Closing the Search

Communicating with the Successful Candidate

Departments and libraries may discuss with candidates the terms they would recommend to the appropriate dean/director and the Provost & Executive Vice President for Academic Affairs. However, to manage expectations, the individual providing this information to the candidates should inform them of the other important steps involved in the approval process:

  • The hiring department/library recommends an appointment to the appropriate administrator.
  • Upon the administrator’s approval, the hiring unit submits through the dean/director to Faculty Recruitment, evidence that search activity was in compliance with University policies and procedures.
  • Faculty Recruitment works with the Provost and Executive Vice President for Academic Affairs to obtain final approval and to present an offer of appointment to the candidate.

If the search does not conform to University policies and procedures, and it is determined that a substantive violation has occurred, it may be necessary to close the search without a hire.

PeopleAdmin (PA) Hiring Proposal

The purpose of the hiring proposal is to allow departments/libraries to submit evidence of compliance with the approved Recruitment Plan and University policy and procedures.

When the search committee and department chair (when not a member of the committee) agree on the recommended candidate(s), the department or search committee chair forwards the joint recommendation to the dean/director. When the dean/director concurs with the recommendation, the department chair completes the hiring proposal and forwards the proposal to the dean for review and approval. Once the hiring proposal is approved, the dean forwards it to Faculty Recruitment.

Guidelines for Verifying Academic Degrees

All undergraduate and graduate degrees must be verified for proposed faculty appointments. The faculty background screening includes an education verification. However, most committees will want to verify degrees ahead of the verbal offer. Departments may verify degrees in one of the following ways:

For U.S. Schools

When recommending the appointment of a candidate holding a degree from a U.S. school, the degree verification must be obtained in one of the following ways:

  • Telephone Verification. Verification by phone with the Registrar’s Office (or other similar office depending on the institution) is often a quick way of obtaining the required information. When using this method, individuals assigned this responsibility must note:
    • the name of the office contacted,
    • the name of the person verifying the degree(s),
    • telephone number,
    • the date,
    • the degree granted,
    • and the date the degree was conferred.
  • On-line verification. Some U.S. schools have outsourced data management to organizations (for instance, National Student Clearinghouse) that maintain degree and attendance data for former students. Degree verifications obtained this way should be in the form of a certificate, letter, email or a computer screen printout, depending on the way the data are provided.
  • Certification Letter. Candidates may arrange for an institution to send a certification letter from the school on official letterhead. This document may be a fax to expedite processing.
  • Certified Transcript. Candidates may request that an institution send an official transcript in an official envelope to a designated individual (or to the candidate). When using this method, the envelope containing the transcript must be sealed, dated and signed or an official seal placed on the back flap.

For Non-U.S. Schools

When recommending the appointment of a candidate holding a degree from a non-U.S. school, departments will need to request one of the following documents from the prospective faculty member:

  • Translated copy of the diploma from a certified translator;
  • Certified transcripts (if issued in English);
  • Notarized copy of the original diploma (if issued in English); or
  • Certification statement from the Educational Commission for Foreign Medical Graduates noting the medical school and date of graduation.

For “ABD Status” Candidates

A department recommending the appointment of an ABD candidate must obtain a letter from the dissertation advisor explaining the candidate’s status in the relevant program.  The dissertation advisor must state whether the candidate is likely to complete the degree by the specified deadline. The dissertation advisor’s letter must accompany the Recruitment Process Summary and Proposed Appointment Report.