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 Faculty Search Committee and Administrator Checklist

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This checklist is intended as a general guide for faculty search committee members and administrators conducting open searches. It does not apply to target of opportunity searches or search waivers. ALWAYS consult with your School Dean’s Office for school-specific requirements, guidelines, and templates. 

Preparing the search
Posting jobs and receiving applications
Reviewing applications, selecting and interviewing candidates
Concluding the search

I.  Preparing the Search  

1. Obtain requisite approvals from the Dean’s Office (not necessarily in this order):

  • To attract a broad and inclusive pool of applicants and to provide the search committee with additional information, please consider adding the text below to your faculty search ads. The text below has been approved for your use by the Provost:

2. Review faculty search guidelines and resources:

3. Initial search committee meetings

  • Search committee meets with representatives from the school Dean’s Office, if applicable, to discuss appropriate search strategies and procedures.
  • Search committee meets with Susan Drange, associate vice provost, OFDDE, for a faculty search committee briefing to review research on implicit bias in decision-making and discuss practices for fair and equitable evaluation, as well as to receive an overview of the evaluation and demographics reporting features available in the Faculty Search Applicant Tracking (FSAT) system.
  • Search committee meets to discuss and agree upon their search process and ground rules, as well as deciding upon a rubric/criteria to be used to assess the applicants at each stage of the search. NOTE: The rubric/criteria can be set up in FSAT as part of the job requisition so that these criteria will be visible to the search committee at each decision stage.

II.  Posting Jobs & Receiving Applications         

1. Download and review availability pool data (Stanford only)  for fields and disciplines relevant for your search.

This will give you a general estimate of the demographics to expect in an applicant pool in these fields/disciplines. If sub-field specific or cross-disciplinary data is required, contact Chia-Huan Ho, organizational insight analyst, OFDDE for more information.

2. Devise and implement a diversity outreach plan

Use resources in Building for Excellence (Appx 2, 3), such as this guide to Job Posting Sites and Candidate Databases (Stanford only) .  The goal is to attract a broad and inclusive applicant pool that reflects estimated availability in the fields/disciplines of the search. 

3. Complete job requisition and post the job via Stanford’s Faculty Search Applicant Tracking (FSAT) system. 

For information and job aids related to FSAT visit fsat.stanford.edu. NOTE: Posting the job via FSAT will automatically post it on the Stanford/Faculty Positions website, as well as with HERC, InsideHigherEd and HigherEdJobs.

4. Conduct broad outreach to attract a broad and inclusive applicant pool.

  • post job on any additional relevant websites, linking it to the Stanford/Faculty Positions job posting, so that applicants apply via the Stanford site.
  • search relevant candidate databases and directories and make direct contacts inviting people to apply
  • make contacts with departments, especially at institutions with high numbers of women and minority graduates
  • contact department alumni for interests and referrals
  • make personal contacts with faculty colleagues at other institutions to ask for referrals

5. Check that your Applicant Pool is comparable to estimated availability in the field/discipline.

Download the Demographic Report from FSAT (Stanford only) and share it with the search chair/committee before the application deadline. Compare the applicant pool demographics to the estimated availability and if not representative, expand outreach efforts and/or extend the application timeframe to try to attract a broader applicant pool.  Run the Demographic Report again when applications close and review of applicants begins (share it with search chair/committee).

III.  Reviewing Applications, Selecting & Interviewing Candidates           

1. Review OFDDE’s guide Building for Excellence (Stanford only) (pp. 22-31) for selection and legal interview guidelines.

2. Search committee reviews applications, using their rubric/criteria, and identifies candidates for an intermediate stage of consideration (long list).

3. Run demographic report in FSAT and compare the aggregate demographics of the long list to the applicant pool. 

If the proportions are not similar, consider taking a second look at the applications of those who were close to the decision cut-off point to determine if anyone of similar qualification was inadvertently overlooked. If additional candidates are added to the long list, re-run the demographic report and compare the demographics of the long list to the applicant pool again.  

4. Prior to selecting a short list, some schools or departments conduct brief virtual interviews online, or meet with candidates at discipline-specific professional conferences.

5.  Search committee reviews files, using their rubric/criteria, and identifies candidates for the short list (full interview).

6. Search chair discusses the short list with chair and dean’s office, including the demographic report, as appropriate. 

7. Follow school/department procedures to invite candidates for interviews and to select the final candidate(s) to whom an offer will be made.

8. During follow up visits (if appropriate), arrange for the finalist(s) to meet with others on campus, who may include:

  • Possible future colleagues in other departments or research centers
  • Faculty Staff Housing Office
  • WorkLife Office
  • Matt Snipp, Bob Weisberg  (FDI, FIF, diversity, dual career, transition to campus)

9. For details about recruiting, approving finalist(s) and making offer(s), consult your dean's office and the university's Faculty Affairs office for more information.

IV.  Concluding the Search                                

  1. Review and follow additional guidelines from school Dean’s Office on concluding a search.

  2. Disposition all applicants in FSAT and close the search.

* Search records, including all applicant materials, must be retained for three years per federal government regulations and University policy.

Faculty Development, Diversity and Engagement Contacts

  • Matt Snipp, Vice Provost for Faculty Development, Diversity and Engagement - snipp@stanford.edu
  • Susan Drange, Associate Vice Provost for Faculty Development, Diversity and Engagement - sdrange@stanford.edu
  • Chia-Huan Ho, Organizational Insight Analyst, Office of Faculty Development, Diversity and Engagement - chiahuan@stanford.edu
  • Bob Weisberg, Special Assistant to the Provost for Faculty Recruitment and Retention - weisberg@stanford.edu

Faculty Affairs Contacts