Recruitment and Hiring

Step 1

Complete and submit (via email) the following recruitment documents to the appropriate College divisional director of fiscal and business operations (copying the appropriate Office of Academic Personnel [OAP] representative):

• The College Authorization to Recruit
• Faculty and Academic Professional Search Plan
• Draft of Job Advertisement in Word format (refer to the new template instructions)
• Application Evaluation Rubric 

1. If your search may lead to the hiring of an individual who is not eligible to work in the U.S. please consult the International Students and Scholars Center office regarding labor certification and search process requirements, and take the necessary and appropriate actions to ensure that your recruitment is successful.
2. The following items must be included in the advertisement:
   1.  Background check is required for employment.
   2. Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law. (See https://www.asu.edu/aad/manuals/acd/acd401.html and https://www.asu.edu/titleIX.)
   3. In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources.  ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.
   4. Under Desired Qualifications: This must be included as a desired qualification in all faculty/academic professional job ads: “Demonstrated commitment to collaborating with our faculty members, staff, students, and external partners to advance the principles of the ASU Charter.”
3. Rubrics – The rubric is a tool to guide evaluations. Focus the rubric on the required and desired criteria established in the job ad, making sure to include criteria related to contributions to the principals of the ASU Charter. Teaching, research, professional, and public service contributions that promote equal opportunity should be encouraged and given recognition in evaluating a candidate's qualifications. 

Step 2

Once the recruitment documents are approved at The College level, the unit creates a position in APARS Faculty Search per the Faculty Search: Process Guide for Opening a Search

1. After reviewing the position for accuracy and completion “Submit for Approval.”
2. The College Office of Academic Personnel and the Provost’s office will review the position and either approve or send it back for corrections. You will receive a notification once the position is approved. Note: The job may not be posted in any outlet until the Provost approves the position in Faculty Search.
3. Add the unique Interfolio URL for the position’s “Apply Now” landing page to your advertisement document. (This should only be added to job advertisements published externally, not the job ad posted within Faculty Search).
4. Upload copies of the approved recruitment documents (Authorization to Recruit, Faculty/AP Search Plan, job ad, and rubric) to the Internal Notes section of the position.
5. Once the job posting is approved by the Provost in Faculty Search, it will automatically upload to the ASU faculty jobs web page. Note: Remember to adjust the application deadline to align with the job ad’s minimum posting duration requirements.

Step 3

The search committee can begin screening applications 14 days from the initial application deadline, consistent with the screening criteria outlined in the search plan, using the approved evaluation rubric. Note: All faculty/AP search committee members must attend the Provost’s annual faculty search committee training. Several training sessions are scheduled during the fall semester. Please refer to the University Provost's website for details.

Step 4

Complete the applicant list. For instructions and forms related to this process, please follow the Process Guide for Faculty Search Applicant Lists and the Faculty Search Help Article: Create an Applicant List Using Reports.

1. List applicants in the following order: interviewees, alternates in order of preference, and an alphabetized list of dispositioned candidates.
2. The unit staff member coordinating the search must obtain the results from the Equal Opportunity Survey in Faculty Search as described in the Faculty Search: Create an Applicant List Using Reports Help Article. Using the report, complete the Ethnic, Gender, current ASU employee, and Vet Status columns on the applicant list. Note: Survey results should not be shared with the search committee under any circumstances.
3. Complete the columns by indicating which candidates have been selected for an interview and enter a disposition status for all rejected candidates using the appropriate codes from the Applicant List Code Sheet.

Step 5

Submit the completed applicant list (with chair/director signature) in PDF Portfolio format by email for approval to The College Office of Academic Personnel: Beverly McBride (Humanities; Natural Sciences units PSY, SMS, and SoMSS); Christine Willett (Natural Sciences units PHY, SESE, SOLS); Jeanet Renaldi (Social Sciences). The PDF portfolio must include the complete applicant list form, the approved search plan, the approved long ad, the rubrics for the finalists and alternates, and CVs for the finalists and alternates as outlined in the Process Guide for Faculty Search Applicant List. (Note: the rubrics for finalists and alternates are REQUIRED by The College as part of the applicant list portfolio).

Step 6

Upon approval of the Applicant List, the unit schedules and interviews desired candidates. All candidates interviewed for a tenured, tenure-track, or multi-year appointment must meet with the respective College divisional dean (work with the appropriate divisional dean’s administrative assistant to schedule meetings). All candidates approved for an interview must be interviewed.

Step 7

When all interviews are complete, the search committee chair should email the unit head with the committee's findings regarding the strengths and weaknesses of the candidates. The unit head identifies the preferred candidate and discusses the parameters of an offer of employment with the respective divisional dean. When the offer terms have been approved by the divisional dean, the unit should send via email the CV of the preferred candidate and details of the approved offer parameters (including the approval email from the divisional dean) to their College Office of Academic Personnel representative.

Step 8

Upon receipt of the approved terms, The College Office of Academic Personnel drafts an appointment letter and circulates it for approval. The approved draft, the revised applicant list, and the preferred candidate’s CV are submitted to the provost for approval (as applicable). The College Office of Academic Personnel will send the official appointment letter to the unit head as a PDF. The PDF will serve as the official offer. The unit head will forward the PDF to the candidate.

Step 9

Upon receipt of the accepted offer letter, The College Office of Academic Personnel will forward a PDF of the accepted offer letter via email to the Office of the Provost of the University (if applicable), the hiring unit, the respective dean, and The College divisional director of fiscal and business operations. Offer letters MUST have a pen and ink signature or a JPG of such.

Step 10

Unit updates the applicant list to identify the hired candidate and enters new disposition status for the rejected interviewees and alternates. The updated applicant list should be sent to The College Office of Academic Personnel: Beverly McBride (Humanities; Natural Sciences units PSY, SMS, SoMSS); Christine Willett (Natural Sciences units PHY, SESE, SOLS); Jeanet Renaldi (Social Sciences). 

Step 11

The unit conducts a background screening (per ACD 126) and begins the internal hiring process. 

Step 12

At the conclusion of the search, the unit will close and archive the completed search in Faculty Search as appropriate as outlined in the Faculty Search Process Guide for Archiving A Search.

Waiver Hire

Step 1

Complete and submit The College Waiver of Recruitment and the candidate’s CV to the appropriate College divisional director of fiscal and business operations for dean review and approval.

Step 2

The unit head discusses the parameters of the offer of employment with the respective divisional dean.

Step 3

Once the divisional dean approves the offer parameters, The College Office of Academic Personnel drafts an appointment letter and circulates it for approval. The approved draft, a copy of the provost's approval of the position, and the preferred candidate’s CV are submitted to the provost for approval (as applicable). The College Office of Academic Personnel will send the official appointment letter to the unit head as a PDF that will serve as the official offer. The unit head will forward the PDF to the candidate. The College will provide the unit with a copy of the fully signed waiver form for the personnel file.

Step 4

Upon receipt of the accepted offer letter, The College Office of Academic Personnel will forward a PDF of the accepted offer letter via email to the Office of the Provost (as applicable), the hiring unit, the respective dean, and The College divisional director of fiscal and business operations.

Step 5

The unit conducts a background screening (per ACD 126) and begins the internal hiring process. 

Step 6

Upon receipt of the signed offer letter, the unit will create, close, and archive the position in Faculty Search as outlined in the Faculty Search Process Guide for Archiving A Search.  

For policies and processes governing labor certification and search process requirements affecting non-U.S. citizens, please visit the and International Students and Scholars Center.