Faculty Appointments & Review — Faculty Recruitment Practicalities
Policies and Procedures
- See Faculty Searches and Appointments within the DEO Administrative Manual
- Flowchart for Recruitment Process
- EOD Search Activity Guide
- Speaker Release Form for Job Talks
Brief Summary of the Usual Process
The following is applicable to all faculty lines except adjuncts and postdocs.
Initiation of Faculty/P&S Requisition/Recruitment Plan in Workflow
When Dean Djalali or Executive Associate Dean Curto authorizes a faculty search, the department initiates the Faculty/P&S Requisition/Recruitment Plan—formerly Form A—and attachments in Workflow and forwards it to Dean Curto.
When Dean Curto has approved it, it goes to the Office of the Provost for Kevin Kregel's review; he will forward it to the Office of Equal Opportunity and Diversity (EOD). The EOD staff member's final approval will be sent to everyone on the Workflow path. At that point the ad may be placed and any mailings or online notices may be done.
The rest of the recruitment procedures are still to be carried out by paper.
As applications come in to the department, each applicant is sent by e-mail a link to the Form C that asks for confidential information; the applicant will transmit the Form C directly to EOD. The department will maintain the list of applicants on the Form B, filling out columns A-G. When the faculty has decided on interviewees, the Pre-Interview Audit (PIA) is assembled:
- Cover letter explaining the choice of the proposed interviewees
- Completed Form B
- 1 copy of the CV and letters of recommendation for each proposed interviewee
The PIA may be transmitted to Alaina Hanson in one pdf file, or may be submitted in paper; when Dean Curto has approved it, the department may then contact the interviewees and schedule the campus visits. (When the itinerary is set, a copy should be sent to the dean doing that particular interview.) In the meantime the PIA is forwarded to EOD for its final review and approval. Alaina Hanson will relay any questions to the department.
When interviews are completed, the faculty chooses a finalist and draws up the Form D package:
- Form D; if it is a joint appointment, even if the secondary is zero %, both DEOs must sign
- cover letter explaining the choice of the finalist
- Form B, updated to include new applications and to show results of the interviews
- draft of the offer letter—available by e-mail attachment from Alaina Hanson
- details of any large start-up request
The Form D package may be transmitted in one pdf file to Alaina Hanson or may be submitted in paper copy (sometime in 2007-08 the University will require all faculty recruitment to be conducted online, as staff applications are done now). When Dean Djalali and Dean Curto have approved the Form D package, the College will transmit it to the Provost's office and to EOD simultaneously. Alaina Hanson will notify the department when approval is final, and at that point the offer letter may be released to the candidate. A Form E is to be included with the offer letter.
If the candidate wants to negotiate some elements of the offer, the DEO will call Dean Curto to discuss the candidate’s requests. When negotiations are complete the candidate who accepts the offer should return the signed letter to the DEO, who will initial the last page. The department keeps the original and sends a copy to Alaina Hanson.
If a moving allocation is part of the signed contract, the department should fill out the online Moving Authorization form and send it to Alaina Hanson, who will have it signed by Dean Curto and then will forward it to Cathy Fountain in the Business Office, who will contact the new faculty member with instructions.
The final step is the initiation of the appointment form in Workflow.
- Tips on Interviewing and Evaluating Fairly, from the Office of Equal Opportunity and Diversity
- CLAS Policy on Search Committee Members Whose Advisees Become Candidates in Faculty Searches
Waivers of Affirmative Action Search for Faculty Positions
There are occasions when it is appropriate to fill a faculty position by asking the Office of Equal Opportunity and Diversity (EOD) for a waiver of the usual search procedures in order to either bring an individual to campus for a formal interview, or to appoint him/her immediately to the position.
One example is the identification of a scholar who is a member of an underrepresented minority group or gender and who possesses the credentials required for a particular position. The appointment of such an individual would have to contribute to the University's, the College's, and the department's shared goal of faculty diversity.
The DEO brings such a proposal to Executive Associate Dean Raúl Curto. If the College decides to support such a recruitment, Dean Curto will initiate the process by requesting an EOD waiver and presenting the credentials of the scholar to demonstrate that if a search would be undertaken he/she would rise to the top of the applicant pool.
The request for a waiver may specify either:
- A formal campus interview as the first step to an offer; OR
- An immediate offer of appointment
The DEO must send Dean Curto a few paragraphs explaining how the candidate meets the three criteria needed for a waiver to be approved:
- the line is high on the list of priorities for the Department and/or College (i.e. diversity hire, emergent instructional needs, uniquely qualified candidate, etc.);
- there is overwhelming support (at least 75%) of the candidates appointment by the current faculty;
- if the department were to run a national search in the specific area of expertise, the candidate would emerge as one of the finalists.
