Versions Compared

Version Old Version 302 New Version 303
Changes made by

Karla Steffen

Karla Steffen

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

Table of Contents
minLevel1
maxLevel3
outlinetrue
stylenone
typelist
printabletrue

Phase 1:  Prior to search

  1. Department chair submits a search request to the Dean for approval, with a cc to the department Administrative Manager, including the position title and rank and draft job description.

  2. If the Dean approves the search request, the department chair submits a proposed search committee and search chair (include at least one T/TT faculty member from outside of the department)

  3. Once the search committee is approved, the department chair appoints the search committee, and the department chair and/or search committee creates a job posting.

  4. Search committee chair submits posting for approval by Senior Associate Dean. Include the following:

    1. Boilerplate language about the college, signature impact areas, and funding

      1. For an example of boilerplate language, go to: Box (access restricted) > COE HR - Faculty HR > All Departments Faculty Recruiting XX-XY > Job posting template and example

      2. Box folder access requests can be sent to COE-FacultyAffairs@austin.utexas.edu

    2. List of required and preferred qualifications for junior and senior level positions 

  5. If the Senior Associate Dean approves, the department Administrative Manager submits the posting in Interfolio and assigns appropriate Interfolio roles to search committee members. See COE: Interfolio > Posting a position in Interfolio for instructions.

  6. COE Faculty Affairs receives a notification requesting approval of the Interfolio posting and will forward a copy of the posting to the Senior Associate Dean for approval. If approved by the Senior Associate Dean, COE Faculty Affairs will approve the posting forward.

  7. The Interfolio job posting routes to APS for final-approval. If

Where are UT Austin faculty positions posted?

Keep records of where and how the job posting is shared. The Search Committee Chair(s) must complete the Appointment Process Summary and share with the department Administrative Manager for inclusion in the PAR (hiring request) packet. Note that question #3 of the form asks for a) a list of all journals, periodicals, etc. where the posting was placed, and b) citation of any other recruiting channels used including personal contacts, letters to other departments, professional meetings, etc. 

...

  1. Position has been submitted for approval, reviewed, and approved by an Administrator in Interfolio

  2. Must be "Open" - today's date is on or after the position's Open Date and before the Close date at 12:00 EST (unless set to "Until filled" or "Set not to close")

  3. Not Archived (a setting in position management)

  4. Has a position status of "Accepting Applications"

If international applicants are being considered

Additional recruiting requirements must be satisfied in order to sponsor an employee for employment-based Lawful Permanent Residency.

...

Faculty Search Promotion and Social Media Toolkit

In collaboration with the COE Marketing and Communications (MarCom) team, all faculty have access to the COE Faculty Search Social Media toolkit to help promote COE’s open tenure/tenured track positions. This toolkit provides you with ready-to-use social media images, suggested captions, and easy-to-follow guides to help you share these opportunities organically on Instagram, Facebook, X, and LinkedIn.

Why this matters: By using these branded visuals and content, we strengthen our collective voice and reinforce our community’s goals. Your participation is key in amplifying our faculty searches and showcasing the collaborative spirit that defines our brand.

 View the Toolkit

Additional advertising options

Departments may wish to share their job postings more widely. Additional advertising options are listed below. Note that some services require a fee.


Return to top of page

Phase 2:  After position is posted

Info

See COE: Evaluating Candidates in Faculty Searches for guidance on creating and using a selection matrix, interviewing, and checking references.

...

  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. Search committee may wish to use a selection matrix. See COE: Evaluating Candidates in Faculty Searches > Selection Matrix.

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

  3. Search committee conducts video interviews with semifinalists.

    1. See COE: Evaluating Candidates in Faculty Searches > Interviewing.

  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. 

Panel
bgColor#F4F5F7

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

  1. At least three business days prior to meeting, search committee chair sends 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, and COE-FacultyAffairs@austin.utexas.edu. The Office of the Dean EA will upload the materials to Box.

    1. Completed On-Campus Interview Request Memo

    2. CVs of all proposed finalist interviewees

    3. CVs of all semi-finalists

  2. Search committee chair and department chair meet with the Dean and Senior Associate Dean for review. Dean reviews on-campus interview list for approval.

  3. If approved by the Dean, candidate interviews are scheduled through the hiring department. On-campus schedules are created, including both an interview with the Dean, and a meeting with the Associate Deans. The Associate Deans will block time for this purpose.

  4. Job talks are advertised by the department broadly across all COE departments.

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.

Return to top of page

Phase 3:  After campus interviews with finalists

  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:

Panel
bgColor#F4F5F7

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.

    2. For example reference check questions, see COE: Evaluating Candidates in Faculty Searches > Reference checks.

Return to top of page

Phase 4: Before BC/EC meets

  1. The department chair receives Hire Recommendation Summary Report from the search committee chair.

  2. Department chair emails Hire Recommendation Summary Report to the Dean and Senior Associate Dean. 

  3. Optional: Department chair schedules a meeting with the Dean. The Hiring Recommendation Summary Report must be sent at least three business days in advance of meeting.

  4. The Dean approves moving recommendation forward for BC/EC discussion and vote.

Return to top of page

Phase 5: BC/EC meeting and following

  1. Department chair submits Hiring Recommendation Summary Report from the search committee to the BC/EC and convenes the group for discussion and anonymous vote on the finalists.

    1. College-Wide hires: If the BC votes in favor of proceeding with the hire, department chairs work together to determine the distribution of the appointment (usually not 50/50). Search committee chairs meet with the Dean to provide a summary of assessment by the BC/ECs.

  2. After the BC/EC vote, department chair submits Hiring Recommendation Summary Report to the Dean and Senior Associate Dean, and a cover letter that captures the following:

    1. EC/BC discussion

    2. EC/BC vote

    3. their own evaluation of the candidates

    4. any other information pertinent to the Dean

  3. If the Dean approves, department chair (or in the case of a College-Wide hire, the chair of the department with the greater share of affiliation) and Senior Associate Dean discuss salary and start-up package. It is strongly encouraged to capture agreed-upon offer items in email rather than just verbally, and cc or forward these to the department Administrative Manager for reference during the draft offer letter writing process in collaboration with COE Faculty Affairs, including all helpful details and specifics.

    1. Special circumstances:

      1. If proposed hire is at tenured Associate or full Professor level, Senior Associate Dean submits candidate's CV and a Preliminary Request to the Provost’s office for approval before offer is made. See COE: Hiring Tenured Faculty > tab "Tenure pre-review."

      2. If proposed hire is not a U.S. citizen, department should consult with Texas Global - International Student and Scholar Services before offer is made, and cc COE-FacultyAffairs@austin.utexas.edu.

  4. Once approved by the Dean to proceed with the hire, the department chair should begin working with the department Administrative Manager and COE Faculty Affairs on the hiring process, including PAR, Offer Letter, and Hiring Tenured Faculty process if appropriate. Keep in mind that these processes can take a great deal of time and effort, and please plan accordingly.

Return to top of page

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. 

...

For applicants interviewed but not selected for hire, the Search Committee Chair should send a more personalized email. 

Return to top of page

Interfolio for search committee members

See COE: Interfolio for Faculty Search Committees.

Return to top of page

...

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.

...