Link: University of Iowa

The Recruiting Process: A Step-by-Step Guide

Step 1: The Recruitment Plan

The first step in faculty recruiting is submitting a recruitment plan via the HR Self-Service website. This form is located under the Administration tab. To initiate the process, select the link for "Jobs@UIOWA" followed by "Faculty" under the Create a Requisition header.

Documents needed for attachment:

  1. Business Plan (Templates: Business Plans for MD & PhD)
  2. External Advertisement (Template: Faculty Advertising Ad Template)
  3. Optional: Correspondence samples (i.e. to other departmental chairmen)

Some important items to remember for these forms:

  1. The title given to the position on the requisition will be the title displayed on the Jobs@UIOWA website.
  2. The external ad (for posting in journals) must include language directing applicants to the pertinent requisition number listed on the Jobs@UIOWA website. Example: "To apply for this position visit The University of Iowa website at http://jobs.uiowa.edu, requisition number_____."
  3. For faculty appointments with significant administrative responsibilities, both the internal and external ads must include a statement about demonstrated job experience with regards to diversity commitment. Suggested language by the Office of Equal Opportunity & Diversity includes:
    • Demonstrated commitment to promoting a diverse environment
    • Demonstrated knowledge of the principles of affirmative action and equal opportunity
    • Demonstrated commitment to human rights and equality
    • Demonstrated experience promoting a diverse workforce/academic environment
    • Demonstrated knowledge of effective strategies for working with diverse faculty, staff, and students
    • Demonstrated experience working effectively in a diverse environment
    • Demonstrated commitment to diversity in the educational community
  4. The staff member responsbile for submitting HR forms, such as the Pre-Interview Report and Search and Selection Summary form, MUST be listed as an administrator of the search committee in order to perform these tasks.

The submitted recruitment plan will be reviewed by the College, specifically by the Office of Faculty Affairs and Development and by a Compensation Review Committee. Once Collegiate approval has been given, the recruitment plan will be forwarded in workflow for review and approval by the Office of the Provost and the Office of Equal Opportunity and Diversity. Once approved by all offices, advertisements may be submitted to journals/websites and correspondence may be sent to targeted individuals. Notification of approval will be automatically distributed by the workflow computer system.

Step 2: Request Permission to Interview

When the department is prepared to begin interviewing applicants, a Pre-Interview Report* should be submitted in workflow to the Office of Faculty Affairs and Development. The Pre-Interview Report will be reviewed by the Office of Faculty Affairs and Development before being forwaded to the Office of Equal Opportunity and Diversity. Notification of approval to interview will be automatically distributed by the workflow computer system.

It is recommended that departments begin the process of soliciting reference letters at this time, if not sooner.

*Those departments with requisitions created under the paper-based system should continue to use the MS Excel document Applicant Worksheet for a Pre-Interview Report.

Need help with the online process? Go to our instructions on how to use the electronic system for managing applicant pools and submitting Human Resources forms.

Step 3: Request Permission to Hire

Once a final applicant is selected, the department should submit a Search and Selection Summary* form in workflow to the Office of Faculty Affairs and Development and, for appointments at the rank of Assistant Professor or above, an Executive Committee packet. The Executive Committee packet should be sent to the attention of Lori Posey. Supporting documents for the Search and Selection Summary form should be attached electronically to the workflow form.

*Those departments with requisitions created under the paper-based system should continue to use the document Recruitment Summary for requesting permission to hire. Paper Recruitment Summary packets should be sent to Lori Posey.

What is required for an Executive Committee packet?

  1. DEO to Dean letter (template)
    • letter should include information on: faculty vote, teaching, assigned mentor, & protected time
  2. CV in CCOM format (template)
  3. Letters of Reference (template)
    • Tenure Track: 2 of 3 letters must be external to the institution
    • Clinical Track, trained elsewhere: 1 of 3 letters must be external to the institution
    • Clinical Track, trained at Iowa: all letters may be internal
    • Unpaid Appts: 2 letters required

What is required for the Recruitment Summary packet and/or the Search and Selection Summary Form in workflow?

  1. Recruitment Summary Form (signed by the DEO), if paper-based.
  2. Basic & desirable qualifications for the position, if paper-based.
  3. Draft Offer letter
  4. CV in CCOM format (template)
  5. Candidate write-ups
  6. Updated Applicant Worksheet, if paper-based.
  7. Letters of reference

The Executive Committee reviews and approves the proposed appointment before the Recruitment Summary packet and/or Search and Selection Summary form is routed to the Dean, Office of the Provost and the Office of Equal Opportunity and Diversity for approval. Notification of approval to offer a position will be sent by Lori Posey or automatically by the workflow computer system.

During this time, the department may not obtain a signed offer letter. A draft offer letter, clearly marked as a draft and without signatures may be given to the candidate as a preliminary document.

Need help with the online process? Go to our instructions on how to use the electronic system for managing applicant pools and submitting Human Resources forms.

Step 4: What's Next?

With an approved recruitment plan, approval to interview and to offer a position to an individual, what happens next?

The department, at this point, may now proceed with a final signed offer letter. If the candidate will be participating in clinical activities, the UI Physician non-compete form and contract as well as the IMMIC malpractice insurance forms must also be completed and signed. When all materials are gathered, the department may proceed with the appointment form in workflow.

What attachments are needed for the appointment form?

  1. Signed offer letter
  2. UIP & IMMIC forms
  3. Executive Committee packet (DEO to Dean letter, CV, and letters of recommendation when required)

Other useful forms: