Recruitment Checklist for Department/Program Coordinator
I. Preparations for search
____ All job ads must be approved by the dean(s). The faculty search project number is 200025.
Arrange for job ad placement (for all tenure-track searches, we need one print ad placed in a national
journal) through ‘Advance Notice’ in appropriate journals or newsletters and websites. Prepare bulk
mailing to major graduate programs if appropriate.
____ Use project number and account codes on all invoices related to recruitment, and forward invoices to
Dodie in the dean’s office. Please include tear sheet with advertising invoices. If you arrange for
dining service setups, please send all function sheets to Dodie for approval and processing. If you
will have candidates go through the line for meals, please send Dodie an email to let her know
number of people and the date.
II. Application Process – Paper searches
____ Acknowledge all applications as they arrive, including with each letter the “Affirmative Action
Information Request” form. (Form and return envelopes provided by HR.)
____ Discuss with search committee chair the tracking of application statistics requested by the “Faculty
Search Summary Form” from affirmative action officer. This form must be completed and presented
at the short-list meeting.
III. Application Process – Recruit for Faculty searches
____ Arrange for training in managing the search in the Recruit system from HR (Amy Bai).
____ Meet with search committee chair, Jim and Dodie about search plan, etc.
____ Dodie will send Guest User account information for search committee once search is live in the
IV. Campus Interviews
____ For tenure track search, check president’s calendar as early as possible (Rebecca x3222).
____ For tenure track search, check Cristle & Jim’s calendars early in search (Jeanne x3978).
____ For non-tenure track (visiting) search, check only Jim’s calendar (Catey x3978).
____ If paper search, files for long short-list candidates should be sent to Jim at least one day prior to
____ Paper search only: Completed Faculty Search Summary form should be sent to Jim at least one day
prior to short-list meeting.
____ Paper search only: At least one day prior to short-list meeting, send email to HR with total number of
applications received to date.
____ Arrange for candidate travel (with Hewins) and lodging once short-list candidates are chosen and visit
dates are confirmed.
____ For tenure track searches, arrange for ad hoc committee lunch, if possible, otherwise meetings with
the ad hoc committee members at convenient time.
____ Arrange for candidate transportation between lodging and campus if necessary.
____ Prepare interview schedule and candidate folders for each candidate. Be sure folders are sent to
both the deans’ and president’s offices for tenure track searches. For non-tenure track (visiting)
searches, only the associate dean receives folders.
V. Conclusion of search
____ Once a signed contract arrives in dean’s office, an email notification will be sent from the dean’s
office. After you receive that notification, send letters to unsuccessful candidates for paper search
____ Paper search only: Send an email to HR with total number of applications received for the search.
____ Paper search only: Place all applications and other materials such as job ads and Search Summary
Forms in a storage box, label box with year of search, nature of position, person hired, and date of
hire. Send to Human Resources.