean's Office staff for informational and planning purposes.
Anchor
| cfm- |
|---|
| tabs-page |
|---|
| Table of Contents | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
Phase 1: Prior to Search
...
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.
...
| ||||||||||||||||||||||
Phase 1: Prior to search
|
...
|
...
|
...
Boilerplate language about the college, signature impact areas, and funding
...
|
...
|
...
|
...
|
...
|
...
...
|
...
|
...
|
...
Where are UT Austin faculty positions posted?
Keep records of where and how the job posting is shared. The Search Committee Chair(s) must complete the Appointment Process Summary and share with the department Administrative Manager for inclusion in the PAR (hiring request) packet. Note that question #3 of the form asks for a) a list of all journals, periodicals, etc. where the posting was placed, and b) citation of any other recruiting channels used including personal contacts, letters to other departments, professional meetings, etc.
Positions created in Interfolio are pushed automatically to the UT Faculty Careers web site, and then scraped out to the Chronicle of Higher Education, and HigherEdJobs when they meet all of the following parameters:
...
Position has been submitted for approval, reviewed, and approved by an Administrator in Interfolio
...
|
| Cfm tabs page | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||
Where are UT Austin faculty positions posted?
Positions created in Interfolio are pushed automatically to the UT Faculty Careers web site, and then scraped out to the Chronicle of Higher Education and HigherEdJobs when they meet all of the following parameters:
If international applicants are being consideredAdditional recruiting requirements must be satisfied in order to sponsor an employee for employment-based Lawful Permanent Residency. |
To sponsor a non-U.S. |
citizen for permanent residency |
under the EB-2 Advanced Degree Professionals category of I-140 Petitions |
, the U.S. Department of Labor requires at least one ad (print or online) to be posted in a national |
professional journal for |
a minimum of 30 calendar days. Departments should keep this in mind if international candidates will be considered for hire. Documentation of the ad’s start and end dates |
, as well as the text of the ad, will be required for permanent residency applications. It is strongly recommended to save a copy of at least one ad meeting the stated requirements immediately - published job postings can become more difficult to find later. For more information, see the following: |
|
Additional advertising options
Departments may wish to share their job postings more widely. Additional advertising options are listed below. Note that some services require a fee.
...
Advertising the positionCOE Faculty Search Promotion and Social Media Toolkit |
...
Social media (Facebook, Twitter, etc.)
...
Professional networks
...
...
...
American Educational Research Association (AERA) Jobs
Advertising with the COE Office of Marketing and Communications
The COE Marketing and Communications (MarCom) team is available to assist with advertising faculty searches through social media (both paid and/or organic). If you'd like to amplify your open faculty position(s), please contact coecommunications@austin.utexas.edu. Please include "Faculty Search" in the subject line of the email, and include the following:
Interfolio job posting and/or detailed position description highlighting the responsibilities, qualifications, and expectations for the role.
Specifics for department or position: If there are any specific details about the department, position or other relevant information that should be included in the posting, please ensure you provide these details in your initial email.
Collaboration and review: MarCom will collaborate with you to create an engaging and informative social posts that accurately represents the faculty position and our college’s values.
Marketing Channels: Once the posting(s) is finalized, the MarCom team will manage the dissemination of the job posting through LinkedIn, Twitter, Facebook or other social channel, ensuring maximum visibility and reach.
This process aims to streamline and enhance our faculty recruitment efforts, ensuring that we attract the most qualified and motivated candidates to join our department.
Should you have any questions or require further clarification about this process, please do not hesitate to reach out to coecommunications@austin.utexas.edu directly.
Phase 2: After Position is Posted
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:
Search committee chair seeks ongoing consultation with Senior Associate Dean regarding applicant pool and recruitment efforts.
Search committee narrows the pool of candidates for Zoom interviews, or equivalent.
Training on evaluating applications in Interfolio is available at Interfolio: Evaluating Applications.
Optional for committee use, and can be adapted as needed, "Sample Candidate Evaluation Tool - faculty searches." File path: Box > COE-HR-All Departments Faculty Recruiting YY-YZ > Sample Candidate Evaluation Tool - faculty searches.
Search committee conducts video interviews with semifinalists.
Search committee narrows the semifinalist list to two or three potential on-campus interview candidates.
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.
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.
| Panel | ||
|---|---|---|
| ||
On-Campus Interview Request MemoEither a) download and use a copy of Template: COE On-Campus Interview Request Memo, or b) write a memo including all of the information listed below:
|
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.
Completed On-Campus Interview Request Memo
CVs of all proposed finalist interviewees
CVs of all semi-finalists
Search committee chair and department chair meet with the Dean and Senior Associate Dean for review. Dean reviews on-campus interview list for approval.
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.
Job talks are advertised by the department broadly across all COE departments.
Additional steps for College-Wide hires
In addition to all steps above:
Search committee chairs should plan a schedule that ensures the candidates will have broad exposure to departments where there might be a fit.
Job talks should be widely advertised across all departments.
Include departmental representation for dinners/slate of appointments.
