For hires of tenured and tenure-track faculty

The overview on this page relates to the instructions at COE: COE Recruiting Process. It is intended to assist academic department Administrative Managers with their responsibilities related to the tenured and tenure-track faculty recruiting process.

1) Become familiar with COE resources on Box

 > COE-HR-All Departments Faculty Recruiting YY-YZ

Subfolders:

> Tenured & tenure-track job posting template and example - use this to create the job posting on Interfolio

> Stages of Faculty Searches - update this as the search progresses through stages to keep College leadership informed

• • • • • This will require ongoing communication with the department chair and search committee chair.

> August salary calculator - will be used later for PAR

> COE-HR-[DEPT NAME] Recruiting YY-YZ

> (One subfolder per search name) - Each department and/or search chair committee may use these subfolders as they wish. Each Administrative Manager is "co-owner" of the folder for their department, and can add additional users (use discretion) and organize files as needed. 

Suggested uses:

• • • • Upload recruiting documents for convenient reference that will later be included in the PAR:
        • PDF of the job posting from UT Austin: Faculty Careers.
          • This posting satisfies the EVPP requirement to include a copy of the job posting from Interfolio, and prints to PDF more easily than the version directly from Interfolio. The 5- or 6-digit number at the end of the URL for the Faculty Careers posting will be the Job ID entered into the PAR. See COE: PAR - T/TT Electronic Document Processing Guide > tab "Section 7" > "Job Posting Number".
            
            
        • Upload copies of the On-Campus Interview Request Memo (COE Recruiting Process, tab "Phase 2")and Hire Recommendation Summary Report (COE Recruiting Process, tab "Phase 3"), which include information needed for the Appointment Process Summary, a document included in the PAR.
      • Give committee members access to the subfolder for their posting, to upload applicant rubrics, interview questions, etc.
        
        
      • Remember that all documents on Box are subject to open records requests. Be sure all added users understand this.

2) Post the position on Interfolio

a) Download the COE job posting template from Box (see step 1 above). Use this to write the job posting.

b) Before posting to Interfolio, confirm that both the department chair and Senior Associate Dean have approved the posting exactly as it is.

c) Post to Interfolio.

• • • Follow the instructions at COE: Interfolio - Posting a Position.
    • See Interfolio: Create a Position for an interactive tutorial including a software simulation.

d) Strongly recommended: Complete all sections of online Interfolio Faculty Search Administrator Training (estimated completion time: 45 minutes)

3) Assign appropriate Interfolio roles to search committee members

a) For information on user roles in Interfolio, see Interfolio — User Roles in Interfolio Faculty Search. Typically, the search committee chair(s) should be assigned as Committee Managers, and other committee members as Evaluators.

b) Share online guidance with committee members:

• • For search committee chair: Interfolio Faculty Search Committee Manager Training (estimated completion time: 30 minutes)
  • For all other committee members: Interfolio Faculty Search Evaluator Training (estimated completion time: 20 minutes)

c) How to assign user roles in Interfolio:

1. 1. 1. Use this link to log in: https://account.interfolio.com/login
      2. Select “Partner Institution”
      3. Select your institution “The University of Texas at Austin”
      4. Enter your EID and password (same password associated with your UT EID)
      5. Navigate to the "Users & Groups" section of Faculty Search
      6. Click the + Add User Button
      7. Fill out the user's First Name and Last Name
      8. For the Email field, the UT Austin institutional Identifier email address format should be used. For example — if the user has an EID of ab1234, their user account should be created with an Email value of ab1234@eid.utexas.edu.
      9. Further options:
         1. Send new users a welcome message.
         2. Send Me a Copy
      10. Click Add (no message) or Send (welcome message)

See Interfolio: Setting Up Units and Users for additional information.

4) Update "Stages of Faculty Searches" spreadsheet on Box

Update regularly throughout the process. See step 1 on this page.

5) Complete the hire process

Follow guidance on the "Hire process" tab on the appropriate page:

• • COE: Hiring Tenure-Track Faculty
  • COE: Hiring Tenured Faculty

6) Close the position

Close the Interfolio position. Follow guidance on the "Close position" tab on the appropriate page:

• • COE: Hiring Tenure-Track Faculty
  • COE: Hiring Tenured Faculty

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

Contributors to this page (Name, number of updates, most recent update):