On-Campus Interview Request Memo

Include all of the following:

Recordkeeping policies and guidance

Search 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 records

Per 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:

• Preliminary notes or drafts (e.g., informal notes taken during candidate review sessions; unofficial feedback shared among committee members before formal evaluations)

• Logistics and planning materials (e.g., meeting arrangements, agendas, scheduling communications)

Records of final evaluations, hiring decisions, and formal interview documentation are not considered transitory and must be retained following University guidelines.

Phase 5: BC/EC meeting and following

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. 

Recruiting procedures for Administrative Managers

1) Become familiar with COE resources on Box

a) COE -HR- All Departments T-TT Faculty Recruiting YY-YZ

> Download file TemplateAY YY-COE YZ T-TT Job Posting XX-XY 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 -HR - [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:

• Upload recruiting documents as relevant for convenient reference that will later be included in the PAR:

  • PDF of the job posting from UT Austin: Faculty Careers.

    • This posting satisfies the EVPP requirement to include a copy of the job posting from Interfolio, and prints to PDF more easily than the version directly from Interfolio. The 5- or 6-digit number at the end of the URL for the Faculty Careers posting will be the Job ID entered into the PAR. See COE: PAR - T/TT Electronic Document Processing Guide > tab "Section 7" > "Job Posting Number".

  • Upload copies of the On-Campus Interview Request Memo (see tab “Phase 2” on this page) and Hire Recommendation Summary Report (see tab “Phase 3” on this page), which include information needed for the Appointment Process Summary, a document included in the PAR.

• Give committee members access to the subfolder for their posting, to upload applicant rubrics, interview questions, etc.

• Remember that all documents on Box are subject to open records requests. Be sure all added users understand this.

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. 

• Follow the instructions at COE: Interfolio for Administrative Staff > Posting a position in Interfolio.

• See Interfolio: Create a Position for an interactive tutorial including a software simulation.

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 members

See 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 process

Follow guidance on the "Hire process" tab on the appropriate page:

• COE: Hiring Tenure-Track Faculty

• COE: Hiring Tenured Faculty

6) Close the position

Immediately 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:

• Close a Position - Interfolio Faculty Search Institutional Administrator Training 

• Interfolio — Close a Position and Select Applicant(s)