Purpose: This page outlines guidelines and best practices when scheduling recruitment meetings with deans for tenured and tenure-track faculty candidates. Information on this page includes scheduling procedures, assigned deans, and required documentation for candidate visits.

Updated: November 2025.

I. Scheduling Recruitment Meetings with Deans

Faculty recruitment meetings with deans:

• Appointments should be scheduled for 30 minutes.

• Candidates for full professors and endowed chairs will meet with Interim Dean Sosa.

• Candidates for assistant or associate professor positions meet with one of the Associate Deans.

• Please review the table below and email scheduling contact for the appropriate dean for your department.

• If your department's assigned dean is unavailable, the Dean's Office will schedule your candidate with another dean based on availability.

• Reach out to the scheduling contact as soon as possible to ensure availability and confirm dates. Note, final candidate names are not needed to schedule holds for these meetings.

II. Outlook Invitation Instructions

Once dates and times are confirmed with the scheduling contact please send the Interim Dean/Associate Dean an Outlook calendar invitation for 30 minutes with the Subject: “[DEPT Faculty Candidate: Name of Candidate]." If your candidate is still to be determined, please enter “TBD” as the candidate name, and update the meeting invitation when you have identified the candidate.

Include the following information in the Outlook invitation:

• Location – In-Person or Zoom

  • If In person, [Interim/Associate] Dean [name]’s office is: GEB _____ (note, please confirm which office they will meet in as the Deans have multiple offices)

  • If on Zoom, please include the Zoom link. 

  • When creating the Zoom meeting:

    • For security options, uncheck “Require authentication to join” and “Waiting Room.”

    • Check the “Passcode” box as the security option and include the passcode in the calendar invitation.

    • Under Options, check the “Allow participants to join anytime” box.

    • Also under Options, make the Interim Dean/Associate Dean an Alternative Host using their EID email (EID@eid.utexas.edu).

    • If needed, open zoom up to non-UT participants.

    • Include candidate’s email or phone number for contacting in case something is wrong with the zoom.

• Staff contact information (name, phone, and email) if the candidate does not show or schedule changes are needed. 

• Guide please list the name of the department representative that will be guiding the candidate to/from the meeting.

• Candidate CV included as an attachment on the invitation. 

• Job ad included as an attachment on the invitation.

• Hire level what level is the hire (Assistant/Associate/Sr or Full Professor)?

• General search topic (Borderlands, Political Theory, etc.) 

• Additional info is there anything else the Interim Dean / Associate Dean should know before meeting with the candidate? e.g. Is this a cluster hire involving more than one unit?

III. Best Practices

• Build a schedule that sets the candidate up for a positive experience and allows time for meaningful conversations.

• We recommend scheduling the meeting with the Interim Dean/Associate Dean toward the end of the candidate’s interview schedule. This creates the opportunity for a strong closing discussion.

• Please email a copy of the candidate's CV and itinerary at least 24 hrs prior to the scheduled meeting time.

• Please build travel time in the candidate’s schedule so that their meeting with the dean is not cut short.

• Share the full schedule with candidates in advance, including names, titles, and roles of those they will meet.

• Confirm that all venues and accommodations meet accessibility needs.