Faculty Search and Recruitment
FACULTY RECRUITMENT STEPS
The following steps provide a short outline of what is required during the recruitment process.
These steps must be followed even when the faculty position is non-tenure track.
Required forms are located on the Faculty Search and Recruitment Resource
- STEP 1. Complete and submit the FACULTY RECRUITMENT REQUEST FORM, Appendix B and the FACULTY RECRUITMENT PLAN (See Appendix C). These
documents may be submitted electronically to firstname.lastname@example.org. Note that the
PLAN includes the Position Announcement/Advertisement, Appendix D; the list
of proposed search committee members; advertising plans, and date of scheduled
meeting with IAE to discuss the search. One print ad in a national publication is
required for tenure and tenure-track positions. An electronic copy of the final ad (must
be in Microsoft Word format, 500 words or less) must be sent to
email@example.com. IAE will post the ad with the Texas Workforce Commission
to comply with Federal regulations.
The Provost and IAE must approve step 1 before each search begins.
- STEP 2. Send an APPLICANT ACKNOWLEDGEMENT LETTER, Appendix L to all
candidates and include the link to the request for data that goes to IAE. This data is
mandated by Federal regulations and aids in monitoring the search in terms of SMUís
- STEP 3. Before interviewing, complete and submit the ON-CAMPUS INTERVIEW REQUEST FORM, Appendix N. This form can be submitted electronically to firstname.lastname@example.org. Before extending an offer, complete and submit the FACULTY PERMISSION TO HIRE FORM, Appendix Q. This form is submitted to the Provostís Office.
- STEP 4. For each candidate, each member of the search committee must complete and submit
an APPLICANT INTERVIEW EVALUATION FORM, Appendix P or its equivalent, which Form is submitted to the search committee chair. A file of all hiring
documents is to be retained in the respective department/division office.
*Variance to this procedure must be requested in writing through the Office of the Provost.
VARIANCES FROM STANDARD FACULTY SEARCH PROCEDURES
A unit will normally use the procedures described in Policy 6.7
or the Model Faculty Search and Recruitment
Guidelines to recruit faculty. Yet, situations may arise in which a full search, or indeed any search at all, is not
- The requirements for certain positions are sufficiently specialized that they can be filled by only a limited
number of scholars, all of whom are known to the professional community;
- An opportunity arises to recruit a scholar of great eminence;
- A department or school wishes to enrich its curricular offerings by temporarily appointing distinguished
visitors from other institutions for a semester or year;
- A department or school may have the opportunity to recruit a qualified member of an underrepresented
- It may occasionally be necessary to offer an appointment to the spouse of a prospective faculty member;
- The recruitment of a professor may require appointing others because they form an established research
- The receipt of a grant may be contingent upon assembling an appropriate research team in advance of its
- The outstanding achievements of some members of the research supporting staff may merit an internal
promotion or reclassification to faculty status.
In addition, unforeseen circumstances that prevent a unit from conducting a full search may warrant a temporary
appointment that normally does not exceed one year:
- Unexpected leaves, late resignations, other terminations and deaths of faculty members may produce
vacancies that must be filled on short notice;
- Unpredicted increases in enrollment may force a school or department to appoint additional full-time
faculty at the start of a semester; and
- Delays in the award of grants and contracts may require that work begin shortly after the receipt of
Variances from standard procedures may be acceptable in these and similar situations. However, the
circumstances that occasioned them and the procedures actually followed must be reported as a part of the
approval process. The AVP for Institutional Access and Equity retains the right to recommend against an
exception to the standard search requirement when the exception does not appear to be justified. In doubtful
situations, a dean, chair, or other responsible officer should consult with the Provost and the AVP for Institutional Access and Equity before selecting the candidate and submitting the variance forms requesting permission to
make the appointment without conducting a regular search. Regardless of the reason for search exceptions, the faculty of the home unit must discuss and record a formal vote on each case.
2011 SUMMARY OF MODIFICATION'S FOR SMU MODEL FOR SEARCH AND RECRUITMENT
- The Faculty Recruitment Request Form and the On-Campus Interview Request Form and their
respective attachments can be submitted electronically to email@example.com.
- The following statement may be used in an ad and was included in the template (see Appendix
D) to address the possibility of appointing a candidate at a higher level: ďWhile an appointment at the
rank of Assistant Professor tenure track is anticipated, extraordinary candidates at all levels will be
- If a search has been unsuccessful or closed without a hire, the search committee chair should
submit a summary of the search to IAE and the Provostís Office. A new Faculty Recruitment Request
Form will need to be submitted when the position search is reopened.
- For clarification, a list of required components for advertisements was added to the ad
- Faculty search committees may wish to utilize videoconferencing during the faculty search and
recruitment process. IAE has researched the availability of locations on campus that possess the
technology and capability of hosting interviews using videoconferencing.
- The On-Campus Interview Request Form, see Appendix N was updated to capture diversity
data on employees and applicants for employment who self-identify as two or more races.
- A brochure for candidates that highlights SMUís benefits for full-time faculty is available at
Benefits. For more detailed benefit information, please visit SMU Human Resources. In addition, a brief
summary that illustrates the potential Emeriti savings advantage for retirement health care expenses can
- The list of Additional Recruitment Resources was expanded to include guidance on
interviewing strategies and local diversity resources.
- The recruitment guidelines apply to all full-time faculty positions including those that are nontenure
track. All full-time positions, including those listed in University Policy 6.24 (except visiting
faculty), should follow the search and recruitment guidelines.
- Search committees must be diverse in terms of gender and race.
- The Applicant Acknowledgement Letter, Appendix L, which contains the link to the
online Applicant Data Request Form, must be sent to all candidates to request data as required by law.
- Faculty composition of the department on the On-Campus Interview Request Form, Appendix N should include all faculty members, including lecturers, and others as identified in University Policy 6.24.
- The On-Campus Interview Request Form should be submitted to IAE before obtaining the
Deanís signature, so IAE can provide applicant diversity data to the Dean.
- The On-Campus Interview Request Form must be completed and approved before
- The Faculty Permission to Hire Form must be completed and approved before extending an
- For positions that do not go through the regular recruitment process (i.e., visiting faculty) and
the department wants to place an ad, all advertisements must follow the Universityís ad requirements, Appendix D.