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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.

Info

Resources

Steps:

  1. Search committee chair seeks ongoing consultation with Senior Associate Dean regarding applicant pool and recruitment efforts.

  2. Search committee narrows the pool of candidates for Zoom interviews, or equivalent.

    1. Training on evaluating applications in Interfolio is available at Interfolio: Evaluating Applications.

    2. 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. 

  3. Search committee conducts video interviews with semifinalists.

  4. Search committee narrows the semifinalist list to two or three potential on-campus interview candidates.

    1. 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.

  5. 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. 

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On-Campus Interview Request Memo

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:

  1. Search committee membership

  2. Search committee meeting dates

  3. Job posting/position description

  4. Summary description of recruiting efforts

  5. Search process description

  6. Interfolio report of the pool demographic characteristics (see Interfolio Reports Access & Instructions)

  7. Candidate evaluation criteria from position description and review process

  8. Table of video interview candidates including:

    1. Name

    2. Basis for selection

    3. Affiliation

    4. Experience

    5. Publications

    6. Grants

    7. Other search criteria

  9. Interview questions

  10. Full description of possible on-campus interview candidates that includes strengths and areas of continued growth

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  1. 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.

  2. 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.

  3. Search committee chair writes Hire Recommendation Summary Report and submits to the department chair. The report should include the following information:

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Hire Recommendation Summary Report

Summary report includes:

A. Search committee’s and department chair’s/chairs' (independent) assessment of each finalist’s strengths and weaknesses, including:

  • how each candidate would add to program area(s), department(s) and College

  • how well each candidate fits the criteria for selection

  • how the final selection was made

  • final vote

B. Summary of faculty and student feedback for each candidate including more specifically:

  • a paragraph for each candidate describing faculty feedback

  • a paragraph for each candidate summarizing student feedback

  • any evaluation forms, written or verbal feedback to committee members, search chair, department chair(s), or any other evaluative information

C. Final hiring recommendation of the search committee which must include a rationale for the decision and can include the recommendation to hire:

  • one candidate or

  • more than one candidate with the list rank-ordered, or

  • no candidate

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.

  1. Department chair reviews the Hire Recommendation Summary Report.

  2. Search committee members should perform reference checks of each finalist, asking the same questions to each reference about each candidate.

    1. See HR: Check References for guidance.

Example reference check questions

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