Submit a Search Authorization Request for Faculty


Before instituting a search for any appointment to the faculty, the chair must discuss the proposed appointment with the Dean of the Faculty. A natural occasion for this discussion is the annual fall meeting with the Dean of the Faculty to review the state of the department. This discussion should include the capacity of the departmental staffing budget to cover the appointment, how the appointment fits into the tenure flow of the department, how the search will be conducted to conform to the University's affirmative action policies, and how the appointment will fit into the department's curricular and research programs.

The chair must identify any space needs (office, laboratory, and otherwise) and resource requirements (both start-up costs and continuing resource needs) for the appointment. In general, searches will not be approved until provisions for space and resources have been approved. For appointments in the School of Engineering and Applied Science, the chair, before talking to the Dean of the Faculty, should discuss the proposed appointments with the Dean of the School of Engineering and Applied Science, who should agree to the resource requirements required for the appointment.
All requests for approval of faculty searches must be submitted via the online Authorization for Faculty Search form (see step-by-step instructions below). When the search is approved, the Dean of the Faculty returns a copy of the request (generated from data submitted in the online form) that has been signed by both the Dean of the Faculty and the Provost. Action should not be taken to initiate the search before the receipt of the approved form.
A guide to all required fields can be found here.  For reference purposes only, the old PDF forms can be accessed here

Step-By-Step Instructions:

1. Before logging into the system and creating your request, please discuss each search with joint departments and with the Office of the Dean of the Faculty.  Each request will require you to submit information about the search and funding. You'll see that the new online form asks essentially the same information as what was asked in the old PDF form. For details on what is required, please refer to the guide here.

2. Log into the system using your university NetID and password.  After logging in, you'll see a listing of all previously created search requests for your department (it will likely be empty/blank the first time you log in).

3. To request a new faculty search, click on the "Start a New Request..." button in the upper left-hand corner.  Confirm by clicking the green button that you indeed want to create a new request.  Each FTE/position associated with a search requires a unique search request. 

4. Please fill out all fields in the online form, attaching supporting documents if more space is required.  Please answer all questions to the best of your knowledge, knowing that some information will obviously need to be revised down the road.  We're interested in your best estimations.  Note: the initial Request ID is a randomly generated number to help keep track of requests in the system.  All items with a red "*" are required.

5. You may save a request without submitting by clicking on the "Save" button at the bottom of the screen.  You can also delete the draft request by clicking on "Discard Request" at the bottom of the screen.

6. Once you have entered all information, click "Submit for Chair Review" at the bottom of the screen.  Clicking this button will send automated emails to chairs/directors for all academic units listed as the primary and joint academic units of the search.  Chairs/directors will be asked to click on a link and electronically "sign" or approve the request.  For Division IV academic units, the Dean of SEAS will also be sent an email for SEAS approval.  For chairs/directors who submit a request themselves for their own departments, their approval/signatures will automatically be granted.  At any time, you can review the status of the signatures by clicking on the "Signatures" tab at the top of the form. 

7. After all electronic signatures have been received by chairs/directors, the information and supporting documents will be sent to the DOF for further review.  The "Status" column in the listing of requests will indicate when a request has been submitted to the DOF. 

8. You can download a PDF summary of your request once it has been signed and submitted to the DOF.  Click on the request and click the green button "View PDF Summary of this Request." Feel free to print/save this for your records.

9.  The DOF will follow up via email with next steps regarding your faculty search request.  For all requests approved by the President, Provost, and Dean of the Faculty, a signed PDF copy of the request will be sent to you via email, just like in previous years.

Related Information
Whom to Contact: 
Toni Turano