The active recruitment process of a faculty search occurs over a 4-month time period.
| Activity | Person Responsible | Time frame |
| Prepare position announcement, including review by Dean of Libraries, Libraries Admin Team, Libraries Faculty, and the home division | Hiring manager | Prior to posting |
| Post position in Workday | Libraries Human Resources | Posted for 30 days; allow up to 2 weeks after providing position description to LHRO for position to post in Workday |
| Meeting to discuss search strategy and expectations | Hiring manager, Search committee, and Libraries Human Resources | Within first week of position posting |
| Host information session(s) [optional] | Hiring manager and Search committee chair | |
| Post recruitment message to standard list of channels | Libraries Human Resources | Within 1 business day of position posting |
| Post recruitment message to specialized channels | Search committee, in coordination with Libraries Human Resources | Within 3 business days of position posting |
| Determine if position posting should be extended and for how long | Search committee, in coordination with hiring manager and Libraries Human Resources | Before original position closing date |
| Application review meeting, to review and rank all candidates | Search committee | Applicant review should occur on a rolling basis. Committee meets to review candidates the first day of position closing. |
| Extend invitations to first round zoom interviews | Search committee | Within one week of position closing. Note that candidates can be contacted by e-mail, phone, and/or any other means provided in their application materials. |
| Conduct first round zoom interviews | Search committee | Can occur as candidates are reviewed but must be completed within 2 weeks of position closing |
| First round interview debrief meeting to identify second round candidates | Search committee | As soon as possible, but no later than 3 business days of completing first round zoom interviews. Note that candidates can be eliminated from further consideration based on the results of first round interviews. |
| Reference checks | Search Committee | Start reference checks on finalists prior to sending an invitation to campus interview. Note: this step can overlap with following steps and does not need to be completed prior to grid being submitted |
| Submit grid with request to conduct campus interviews to Library Human Resources, Dean of Libraries, Associate Dean, and Hiring Manager | Search committee chair | Within 3 business days of completing first round zoom interviews. A formal accompanying memo is not required if the grid can speak for itself. |
| Obtain approval from Human Resources, Dean, Associate Dean, and Hiring Manager for grid and campus interviews | Libraries Human Resources | Occurs within 1 business day |
| Extend invitation for campus interviews | Search committee chair | As soon as Human Resources confirms receipt of grid |
| Coordinate travel for campus interviews | Search committee chair with Executive Assistant to the Dean | At least 2 weeks prior to travel date |
| Hold campus interviews | Search committee, Libraries personnel | When possible, try to hold all interviews over the course of 1 week and within 3 weeks of submitting the grid to Human Resources |
| Provide feedback on candidates | Libraries personnel | Within 2 business days after the final campus interview |
| Provide hiring recommendation to Libraries Dean, Associate Dean in the hiring line, Hiring Manager, and Libraries Human Resources Office | Search committee | Within 5 business days after the final campus interview, the search committee should meet with the Dean, appropriate AD, and hiring manager. The committee will then prepare its recommendation, which should address only those candidates requested to interview (including any who subsequently withdrew). |
| Make the offer and complete the hiring process (including background check) | Associate Dean, Library Human Resources, campus Human Resources | HR needs a start date for the paperwork. The process normally requires 3 weeks between the time the Associate Dean offers the position and the date the new hire can start work. The successful candidate should not give notice in their current position until the official offer comes from HR. |
Search committees may also choose to use this faculty search schedule checklist:
The Libraries generally do not pay for travel for staff positions. In order to accommodate distant applicants, zoom interviews may be used in place off on campus interviews. However, any local candidates for the position should then be interviewed via zoom as well.
Exceptions to the no travel policy will be made by the Libraries' administration based on a position's level of responsibility. In such cases, the timeline for faculty searches above will be more appropriate.
| Activity | Person Responsible | Time frame |
| Prepare position announcement | Hiring manager | Prior to posting |
| Post position in Workday | Libraries Human Resources | Posted for a minimum of 7 days; allow up to 2 weeks after providing position description to LHRO for position to post in Workday |
| Post recruitment message to standard list of channels | Libraries Human Resources | Within 1 business day of position posting |
| Post recruitment message to specialized channels (if applicable) | Search committee, in coordination with hiring manager and Libraries Human Resources | Within 3 business days of position posting |
| Determine if position posting should be extended and for how long | Search committee, in coordination with hiring manager and Libraries Human Resources | Before original position closing date |
| Conduct review of applicants | Search committee | Within 1 week of position closing |
| Submit grid with request to conduct campus interviews | Search committee chair | Within 1 week of position closing. A formal accompanying memo is not required if the grid can speak for itself. |
| Obtain approval for grid and campus interviews | Libraries Human Resources | |
| Extend invitation for campus interviews | Search committee chair | As soon as LHRO confirms receipt of grid. Note that candidates can be contacted by e-mail, phone, and/or any other means provided in their application materials. |
| Hold campus or zoom interviews | Search committee, hiring manager | All interviews should be conducted in the same manner. When possible, try to hold all interviews over the course of one week and within two weeks of the position closing |
| Provide hiring recommendation to Hiring Manager, Department Director, Associate Dean, and Libraries Human Resources Office | Search committee | Within five business days after the final campus interview (or roughly three weeks of the position closing date). The recommendation should address only those candidates requested to interview (including any who subsequently withdrew). |
| Make the offer and complete the hiring process (including background check) | Hiring manager, Library Human Resources, campus Human Resources | HR needs a start date for the paperwork. The process normally requires 3 weeks between the time the hiring manager offers the position and the date the new hire can start work. The successful candidate should not give notice in their current position until the official offer comes from HR. |