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Faculty and Department Chair Resources

TT Faculty Recruitment Guidelines
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GUIDELINES FOR RECRUITING CANDIDATES
FOR TENURED &TENURE-TRACK FACULTY POSITIONS

Updated by the Office of the Provost
May, 2013

Recruitment Authorization. Requests for the recruitment of tenured & tenure-track (T/TT) positions are considered by the Office of the Provost as part of a College or School Staffing Proposal submitted each spring for recruitments the following year. The Staffing Proposal must be reviewed by FAB and authorized by the Provost.

In its Spring, 2010 report, the Faculty Senate Professional Standards Committee joined the Provost's Office in strongly encouraging increased communication among units in regard to tenure-track faculty recruitment. To that end, the following actions will make relevant units and constituencies more aware of recruitments and allow them to play appropriate roles in the search process (possible search committee membership, inclusion in campus visits, etc.):

The Office of the Provost encourages Deans to discuss proposed recruitments among themselves before the submission of Staffing Proposals.

The Office of the Provost will provide Deans with a summary of approved faculty recruitments.

The Office of the Provost will post the year's approved faculty recruitments on its webpage.

If consistent with a unit's search process, candidate "Job Talks" should be widely publicized (see Campus Interview Authorization section below for more information).

Once newly hired faculty members arrive on campus, unit efforts to connect them with current faculty with common interests should increase (see Accepted Offer section below for more information).

Recruitment Initiation. If a T/TT recruitment is authorized via the Staffing Proposal process, the unit must generate a requisition in PeopleAdmin to initiate it within our administrative system. This electronic requisition must be approved by the Dean's Office, FAB, and the Office of the Provost before any further action is taken. The following informational links will help complete the requisition.

T/TT Search Committee Membership Guidelines

T/TT Advertising Guidelines

Special Note: 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.

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 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.

First Phase of the Search. The dossiers of candidates should contain at a minimum their letter of application and vita. Other required items such as letters of recommendation, graduate transcripts, teaching materials, and samples of scholarship 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. Candidates in creative or performing arts may send other appropriate evidence of their work. When possible and appropriate, search committees may use telephone or teleconferencing interviewing and opportunities at professional meetings to help screen applicants.

Interviewing at Professional Meetings. Interviews at professional meetings do not require the advance approval of the Provost. Before the meeting, the Search Committee should review the Guidelines for Interviewing at Professional Meetings.

Campus Interview Authorization.

New Effective September, 2012: For all non-COM tenure-track recruitments, please use the PeopleAdmin applicant status "short-listed/screened" to identify the subset of applicants short-listed for further screening in preparation for selecting the list of finalists invited for an on-campus interview. The "short-listed/screened" phase may include phone interviews, airport interviews, solicitation of additional materials, or other appropriate screening methods. In cases where the full applicant pool is subjected to this screening process, please select the "short-listed/screened" status for every applicant (so it is obvious to the Office of the Provost that this step included all applicants, otherwise it may appear that this step was not part of the process at all). The short list/screening activity does not require pre-authorization.

Interviews conducted for the purpose of the final hiring determination do require the advance approval of the Dean and the Office of the Provost. In most, but not all cases, these interviews take place on campus. Before inviting candidates for a campus interview, the unit must complete the Campus Interview Authorization tab in PeopleAdmin and forward it for approval. The request for Campus Interview Authorization should include:

  • Position Number and Title
  • Description of the Search Process
  • Where ads appeared, including electronic locations, and a copy of the print ad
  • Specific actions the department took to widen its pool of applicants
  • Availability and comparison of the applicant pool demographics with national, discipline-specific demographics (use data from discipline organizations); additional data is here: National Science Foundation
  • Candidates Selected for Interview: Synopsis of the short-listed candidates' accomplishments and/or potential as teachers/researchers/scholars
  • Candidates Identified as Possible Interview: Brief comment justifying "possible interview" status OR, synopsis of candidates' accomplishments and/or potential as teachers/researchers/scholars to preclude Campus Interview Authorization II noted below
  • In the case of a TRI-related TT recruitment, an affirmation that the TRI Steering Committee (or designee) will be included in the candidates' interview schedules.

It is suggested that candidates for T/TT positions meet with the following:

  • Search Committee
  • Department Chair
  • Dean or Associate Dean
  • Department or School Members
  • Individuals beyond the department/hiring unit with related transdisciplinary research interests
  • Individuals who represent the broader University and Burlington community to help the candidate appreciate the less tangible factors influencing quality of life
  • When appropriate, community stakeholders in the field

If consistent with a unit's search process, candidate "Job Talks" should be widely publicized. These talks may be listed on the campus calendar. To include them in the weekly "This Week @ UVM" message, units should send event details to Broadcast.Center@uvm.edu.

Special Note Regarding TRI-Related Faculty Recruitments: Once the final list of candidates for on-campus interviews is approved by the appropriate Chair and/or Dean and the Provost's Office, the appropriate TRI Steering Committee and/or its designees will be included in the candidates' interview schedules for private meetings. It is essential that feedback from these meetings be provided to the Search Committee. The Provost's Office will request that Steering Committees provide this feedback as soon as possible (in the case of a very tight recruiting timeline, Steering Committees should be prepared to provide feedback without delay) and no later than three days after the conclusion of the candidates' on-campus interviews.

International/Non-American Citizen Candidates. If the hiring unit is aware (on the basis of a candidate's self-identification), that any candidates for a campus interview are not U.S. citizens or permanent residents, the hiring unit should inform the Office of International Education.

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 and the Office of the Provost. A request for Appointment Authorization should include:

  • Position Number and Title
  • A discussion of the strengths and weaknesses of the candidates who will not be considered for an offer of employment
  • In rank order, a discussion of the strengths and weaknesses of the candidates to whom an offer of employment may be extended
  • For tenure-track hires:
    • the result of any departmental discussion or vote taken with respect to the finalists
    • if a TRI-related hire, discussion of the candidates' ability to contribute to the initiative, including the input of the TRI Steering Committee

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.

Special Note Regarding TRI-Related Faculty Recruitments: The TRI-related Search Committees will provide the appropriate hiring official (Chair and/or Dean) with a narrative describing the strengths and weaknesses (including the candidates' ability to contribute to the initiative) of all candidates who are invited to campus for interviews.

International/Non-American Citizen Finalist. If the finalist is not a U.S. citizen or permanent resident, the hiring unit must immediately inform the Office of International Education so they can assist the unit and the individual with obtaining legal work authorization.

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 and Dean, 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.
Once newly hired faculty members arrive on campus, unit efforts to connect them with current faculty with common interests should increase. The Council of Deans can support its members in these efforts. In addition, the Office of the Vice President for Research may also be able to identify faculty members with common interests.

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 Staffing Proposal to recruit again in the future.


NOTE: It is University policy that tenured/tenure-track 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 22 2013 04:52 PM

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