Recruitment Authorization 

Requests for the recruitment of non-tenure-track (NTT) faculty 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 academic year. The Staffing Proposal must be reviewed by the Office of Budgeting and Analysis (FAB) and authorized by the Provost.

Recruitment Initiation

NTT recruitment is authorized via the Staffing Proposal process.  Units are expected to work with the Vice Provost for Faculty Affairs to develop and present recruitment (search) plans intended to yield a pool of candidates that reflects the diversity among available candidates in the hiring discipline. Upon approval of the recruitment plan, 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, Faculty Services, and the Office of the Provost before any further action is taken.

The following informational links will help complete the requisition:

The Search Recruitment Plan must be submitted when the recruitment is initiated in PeopleAdmin.

  • Description of the Search Process. Include plan for networking, broad outreach, and specific actions the department will take to widen its pool of applicants; describe any changes implemented since last search by the unit and the expected outcomes of those changes.
  • Identify where ads will appear, including electronic locations, and a copy of the print ad
  • Describe availability and comparison of the applicant pool demographics with national, discipline-specific demographics;  use data from discipline organizations and other national organizations as:

        National Science Foundation - http://http://www.nsf.gov/statistics/srvydoctorates/
        Department of Education, Institute of Education Sciences (IES) - https://nces.ed.gov/programs/digest/2015menu_tables.asp

  • Include a rubric for each step of evaluation and any other information pertinent to the evaluation of candidates

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

Diversity 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. General guidelines for recruitment and hiring (PDF) can be found on the Office of Affirmative Action and Equal Opportunity (AAEO) website.

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 (Effective Fall 2023) MUST participate in educational programs related to a strategic search process, and best practices and innovations in determining qualifications, selection, and retention. The Search Committee Chair should contact AAEO to discuss the sort of NTT position under recruitment (lecturer, clinical, library, extension, etc.) to determine and schedule the necessary Affirmative Recruiting Training.

UVM’s Office of Affirmative Action and Equal Opportunity holds annual training sessions on best practices in Affirmative Recruiting for Faculty search committee members. An announcement goes out in advance of each training with dates, times, and sign-up instructions (see Professional Development and Training calendar). If the official scheduled training dates do not work for the committee members, Search Committee Chairs can schedule a Committee-level training with the AAEO office. If a search committee member is unable to attend the training session, they can independently complete the AAEO Affirmative Recruiting virtual training (log-in using UVM netid → View Library → Policy → click University of Vermont - Affirmative Recruiting Presentation to access the training) and submit the training certificate they receive on completion to their search Chair. The Chair of the Search Committee must have completed training within the past two academic years and other Search Committee members within the past three academic years. Evidence of completion of training by all committee members should be documented in the search reports submitted to the Provost’s office for review and approval.

First Phase of the Search

The dossiers of candidates should contain at a minimum their letter of application, vita, and statement on commitment to diversity and inclusion. 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, they 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 Microsoft Teams, telephone or teleconferencing interviewing and opportunities at professional meetings to help screen applicants.

Interviewing at Professional Meetings

Interviews at professional meetings are not required, and 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

Interviews for the purpose of screening candidates do not require authorization (examples of screening interviews may include airport interviews, interviews at professional meetings, and phone interviews). Interviews conducted for the purpose of the final hiring determination do require authorization. In most, but not all cases, these interviews take place on campus.

Campus interviews require the advance approval of the Dean and the Office of the Provost. Before inviting candidates to campus, the unit must complete the Campus Interview Authorization tab in PeopleAdmin and forward it for approval. Units should not proceed with campus interview plans until the Campus Interview Authorization routed in PeopleAdmin has been approved. It is suggested that candidates meet with the following:

  • Search Committee
  • Department Chair or Equivalent
  • Dean or Associate Dean
  • Department, School or Unit Members
  • Individuals beyond the department/hiring unit with related educational/outreach/research/professional 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

BACKGROUND CHECKS FOR FACULTY: We are implementing a streamlined process for full-time faculty members to ensure efficient background check handling. UVM's Onboarding team will be integrated into the PeopleAdmin On-campus Interview request process so they can initiate the background check for faculty candidates. This will allow the Onboarding team to initiate the background check for the respective faculty member. These adjustments are aimed at enhancing the efficiency and effectiveness of faculty recruitment processes while ensuring compliance with the University's standards and policies around background checks. By integrating the Onboarding team into the PeopleAdmin process for full-time faculty hires, we streamline operations and provide a smoother, more unified experience for all stakeholders. For more information about this process, see Faculty Background Checks FAQ (PDF). This process will take effect on July 1, 2024.

*Note: While these guidelines pertain to full-time faculty recruitment processes, administrators might want to note that part-time faculty will also undergo background checks during the hiring process.

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. Units should not proceed with offers of employment until the Appointment Authorization must include:

  • Position Number and Title;
  • In rank order, a discussion of the strengths and weaknesses of the candidates to whom an offer of employment may be extended, in the areas of teaching, research/scholarship/creative arts, and contributions to UVM’s commitment to diversity and inclusion (include copy of completed evaluation matrix or rubric use for on-campus interview);
  • A discussion of the strengths and weaknesses of the candidates who will not be considered for an offer of employment, as above; 
  • Provide a faithful summary of any departmental discussion or assessment outcomes regarding the finalist's performance during on-campus interviews;
  • Confirmation that reference checks were conducted (by and with whom) and/or letters of recommendation were received (how many and from whom) -  (New - Effective July 1, 2023); and
  • A summary of reference check outcomes and/or letters of recommendation content (New - Effective July 1, 2023).

Units should not proceed with offers of employment until the Appointment Authorization, routed in PeopleAdmin, has been approved.

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 letters that deviate from the approved templates must be reviewed by Faculty Services 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 Resource Services (HRS). HRS will forward the materials to the Provost's Office/Faculty Affairs for review and signature by the Provost.

Accepted Offer

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

Once newly hired faculty members arrive on campus, unit efforts to connect them with current faculty and staff 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 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 updated 04/01/2024