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Faculty Hiring (Process)

Faculty Hiring Questions?
  • Legal issues: Office of General Counsel (x3821)
  • Decision-making authority: Deans' offices and the Office of the Provost (x3601)
  • Contracts: Amy Tomlinson (x7725)
  • Bearquest: Stephanie Kilgore (x8462)
  • or refer to this step-by-step guide: Faculty Hiring - BearQuest Instructions


    1. Make faculty position requests when a position is vacated or a new line is desired. Once the new position is granted....
    2. Establish a search committee.
    3. Attend the chair training session (and have the search chair attend) on faculty hiring procedures.
    4. Distribute OGC's Quick Reference Guide on Hiring Issues and Legal Considerations in Hiring to all faculty who may participate in interviewing/hosting candidates.
    5. Use the pre-approved advertising templates when advertising the position. These templates are available on the Faculty Hiring (Forms)webpage or at the bottom of the Faculty Emplyment Action Guide. Note that you must have advertised in the print version of the Chronicle of Higher Education to satisfy requirements when desiring to hire foreign nationals.

    6. Make to print and keep copies of all faculty position ads and maintain a list of any URLs used during the search process. This is particularly important when a foreign national is hired because the ads may be used to aid the new hire in obtaining a green card.
    7. Conduct prelimary interviews.
    8. Submit two complete candidate files to your dean's office, which will forward the files to the Provost's Office and coordinate the campus interviews. Complete files include the candidate's: letter of application, Faculty Prospect Interview form, transcript showing highest degree conferred, curriculum vitae, Faculty Certificate of Credentials Form, and three letters of reference.
    9. Once the candidate arrives on campus, obtain a signed Consumer Disclosure and Authorization form, and bring that to the administrative interview in Pat Neff. Unlike in the past, please do not send the background check forms directly to Human Resources.
    10. If you want to hire a foreign national, be familiar with the process to assemble an H1B petition. A significant amount of lead time is required to get a hire on campus by the start of a fall semester. Let the Office of General Counsel walk you through the process.

    11. Once you have identified the candidate you would like to hire, complete a Bearquest request to hire that person. Make sure that you print the signature form and circulate it to the tenured faculty. Submit this form to your dean.

    12. Dean approves candidate and seeks the provost's approval to hire. One of two processes must be used:

      (a)If no salary negotiation is required, the Bearquest request can be sent from your dean to the Provost's Office without prior approval.

      (b) If salary negotiation is required, your dean must request permission in writing from the Provost's Office to conduct that negotiation. Once the negotiation is complete, your dean submits the Bearquest request (including the exact language of any addendums) to the Provost's Office for final approval.

    13. Upon notice of the approved Bearquest proposal, HR generates the contract and sends it to the chair and dean for approval.
    14. When the dean approves the contract, HR will send it to the candidate.

    15. HR will notify the dean and department chair when the signed contract has been returned.
    16. After the signed contract has been returned, contact Budget Office to get any operational funds approved with the position added to your budget.