Candidate should meet with department chairs representing potential affiliations and have conversations about what those potential affiliations might be.
Phase 3: After Campus Interviews with Finalists
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.
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.
Search committee chair writes Hire Recommendation Summary Report and submits to the department chair. The report should include the following information:
| Panel | ||
|---|---|---|
| ||
Hire Recommendation Summary ReportSummary report includes: A. Search committee’s and department chair’s/chairs' (independent) assessment of each finalist’s strengths and weaknesses, including:
B. Summary of faculty and student feedback for each candidate including more specifically:
C. Final hiring recommendation of the search committee which must include a rationale for the decision and can include the recommendation to hire:
College-Wide hires: Recommendations from the search committee also includes identification of possible departmental affiliations and reference checks. It is expected that a college-wide search would identify potential affiliations with more than one department. |
Department chair reviews the Hire Recommendation Summary Report.
Search committee members should perform reference checks of each finalist, asking the same questions to each reference about each candidate.
Example questions:
How well and in what capacity do you know the candidate?
Can you give me an example of a time the candidate [demonstrated skill/aptitude at a required or preferred function of the job]?
What are the candidate's strengths and challenges?
For new scholars: What can you tell me about the candidate's potential for continued success as a scholar?
Phase 4: Before BC/EC meets
The department chair receives Hire Recommendation Summary Report from the search committee chair.
Department chair emails Hire Recommendation Summary Report to the Dean and Senior Associate Dean.
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.
The Dean approves moving recommendation forward for BC/EC discussion and vote.
MarCom) provides a COE Faculty Search Social Media toolkit to help promote COE’s open tenure/tenured track positions. This toolkit provides search committees with ready-to-use social media images, suggested captions, and easy-to-follow guides to help share these opportunities organically on Instagram, Facebook, X, and LinkedIn. Why this matters: By using these branded visuals and content, we strengthen our collective voice and reinforce our community’s goals. Your participation is key in amplifying our faculty searches and showcasing the collaborative spirit that defines our brand. Please contact coecommunications@austin.utexas.edu with any questions. Additional advertising optionsDepartments may wish to share their job postings more widely. Additional advertising options include those listed below; please note that some services may involve fees. Faculty search committees should coordinate with their department’s Administrative Manager (AM) regarding all planned recruitment activities, especially those that incur expenses.
Funding for recruitment effortsThe Dean’s Office provides a set amount of funds for each tenured and tenure-track search to be used for advertising, travel and accommodations for on-campus visits, and other recruiting expenses. All budgeting and use of these funds is administered by department staff. Questions about recruiting funds and expenses should be directed to the department Administrative Manager. |
| Cfm tabs page | |||||||||||||||||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| |||||||||||||||||||||||||||||||||||||||||||||
Phase 2: Evaluation of applicants and interviews
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.
Additional steps for College-Wide hiresIn addition to all steps above:
On-Campus Interview Request MemoInclude all of the following:
Recordkeeping policies and guidanceSearch committees should be aware that written interview notes and other recorded materials are subject to open records requests. Some records associated with recruiting and hiring processes are also subject to federal and state retention and disposal requirements. Guidance for search committees is summarized below. Questions should be addressed to the department Administrative Manager. Transitory information recordsPer HBP Part 20.6.3. Transitory Information Records, records that meet all criteria of “transitory information” should be kept only until they have served their purpose. Once the transitory information record’s purpose has been served or its informational value exhausted, it should be destroyed in accordance with University guidelines. Examples of transitory information records in recruiting and interviewing include the following:
Records of final evaluations, hiring decisions, and formal interview documentation are not considered transitory and must be retained following University guidelines. |
| Cfm tabs page | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||
Interviewing
DoAll activities associated with on-campus visits for faculty finalists—including meals and informal gatherings—are considered part of the interview process and must adhere to University and College interview protocols. Search committee chairs and members are responsible for following guidance on appropriate and prohibited questions and conversation topics throughout the visit. They should also ensure that everyone scheduled to meet with the finalist is aware of and understands this guidance. For specific examples of what to avoid, please refer to the subsection titled “Don’t” below. Don’tAll questions asked to the candidate should be directly related to the advertised qualifications and functions of the position for which they are interviewing. During interviews and on-campus visits, questions should not be asked that would reveal any of the following about the candidate:
Accommodations for candidates with disabilitiesThe 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. Recordkeeping policies and guidanceSearch committees should be aware that written interview notes and other recorded materials are subject to open records requests. Some records associated with recruiting and hiring processes are also subject to federal and state retention and disposal requirements. Guidance for search committees is summarized below. Questions should be addressed to the department Administrative Manager. Transitory information recordsPer HBP Part 20.6.3. Transitory Information Records, records that meet all criteria of “transitory information” should be kept only until they have served their purpose. Once the transitory information record’s purpose has been served or its informational value exhausted, it should be destroyed in accordance with University guidelines. Examples of transitory information records in recruiting and interviewing include the following:
Records of final evaluations, hiring decisions, and formal interview documentation are not considered transitory and must be retained following University guidelines. Questions should be addressed to the department Administrative Manager. |
| Cfm tabs page | ||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||||||||||||||
Phase 3: After campus interviews with finalists
Hire Recommendation Summary ReportInclude all of the following:
|
| Cfm tabs page | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||
Phase 4: Before BC/EC meets
|
| Cfm tabs page | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||
Phase 5: BC/EC meeting and following
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
...
|
...
|
| Cfm tabs page | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||
After the conclusion of the searchDisposition the Interfolio positionImmediately 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 |
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.
