For hires of tenured and tenure-track faculty

See supplementary guidance for administrative staff at COE Recruiting Procedures for Administrative Managers.

Additional resources for recruiting tenured and tenure-track faculty

Tracking search progress

The department Administrative Manager, in collaboration with the department chair and search committee chair, should track and update each stage of the recruiting process on the "Stages of Faculty Searches 20YY-20YZ" spreadsheet on Box (access limited). This spreadsheet is used by College leadership and Dean's Office staff for informational and planning purposes.

Phase 1:  Prior to Search

1) Department chair submits a search request to the Dean for approval, with a cc to the department Administrative Manager, including the position title and rank and draft job description.

2) If the Dean approves the search request, the department chair submits a proposed search committee and search chair (include at least one T/TT faculty member from outside of the department)

3) Once the search committee is approved, the department chair appoints the search committee, and the department chair and/or search committee creates a job posting.

3) Search committee chair submits posting for approval by Senior Associate Dean.

Include the following:

    1. boilerplate language about the college, signature impact areas, and funding
      1. For an example of boilerplate language, go to: Box (access restricted) > COE HR - Faculty HR > All Departments Faculty Recruiting XX-XY > Job posting template and example
      2. Box folder access requests can be sent to COE-FacultyAffairs@austin.utexas.edu
    2. list of required and preferred qualifications for junior and senior level positions 

4) If the Senior Associate Dean approves, the department Administrative Manager submits the posting in Interfolio. (See COE: Posting a Position in Interfolio for instructions.)

5) Dean's Office Faculty Affairs will receive a notification requesting approval of the Interfolio posting and will forward a copy of the posting to the Senior Associate Dean for approval. If approved by the Senior Associate Dean, Dean's Office Faculty Affairs will approve the posting in Interfolio.

Where are UT Austin faculty positions posted?

Keep records of where and how the job posting is shared. The Search Committee Chair(s) must complete the Appointment Process Summary and share with the department Administrative Manager for inclusion in the PAR (hiring request) packet. Note that question #3 of the form asks for a) a list of all journals, periodicals, etc. where the posting was placed, and b) citation of any other recruiting channels used including personal contacts, letters to other departments, professional meetings, etc. 

Positions created in Interfolio are pushed automatically to the UT Faculty Careers web site, and then scraped out to the Chronicle of Higher Education, and HigherEdJobs when they meet all of the following parameters:

  1. Position has been submitted for approval, reviewed, and approved by an Administrator in Interfolio
  2. Must be "Open" - today's date is on or after the position's Open Date and before the Close date at 12:00 EST (unless set to "Until filled" or "Set not to close")
  3. Not Archived (a setting in position management)
  4. Has a position status of "Accepting Applications"

If international applicants are being considered

Additional recruiting requirements must be satisfied in order to sponsor an employee for employment-based Lawful Permanent Residency.

The U.S. Department of Labor requires that employers sponsoring non-U.S. citizens for permanent residency (via the EB-2 Advanced Degree Professionals category of I-140 Petitions) have posted at least one ad (print or online) in a national, professional journal for at least 30 calendar days. Departments should keep this in mind if international candidates will be considered for hire. Documentation of start and end dates of the ad, as well as the text of the ad, will be required for permanent residency applications.

For more information, see the following:

Contact Texas Global - International Student and Scholar Services with any questions.

Additional advertising options

Departments may wish to share their job postings more widely. Additional advertising options are listed below. Note that some services require a fee.

Advertising with the COE Office of Marketing and Communications

The COE Marketing and Communications (MarCom) team is available to assist with advertising faculty searches through social media (both paid and/or organic). If you'd like to amplify your open faculty position(s), please contact Amanda Karr, Senior Director of Marketing and Communications at coecommunications@austin.utexas.edu. Please include "Faculty Search" in the subject line of the email, and include the following:

    1. Interfolio job posting and/or detailed position description highlighting the responsibilities, qualifications, and expectations for the role.
    2. Specifics for department or position: If there are any specific details about the department, position or other relevant information that should be included in the posting, please ensure you provide these details in your initial email.

Collaboration and review: MarCom will collaborate with you to create an engaging and informative social posts that accurately represents the faculty position and our college’s values.

Marketing Channels: Once the posting(s) is finalized, the MarCom team will manage the dissemination of the job posting through LinkedIn, Twitter, Facebook or other social channel, ensuring maximum visibility and reach.

This updated process aims to streamline and enhance our faculty recruitment efforts, ensuring that we attract the most qualified and motivated candidates to join our department.

Should you have any questions or require further clarification about this process, please do not hesitate to reach out to Amanda directly.