If the waiver request is for a campus interview (and is approved), the DEO will set up the candidate interviews, including Dean Curto (Dean Djalali if the appointment is to be with tenure). Following the campus interviews the DEO will report to Dean Curto the level of faculty interest in offering the candidate a position. If all are in agreement the DEO will draw up a letter specifying the faculty vote, and a draft offer letter for submission to Dean Curto.
If the waiver request is to appoint the candidate directly to a position (and is approved), the DEO will draw up the Waiver Request form, cover letter, draft offer letter, and three letters of reference for submission to Dean Curto, who will forward them to the Provost's office along with his endorsement of the request, and then to EOD. [Even though the position is assured through the granting of the waiver, the terms of the offer must receive the usual College/University review.]
When the DEO receives notification of final approval, the offer letter may be released to the candidate.
Questions? Contact Alaina Hanson.
Preliminary interviews at professional meetings
The Office of Equal Opportunity and Diversity will usually permit a department to conduct as many as 10-12 candidate interviews at a professional meeting (e.g., Modern Language Association each December; Collegiate Art Association each February) with the goal of selecting usually 3 candidates for formal campus interviews.
To do so the department should submit to Dean Curto these elements of a Pre-Interview Audit (PIA):
- Cover letter describing the choice of the 10-12 preliminary interviewees as against the complete applicant pool;
- A completed Form B;
- 2 copies of the CV and letters of recommendation for each preliminary interviewee.
When OAA has given final approval, those particular interviewees may be contacted.
When the faculty has returned to campus and has reached agreement on which individuals should be invited to campus, the DEO should notify Alaina Hanson of those names.
If, at the professional meeting, a new individual is identified for a potential campus visit, the DEO must submit a "Supplementary PIA" and get approval before that person can be included in the campus visits.
In exceptional circumstances the Office of Equal Opportunity and Diversity (EOD) will permit a department to bypass a national search and to limit advertising to one local newspaper, usually the Cedar Rapids Gazette, and to one large urban Midwestern outlet, usually a Chicago or Des Moines newspaper. The ad outlet will be identified on the usual Form A which the department will submit to the College prior to any advertising.
Such regional searches are permitted only for a non-tenure-track faculty position, or for a P&S position when these circumstances pertain:
The position is multi-year, e.g., a renewable Lecturer or (in rare cases) a multi-year visiting faculty member*;
The academic field and/or the job skills required are so specialized that the applicant pool is very small and may only comprise individual(s) already known to the department
*If the position is for twelve months or less, with no renewal possible, CLAS has final approval authority; see Policies/Procedures in Searches for Visiting Faculty Appointments.
Interviewing Foreign Nationals
The Office of Immigration Services at The University of Iowa provides the information and assistance departments need as they recruit and employ individuals who are not U.S. citizens, and departments should contact that office directly with questions. Their website is a good source of general information on correct procedures for interviewing and for extending a faculty or staff offer.
Once the decision is made to extend an offer, and the department has reason to believe that the finalist is not U.S. born, the offer letter should state:
This offer is contingent on your being eligible to work in the U.S. by the date of appointment.
If the candidate accepts the offer, the department may then ask for detailed information on his/her visa status. The department should promptly fill out a Case Initiation Form and submit it to Immigration Services in order to avoid any serious delays in obtaining work authorization. Please remember that regardless of an individual's qualifications, not everyone is eligible for employment in the U.S., as determined by his/her individual circumstances.
NOTE: Applicants must use the jobs@UIOWA system.
Pre-Interview Report (PIR)
The Pre-Interview Report (PIR) is also prepared online through the jobs@UIOWA system and is handled in a manner similar to workflow forms. CLAS does require a memo explaining the selection of candidates for interview. For detailed information on the PIR process, click here.
Search and Selection Summary (SSS)
The department will use the Search and Selection Summary (SSS) link to request approval to make an offer. The SSS should include a draft offer letter, recommendation letters, and a memo detailing the rationale of the hiring decision (provide reasons for selection of candidate and reasons for non-selection of other candidates who were interviewed for the position). For detailed information on the SSS process, click here.
The department will issue the offer letter in paper or by PDF attachment, and must include the Voluntary Self-Identification form, which the candidate will return directly to EOD.
The department will also include with the offer letter the Data Collection Form for New Appointments.
At the time the department receives the signed contract, the MFK should be verified with the CLAS Accountant and the Moving Authorization form should be submitted to the Faculty Human Resources Manager for the Executive Associate Dean's approval.
Contact Alaina Hanson with any questions.