Regular Faculty Search

Steps for a regular faculty search


1) Search Authorization

The spring before the search is to be conducted

Emailed response to the search authorization memo sent to departments in late spring.  

2) Hiring Plan

Summer, after your search has been authorized

None if using Interfolio; otherwise, the Hiring Plan for Faculty Searches (submit to Faculty Personnel).

Hiring Plan (for departments that do not use Interfolio).

3) Interfolio Setup


Set up your search in Interfolio, but leave it unpublished.  Some things to remember:

  • Leave the closing date blank
  • In the "Internal Notes" section, list your search committee members and identify the Diversity Representative and the Committee Chair
  • Attach a copy of your job ad as it will appear in print

4) Search Approval


Email the Dean's office when your Interfolio setup is ready to be reviewed.  Leave the "apply now" page unpublished until you receive approval.  

5) Interim Pool Report

After the committee has agreed upon a short-list of candidates for invitation to campus

Submit an Interim Pool Report form by attaching it to Interfolio in the "Internal Notes" section of your search. Interfolio or in paper form if not using Interfolio.

Interim Pool Report Form

6) Hiring Report

Once you have settled on a final ranking of candidates

Hiring Report, which should include: Compliance Report; final ranking of candidates; justification of rankings including reasons for excluding candidates deemed to be below the bar; minutes from relevant faculty meetings; and any additional letters that have arrived since the Interim Pool Report.

Compliance report

7) Letters of reference (senior candidates only)

After you have chosen a finalist, before the candidate appears before TPAC

Tenure evaluators for senior candidates must be vetted with the Dean of the Faculty's office before requests for references can be sent.  This process takes place by email.  Send a list of all prospective referees, making note of whether they were suggested by the candidate or the department to the office of the DOF.

8) Offer Letter

After all steps in the hiring process are completed

Financial details of regular faculty offer letters must be approved by the Dean of the Faculty and the offer letter itself will be written by the Dean. 

9.) Closing the Search

After an offer has been accepted

Add a closing date to your search (after the last application came in, but before the day on which you take this action) in Interfolio, then change the status to "archive."