Phase 2: Evaluation of applicants and interviews

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Resources:

Required Faculty Hiring Processes and Senate Bill 17 > Section I. SB 17 > subsections Pool Review; Section II. Prohibited Hiring Practices Under Other Anti-Discrimination Laws
HR: Selection Panel or Matrix > Selection Matrix
Tab Interviewing on this page
Template: COE On-Campus Interview Request Memo
COE: Interfolio for Faculty Search Committees

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.

Responsible party	Step	Action
Search committee chair	1	Seek ongoing consultation with Senior Associate Dean regarding applicant pool and recruitment efforts.
Search committee	2	Narrows the pool of candidates for Zoom interviews, or equivalent. Training on evaluating applications in Interfolio is available at Interfolio: Evaluating Applications. Search committees may wish to use a selection matrix for the objective comparison of applicant materials to the stated qualifications, functions, and requirements of their advertised position. Guidance on developing and use a selection matrix is available at HR: Selection Panel or Matrix > Selection Matrix.
	3	Conduct video interviews with semifinalists. See tab “Interviewing” on this page for guidance.
	4	Narrow 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	5	Write On-Campus Interview Request Memo. Note that some items included in the On-Campus Interview Memo will also be used in hiring materials processed by the department Administrative Manager. It is recommended to upload a copy of the finalized memo to the search committee’s folder on Box. Either: 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 On-Campus Interview Request Memo on this tab.
Search committee chair	6	At least three business days prior to meeting, send 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, Brandy Whitten, and COE-FacultyAffairs@austin.utexas.edu. The Office of the Dean EA will upload the following 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	7	Meet with the Dean and Senior Associate Dean for review. Dean reviews on-campus interview list for approval.
Department AM	8	Schedule candidate interviews. Create on-campus schedules, including both an interview with the Dean, and a meeting with the Associate Deans. The Associate Deans will block time for this purpose. See On-Campus Interview Resources & Guide in search folder on Box for guidance on preparing for and scheduling on-campus interviews.
Department AM	9	Advertise job talks widely across all COE departments.
Search committee chair	10	Perform reference checks by phone of each finalist, asking the same questions to each reference about each candidate. Plan for a 15-20 minute phone call with each reference. See HR: Check References for general guidance. Example reference check 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?

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.

On-Campus Interview Request 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

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.

Recruiting Process - Tenured and Tenure-Track Faculty