Interfolio for search committee members
See also COE: Interfolio.
How to log in
Use this link to log in: https://account.interfolio.com/login
Select “Partner Institution”
Select your institution “The University of Texas at Austin”
Enter your EID and password (same password associated with your UT EID)
See Interfolio: How to sign in through a partner institution for more.
Training
For search committee chair: Interfolio Faculty Search Committee Manager Training (estimated completion time: 30 minutes)
For all other committee members: Interfolio Faculty Search Evaluator Training (estimated completion time: 20 minutes)
Interfolio FAQ
Q. I am a search committee member. How do I get Interfolio access to materials for the search I'm on?
The Administrative Manager for the primary hiring department has the Administrator role for Interfolio in your department. Please contact them to request access.
Q. What does the applicant see?
Q. I want to share the posting with my professional networks. How do I find the "Apply Now" URL?
In Interfolio, click on "Positions" under "Faculty Search" on the navigation bar.
Find and click on the name of the desired hyperlinked position.
Click on "Position Actions" at the top of the screen, and select "View position details."
Click the Position URL link to view the Apply Now page from the applicant's view.
Note that the position must be open and published before the position details are displayed and applicants are able to apply.
See Interfolio: Open a Position to New Applicants > tab "Retrieve the Apply Now URL" for more.
Q. How do I view positions?
Once logged in, users who have been assigned to search committees will be able to select “View Positions”
If you do not see a search that you are on you may need to select “Change Role”, depending on if you are an evaluator or committee manager
Q. Can I establish custom ratings criteria and/or set up a blind review?
Committee managers can set custom rating criteria for specific searches either while creating the position or editing the position
This can be a great tool for doing an initial review of the applicant pool. Please make sure criteria is EEO appropriate
See Interfolio: How to establish custom ratings criteria and/or set up a blind review
Q. How do I view and review applicant materials?
Click on each name to pull up the applicants’ materials. See Interfolio: View an Applicant's Profile
The “Materials Viewer” is a great way to read and annotate applications without having to download or open each individual application. See Interfolio: Read and evaluate applications using the Document Reader
If your search has established criteria in Interfolio, you can rate an applicant using the five-star scale on their profile. See Interfolio: Rate applicants
Comment on an application. See Interfolio: How to comment on an application
Use tags to mark and sort applications. See Interfolio: How to use tags to mark and sort applications
For additional help, see Managing the Applicant Pool - Software Simulation
Q. Can I request additional materials from selected applicants?
If the search has been narrowed down, and the committee would like to request additional materials from a short list of applicants, see Interfolio: How to request additional materials from selected applicants
Q. How do I view EEO data for applicant pool?
See an additional option at Data Visualization of Interfolio Reports
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 applicantsAfter 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. |
| Cfm tabs page | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||||||||||
Recruiting procedures for Administrative Managers1) Become familiar with COE resources on Boxa) COE All Departments T-TT Faculty Recruiting YY-YZ > Download file AY YY-YZ T-TT Job Posting Template - use this to create the job posting on Interfolio > Stages of Faculty Searches - update this as the search progresses through stages to keep College leadership informed. This will require ongoing communication with the department chair and search committee chair. b) COE - [DEPT NAME] Recruiting YY-YZ > (One subfolder per search name) - Each department and/or search chair committee may use these subfolders as they wish. Each Administrative Manager is "co-owner" of the folder for their department, and can add additional users (use discretion) and organize files as needed. Suggested uses of department Box recruiting folder:
2) Post the position on Interfolio
a) Download the COE job posting template from Box (see step 1 above). Use this to write the job posting. b) Before posting to Interfolio, confirm that both the department chair and Senior Associate Dean have approved the posting exactly as it is. c) Post to Interfolio.
d) Strongly recommended: Complete all sections of online Interfolio Faculty Search Administrator Training (estimated completion time: 45 minutes) 3) Assign appropriate Interfolio roles to search committee membersSee COE: Interfolio for Administrative Staff > Assigning Interfolio roles to search committee members. 4) Update "Stages of Faculty Searches" spreadsheet on Box(Tenured and tenure-track faculty searches only) Update regularly throughout the process. See step 1 on this page. 5) Complete the hire processFollow guidance on the "Hire process" tab on the appropriate page: 6) Close the positionImmediately after the conclusion of a faculty search and/or once the posting is no longer needed, the department should 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 tab “After conclusion of search” on this page. Online training for this step is available at the following links: |
...
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.
...