Steps for recruiting and hiring tenure-track faculty in COE are described below.
For more specific guidance, see:
I. Recruiting: Follow the COE Recruiting Process.
Information and tutorials on using Interfolio are available for both staff and search committees at COE: Interfolio.
Pay careful attention to any timeline details (for example, submitting required documentation at least three days in advance of meetings with the Dean).
The department chair and search committee chair should communicate clearly and frequently with the department Administrative Manager throughout the recruiting process, in order to help ensure administrative requirements can be met and allowed sufficient processing time.
The department Administrative Manager, 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 20XX-20XY spreadsheet on Box (access limited). This spreadsheet is used by College leadership and Dean's Office staff for informational and planning purposes.
II. Job requisition: See COE: Job Requisitions in Workday - Faculty.
Once the rank of the hire has been determined, a job requisition can be created in Workday. The job requisition number will be included in the PAR document.
Note that for joint hires, a separate job requisition must be created for each supervisory organization into which the faculty member will be hired. A faculty member who will work jointly in two departments, for example, will require a separate job requisition to be created and approved the appropriate sup org of each department. See COE: Hiring Joint Faculty.
III. Special circumstances
Review separate documentation for the following circumstances requiring completion of additional processes and approvals prior to moving forward with other hiring processes:
IV. Prior Approval Request (PAR): See COE: Prior Approval Request (PAR).
The PAR can be begun as soon as a finalist is determined, but should not be submitted until offer negotiation is finalized and a draft offer letter has been drafted by Dean's Office Faculty Affairs and approved by the Associate Dean for Faculty Development.
V. Close Interfolio position: See COE: After an Interfolio Search Concludes.
Immediately after the conclusion of a faculty search, be sure 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.).
VI. Offer letter
Tenured and tenure-track offer letters are drafted by Dean's Office Faculty Affairs, and initiated by the department Administrative Manager's submission of the COE Faculty Hire Form. All letters and revisions to letters must be reviewed and approved by the Associate Dean for Faculty Development. Draft versions of letters shared with faculty candidates must not be signed and should be clearly watermarked "Draft". All communications should explicitly indicate that they are draft versions only and do not represent an offer of employment. Offer letters may only be distributed to candidates after the PAR has been approved by the Associate Dean for Faculty Development, and with the permission of Dean's Office Faculty Affairs.
For tenured hires, approval of the hire by the Provost's Office is also required prior to extension of any offer.
VII. PAR/Workday integration
After EVPP has received and processed both the PAR approved by the College and the new hire's signed offer letter, their office will initiate the integration of PAR information into Workday to create the faculty's appointment.
The unit Academic HR Partner should verify that all details in Workday are correct and process any necessary changes.
VIII. Onboarding: See COE: Onboarding New Faculty.
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.