Hiring Process Chart
|
Step |
Approximate Timing |
Notes |
| Search Request | Spring before the year in which the search will be conducted | The DOF will send out a memo soliciting search requests. At this time, chairs and directors should respond to the Dean's request by email. |
| Approval of Request | Spring | The DOF will respond to search requests by email and will solicit hiring plans for those requests that have been provisionally approved. |
| Hiring Plan | Late spring | Use the Hiring Plan template available on the DOF web site. Be sure to include the EEO and Interfolio language in your job ad. |
| Hiring Plan Approval | Late spring | The DOF and the Office of Institutional Diversity will approve hiring plans by email. |
| Interfolio Setup | Early summer | Once a hiring plan has been approved, set up a job posting in Interfolio. For departments that have not yet run a search with Interfolio, please contact the DOF for assistance. |
| Job Announcement Posting | Early summer through fall | Once Hiring Plans have been approved and the position has been set up, the department should post job ads in appropriate venues, integrating the Interfolio URL in all ads. |
| Applicant Tracking | Fall through winter | As applicants are moved to the short list or are deemed unacceptable, update their status. This will allow you to generate a log of applications that will meet federal reporting requirements. |
| Interim Pool Report | Late fall through winter | Fill out the Pool Report Form, upload it to the attachments section of your Interfolio search page, and email dean_of_faculty@brown.edu notifying the DOF that the Pool Report is complete. |
| Academic Development and Diversity meeting | Late fall through winter | The Diversity Representative is encouraged to meet with the Associate Provost for Academic Development and Diversity at least one week prior to the anticipated approval of the Pool Report. |
| Pool Report Approval | Late fall through winter | The department will be notified by email when the Pool Report is approved. |
| Candidate Visits | Late fall through spring | After the Pool Report is approved, departments may begin inviting candidates for on-campus interviews. |
| Hiring and Compliance Reports | Spring | Once the search committee has interviewed all candidates and the department has reached a decision, submit the completed Compliance Report, minutes of faculty meetings at which the proposed candidate was selected (including details of the quorum and final vote), and a brief memo justifying the Department's recommendation. Compliance Reports no longer need to be accompanied by dossiers for departments using Interfolio. |
| TPAC Review (senior candidates only) | Before official offer | See relevant sections of the Handbook and Faculty Rules or contact the office of the Dean of the Faculty for help with the TPAC process. |
| Offer Letter | Spring | Once the DOF has approved the Compliance Report, the department may discuss general terms with the top candidate, though the official offer letter, including any salary details, will come from the Dean. |
| Job Requisition | After hiring process is complete | Complete requisition process in Workday after the candidate has accepted the offer. |