Recruitment and Hiring

Faculty recruitment process

Step 1 - Position identified and Search Committee formed

Step 1 - Position identified and Search Committee formed

A position is identified and approved for recruitment, and search committees are selected through a nomination and voting process coordinated by the Faculty Success Hub.

Step 2 - Search Committee Chair and Committee Members review search process documents and presentations

Step 2 - Search Committee Chair and Committee Members review search process documents and presentations

  1. All search committee members must review the following documents and presentations/training:
  2. The Search Committee Chair is required to complete all of the above, plus review the Faculty Search Handbook. The search committee chair is responsible for ensuring all committee members review the required training and presentations, and ensure all policies and guidelines for the search are followed.

Step 3 - Job Ad and search plan

Step 3 - Job Ad and search plan

The search chair works with the search committee to create a job ad and complete the search plan form (including advertising locations):

  1. Use the tenure-track ad template or non-tenure ad template to create an ad, filling in the yellow areas. The items not highlighted should not be changed.
  2. Complete the non-tenure Search Plan Form or tenure-track Search Plan Form. For tenure-track searches, also include a separate list of all potential advertising locations.
    1. Please note that required advertising locations are already filled in on the form.
  3. The job ad and search plan form should be sent to academic personnel HR and the assistant (NTE) or associate (TT) dean for review.

Step 4 - Job Ad posted

Step 4 - Job Ad posted

Once the ad and search plan are finalized, the job ad will be posted to Interfolio, and the CHS and ASU recruitment sites. The ads will then be posted externally.

  • Search committee chairs should work with the admin of the assistant or associate dean of Faculty Success to finalize the additional advertising locations and confirm it is within budget ($1000 for NTE and $2000 for TT).

Step 5 - Application Steps

Step 5 - Application Steps

All applicants will apply through Interfolio. They will be required to complete all profile information and include all documents required before their application is considered complete. They may contact the person identified in the ad (typically an admin or academic personnel HR) if there are additional questions.

Step 6 - Applicant Evaluation

Step 6 - Applicant Evaluation

Search committee can begin reviewing and rating applicants through Interfolio after the deadline. Please see the rating scale and Interfolio log in and evaluation instructions.

  1. Prior to evaluation of candidates, the search committee should re-confirm the definition of each desired and required qualification and rating scale so there is consistency in rating of the candidates.  
  2. Once the candidates are rated through Interfolio, the search committee should meet in person or via Zoom to discuss as well. (Note: search committee members CANNOT discuss the candidates evaluations via email). The search committee chair can request academic personnel HR to create an Interfolio report that will show candidate ratings by desired qualifications and/or average overall ratings.

Step 7 - Zoom and In-Person Interviews

Step 7 - Zoom and In-Person Interviews

Phone and Zoom interviews should be conducted as the first step to select the most qualified candidates. Then in-person interviews are scheduled after approval is received as described below.

  1. Zoom interviews do not require approval. Interview questions should be developed by the search committee and the same questions should be used for every candidate. Please reference these sample questions that can be used for both Zoom and in-person interviews.
    1. Admin support will assist with interview scheduling.
    2. Note that Zoom interviews cannot be recorded.
  2. Once the Zoom interviews are complete and the search committee has determined the finalists for in-person interviews, approval will be required by the assistant dean of Faculty Success for non-tenured positions and for tenure-track positions, by the associate dean of Faculty Success, the dean, and provost. Candidates selected for in-person interview must be approved before the interviews can be scheduled.
  3.  The search committee chair will update the applicant status in Interfolio for candidates not selected so an applicant list can be created. Visit the Interfolio website for more information. 
    1. If the applicant status selected is 2 (does not meet desired qualifications) or 10 (lacks other strengths), an email with the specific desired qualification not met or strength that is lacking should be sent to the academic personnel HR representative. 
  4. The search committee chair should email the assistant or associate dean with the following information to request in-person interview approvals: candidates’ CVs, rationale for candidates selected, and summary of their qualifications. Academic personnel HR will provide the applicant list to the assistant or associate dean as well.
    1. For tenure-track searches only: the associate dean will review, and then send the request to the dean for approval. If approved by the dean, the request will then go to the provost for review and approval.
    2. For non-tenure searches only: the assistant dean will review and provide approval.

Step 8 - Reference Checks

Step 8 - Reference Checks

The search committee chair will contact at least two of the candidate’s references that were provided on their original application.

  • The search committee chair should notify the candidate in advance that they will be contacting references and then should contact the references to schedule a time for a meeting by phone or Zoom. Please reference the sample reference check questions.

Step 9 - Approval for Offer

Step 9 - Approval for Offer

Once in-person interviews are complete and the search committee has met in-person or via Zoom to determine the finalist candidate for hire, the assistant or associate dean and dean must review for approval before an offer can be made.

  1. The search committee chair should email the assistant or associate dean with the following information to request an offer approval: candidate’s CV, rationale for candidate selected, and summary of their qualifications. 
  2. If approved, the assistant or associate dean will reach out to the candidate to begin offer negotiations.
    1. For non-tenure, the search committee chair should discuss potential salary with the assistant dean prior to making the offer.

Step 10 - Offer Letter

Step 10 - Offer Letter

Once the details of the offer are confirmed (salary, start date, workload, and special terms for tenure-track only), academic personnel HR will create an offer letter for the candidate.

  • The assistant dean, associate dean, or academic personnel HR as appropriate will send the offer letter to the candidate.

Step 11 - Offer accepted

Step 11 - Offer accepted

Once the candidate returns the signed offer letter, candidates not selected are notified by email.

  • Once the offer is accepted, academic personnel HR will send an email to all candidates not selected who were not interviewed in person, to notify them they were not selected. The search committee chair should send a personalized email note to the candidates who were interviewed in person to notify them they were not selected.

Email correspondence and interview notes

It is recommended that any email correspondence with candidates be done through Interfolio so there is a record of all correspondence. However, if Outlook is used by the search committee chair, the search committee chair should retain these emails for their records. Search committee members should also save any interview notes from interviews. These documents should be retained for five years.

Contact Information

Heather Roberts
HR Manager
Heather.Marie.Roberts@asu.edu  
602-496-2302

Edward Truong
Academic Personnel Specialist
Edward.Truong@asu.edu
602-496-0236

 

Page updated on Sep 13, 2021 3:12 pm MST