Phase 2:  After Position Posted

Department/Search Committee Chairs should ensure that all candidates within each search are treated the same. For example, if interviews are conducted virtually, all interviews in that round should be conducted virtually, or if delays arise in the interview schedule, all interviews should be postponed to fall within the same timeframe. Per HR guidance, virtual interviews should not be recorded, unless all candidates are asked in advance of the interview and each is given the option to opt out of recording.

1) Search committee chair seeks ongoing consultation with Senior Associate Dean regarding applicant pool and recruitment efforts.

2) Search committee narrows the pool of candidates for Zoom interviews, or equivalent.

    • Training on evaluating applications in Interfolio is available at Interfolio: Evaluating Applications.
    • Optional for committee use, and can be adapted as needed, "Sample Candidate Evaluation Tool - faculty searches."  File path: Box > COE-HR-All Departments Faculty Recruiting YY-YZ > Sample Candidate Evaluation Tool - faculty searches. 

3) Search committee conducts video interviews with semifinalists.

4) Search committee narrows the semifinalist list to two or three potential on-campus interview candidates.

If any of the finalists are non-U.S. citizens, the department should schedule a meeting for the candidate with Texas Global - International Student and Scholar Services during their on-campus visit. See more at COE: International Hiring.

5) Search committee chair writes On-Campus Interview Request Memo. Note that some items included in the On-Campus Interview Memo will also be used in the Appointment Process Summary for the PAR, the hiring documentation processed by the department Administrative Manager. 

On-Campus Interview Request Memo

Either a) download and use a copy of Template: COE On-Campus Interview Request Memo, or b) write a memo including all of the information listed below:

  1. Search committee membership
  2. Search committee meeting dates
  3. Job posting/position description
  4. Summary description of recruiting efforts
  5. Search process description
  6. Interfolio report of the pool demographic characteristics (see Interfolio Reports Access & Instructions)
  7. Candidate evaluation criteria from position description and review process
  8. Table of video interview candidates including:
    1. Name
    2. Basis for selection
    3. Affiliation
    4. Experience
    5. Publications
    6. Grants
    7. Other search criteria
  9. Interview questions
  10. Full description of possible on-campus interview candidates that includes strengths and areas of continued growth


6) At least three business days prior to meeting, search committee chair sends the materials listed below in a single email to the Dean, with a cc to the Senior Associate Dean, the department Administrative Manager, Claire Bush, and COE-FacultyAffairs@austin.utexas.edu. The Office of the Dean EA will upload the materials to Box.

    • Completed On-Campus Interview Request Memo
    • CVs of all proposed finalist interviewees
    • CVs of all semi-finalists

7) Search committee chair and department chair meet with the Dean and Senior Associate Dean for review. Dean reviews on-campus interview list for approval.

8) If approved by the Dean, candidate interviews are scheduled through the hiring department. On-campus schedules are created, including both an interview with the Dean, and a meeting with the Associate Deans. The Associate Deans will block time for this purpose.

9) Job talks are advertised by the department broadly across all COE departments.

Additional steps for College-Wide hires

In addition to all steps above:

  • Search committee chairs should plan a schedule that ensures the candidates will have broad exposure to departments where there might be a fit.
  • Job talks should be widely advertised across all departments.
  • Include departmental representation for dinners/slate of appointments.
  • Candidate should meet with department chairs representing potential affiliations and have conversations about what those potential affiliations might be.

Phase 3:  After Campus Interviews with Finalists

1) Evaluations are collected by the search committee from faculty and students: evaluation forms, written or verbal feedback to committee members, search chair, department chair; or any other evaluative information.

2) Search committee deliberates and makes a hiring recommendation.  Based on their review, they may recommend: (a) one candidate, (b) more than one candidate (rank-ordered), or (c) no candidate.

3) Search committee chair writes Hire Recommendation Summary Report and submits to the department chair. The report should include the following information:

Hire Recommendation Summary Report

Summary report includes:

A. Search committee’s and department chair’s/chairs' (independent) assessment of each finalist’s strengths and weaknesses, including:

  • how each candidate would add to program area(s), department(s) and College
  • how well each candidate fits the criteria for selection
  • how the final selection was made
  • final vote

B. Summary of faculty and student feedback for each candidate including more specifically:

  • a paragraph for each candidate describing faculty feedback
  • a paragraph for each candidate summarizing student feedback
  • any evaluation forms, written or verbal feedback to committee members, search chair, department chair(s), or any other evaluative information

C. Final hiring recommendation of the search committee which must include a rationale for the decision and can include the recommendation to hire:

  • one candidate or
  • more than one candidate with the list rank-ordered, or
  • no candidate


College-Wide hires: Recommendations from the search committee also includes identification of possible departmental affiliations and reference checks. It is expected that a college-wide search would identify potential affiliations with more than one department.

