Recruitments Open to External Candidates
Academic Administrator positions that include an underlying Tenured/Tenure-Track faculty appointment and are open to both internal and external candidates should follow the Recruiting Guidelines for Tenured/Tenure-Track Faculty. For external candidates, in addition, please refer to Expedited Tenure Review Process (PDF).
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 (FAB) and get authorization from the Office of the Provost. These electronic requisitions must be approved by the Dean's Office, FAB, Faculty Services (HR), and the Office of the Provost before any further action is taken.
Special Notes:
1 - With the exception of the Larner 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.
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. General guidelines for recruitment and hiring (PDF) can be found on the Office of Affirmative Action and Equal Opportunity (AAEO) website.
Search Committee Composition
Please refer to the University and University Officers' Manual (PDF) 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.
UVM’s Office of Affirmative Action and Equal Opportunity holds annual training sessions on best practices in Affirmative Recruiting for 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, the 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 teams, telephone or teleconferencing interviewing, and opportunities at professional meetings to help screen applicants.
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, Faculty Services (HR), and the Office of the Provost. Units should not submit written/paper requests for Appointment Authorization. A request for 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 evaluation matrix or rubric);
- A discussion of the strengths and weaknesses of the candidates who will not be considered for an offer of employment, as above; and
- Provide a faithful summary of any departmental discussion or assessment outcomes regarding the finalist's performance during on-campus interviews.
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 Faculty Services (HR). Faculty Services will forward the materials to the Provost's Office for review and signature by the Provost. Faculty Services will then send the letter to the unit to mail to 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.
Unsuccessful Searches
If the search is judged by the hiring unit or Provost (or designee) not to have yielded acceptable candidates, 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: 02/06/2024