University of Vermont

Faculty and Department Chair Resources

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Academic Administrator
Recruitment Guidelines and Instructions

Recruitments Open to External Candidates

Internal Recruitment Only
Recruitment Authorization and Initiation.
Requests for the recruitment of academic administrator positions must be submitted to the appropriate Dean or Director for approval at the unit level. If the position is approved at the unit level, the unit must generate a requisition in PeopleAdmin for review by the Office of Financial Analysis and Budgeting and authorization from the Office of the Provost. This electronic requisition must be approved by the Dean's Office, FAB, and the Office of the Provost before any further action is taken.

Special Notes:
1 - Effective 1/1/2010, with the exception of the College of Medicine, candidates must apply for faculty positions ONLY through PeopleAdmin. Paper applications will not be accepted. In addition, Campus Interview Authorizations and Appointment Authorizations may ONLY be filed through PeopleAdmin.

2 - In the case of academic administrators, special care should be taken to clearly identify the terms, conditions, funding sources, and compensation associated with the academic administrator position and those of any separate and underlying faculty position.

Diversity Recruitment Plan. The unit is expected to employ the strategies identified in its Diversity Recruitment Plan to recruit candidates and to bring the position to the attention of a diverse population of scholars.

Search Committee Composition. Please refer to the University and University Officers' Manual for guidance on the composition of the Search Committee.

Search Committee Training. Consistent with the October 27, 2009 Affirmative Action Equal Opportunity Guidelines for Hiring Faculty, Administrators, and Staff, members of the search committee must participate in educational programs related to a strategic search process, best practices and innovations in determining qualifications, selection, and retention. The Search Committee Chair should contact AAEO to discuss the type position under recruitment (Chairperson, Director, etc.) to determine and schedule the necessary training.

First Phase of the Search. The dossiers of candidates should contain at a minimum their letter of application and vita. Other required items may vary by unit, and, if a unit chooses to use these features in PeopleAdmin, can be uploaded electronically as part of the application process.

Campus Interview Authorization. Even in the case of an internal recruitment, campus interviews require the advance approval of the Dean or Director and the Office of the Provost. Before conducting campus interviews, the unit must complete the Campus Interview Authorization tab in PeopleAdmin and forward it for approval. Units should not submit written/paper requests for Campus Interview Authorization. Units should not proceed with campus interview plans until the Campus Interview Authorization routed in PeopleAdmin has been approved.

Appointment Authorization. Before an offer is extended to a candidate, the unit must complete the Appointment Authorization tab in PeopleAdmin and forward it for approval by the Dean or Director and the Office of the Provost. Units should not submit written/paper requests for Appointment Authorization. Units should not proceed with offers of employment until the Appointment Authorization routed in PeopleAdmin has been approved.

Appointment Paperwork. After appointment authorization has been received, the following appointment paperwork must be prepared:

  • Appointment Letter
    • Draft appointment letter must be reviewed by the Coordinator for Labor Relations & Faculty Affairs prior to obtaining signature
  • Personnel Action Set-Up Form
  • Salary Distribution Form
  • Addressed Envelope

Once the approved appointment letter has been signed by the Chair or Equivalent and Dean or Director, route it and the above materials to Human Resources (HR). HR will forward the materials to the Provost's Office - Faculty Services for review and signature by the Provost. Faculty Services will then mail the letter to the candidate with other applicable information (e.g. Teacher's Oath, W-4, Employee Information Form, etc.) and route all necessary paperwork to Payroll for entry into PeopleSoft.

Accepted Offer. When the candidate has signed the appointment letter and returned it to the Dean, the Dean should forward a copy to Faculty Services.

Failed Searches. If the search is judged by the hiring unit or Provost (or designee) to have failed, it will be closed. The hiring unit must request recruitment authorization through the submission of a subsequent requisition in PeopleAdmin to recruit again in the future.

NOTE: It is University policy that positions are filled through a search process. There are, however, situations when a search may not be required. Such are to be considered business decisions made for the good of the University and are at the discretion of the Provost (or designee).


Last modified August 26 2013 11:49 AM

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