4) Department chair reviews the Hire Recommendation Summary Report.

5) Search committee members should perform reference checks of each finalist, asking the same questions to each reference about each candidate.

Example questions:

  • How well and in what capacity do you know the candidate?
  • Can you give me an example of a time the candidate [demonstrated skill/aptitude at a required or preferred function of the job]?
  • What are the candidate's strengths and challenges?
  • For new scholars: What can you tell me about the candidate's potential for continued success as a scholar?

Phase 4: Before BC/EC meets

1) The department chair receives Hire Recommendation Summary Report from the search committee chair.

2) Department chair emails Hire Recommendation Summary Report to the Dean and Senior Associate Dean. 

3) Optional: Department chair schedules a meeting with the Dean. The Hiring Recommendation Summary Report must be sent at least three business days in advance of meeting.

4) The Dean approves moving recommendation forward for BC/EC discussion and vote.


Phase 5: BC/EC meeting and following

1) Department chair submits Hiring Recommendation Summary Report from the search committee to the BC/EC and convenes the group for discussion and anonymous vote on the finalists.

  • College-Wide hires: If the BC votes in favor of proceeding with the hire, department chairs work together to determine the distribution of the appointment (usually not 50/50). Search committee chairs meet with the Dean to provide a summary of assessment by the BC/ECs.

2) After the BC/EC vote, department chair submits Hiring Recommendation Summary Report to the Dean and Senior Associate Dean, and a cover letter that captures the following:

    • EC/BC discussion
    • EC/BC vote
    • their own evaluation of the candidates
    • any other information pertinent to the Dean

3) If the Dean approves, department chair (or in the case of a College-Wide hire, the chair of the department with the greater share of affiliation) and Senior Associate Dean discuss salary and start-up package. It is strongly encouraged to capture agreed-upon offer items in email rather than just verbally, and cc or forward these to the department Administrative Manager for reference during the draft offer letter writing process in collaboration with COE Faculty Affairs, including all helpful details and specifics.

4) Once approved by the Dean to proceed with the hire, the department chair should begin working with the department Administrative Manager and COE Faculty Affairs on the hiring process, including PAR, Offer Letter, and Hiring Tenured Faculty process if appropriate. Keep in mind that these processes can take a great deal of time and effort, and please plan accordingly.

After the conclusion of the search

Disposition the Interfolio position

Immediately after the conclusion of a faculty search, be sure to ask the department Administrative Manager to close the Interfolio position (archive) and indicate an outcome. For searches that did not result in selection of a candidate, add a note about why no selection was made (e.g., cancelled due to lack of funding, position no longer needed, lack of qualified applicants, etc.). See Interfolio: Close a Position and Select Applicant(s).

Communicate with applicants

After closing the position in Interfolio, the Search Committee Chair should communicate to all applicants that the position has closed. 

This can be done in Interfolio - see instructions at Interfolio: Email Applicants. To email all applicants not selected for interview, check the "Applicants" box at the top of the table, and then deselect the names of those interviewed. The email message to applicants not interviewed might be something like: 

“Thank you very much for submitting an application for the Assistant/Associate Professor position in Department Name at The University of Texas at Austin. We regret to notify you that your application has not advanced to the interview stage. We appreciate your time and interest, and wish you the best in your job search endeavors.”

For applicants interviewed but not selected for hire, the Search Committee Chair should send a more personalized email. 

Interfolio for search committee members

How to log in

  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)

Training 

Interfolio FAQ

Q. I am a search committee member. How do I get Interfolio access to materials for the search I'm on?

  • The Administrative Manager for the primary hiring department has the Administrator role for Interfolio in your department. Please contact them to request access. 

Q. What does the applicant see?

Q. I want to share the posting with my professional networks. How do I find the "Apply Now" URL?

  1. In Interfolio, click on "Positions" under "Faculty Search" on the navigation bar.
  2. Find and click on the name of the desired hyperlinked position.
  3. Click on "Position Actions" at the top of the screen, and select "View position details."
  4. Click the Position URL link to view the Apply Now page from the applicant's view.
  5. Note that the position must be open and published before the position details are displayed and applicants are able to apply.

Q. How do I view positions?

  • Once logged in, users who have been assigned to search committees will be able to select “View Positions”

  • If you do not see a search that you are on you may need to select “Change Role”, depending on if you are an evaluator or committee manager

Q. Can I establish custom ratings criteria and/or set up a blind review?

Q. How do I view and review applicant materials?

Q. Can I request additional materials from selected applicants?

Q. How do I view EEO data for applicant pool?

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

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