Faculty Hiring Process

This page outlines the College of Science faculty search process and serves as a guide for conducting searches consistently, equitably, and in accordance with Virginia Tech requirements. 

What's included:

• an overview of the search process, 
• key responsibilities, 
• equired procedures, and supporting resources;
• checklists and forms to help ensure required steps are completed and documentation is submitted in a timely manner.

The major steps of the search process are: 

1. Establishing the Search
2. Applicant Review and Management
3. Short List Approval for Finalist Candidates
4. Conducting Campus Interviews
5. Obtaining Approval to Make an Offer
6. Making the Offer
7. Closing the Search and Recordkeeping

A successful faculty search is a collaborative effort between the department and the Dean's Office. While the Dean has final hiring authority, regular communication throughout the search process is essential to ensure informed decisions and alignment on candidates. The strongest outcomes occur when both the department and the Dean are confident in a candidate's qualifications and committed to recruiting that individual to Virginia Tech. An offer will be extended only when there is shared confidence in the candidate's potential for success.

Establishing the Search 

The faculty search process begins once the Dean approves a faculty position for the department. Approval typically occurs following review of the submitted departmental hiring plans and includes the faculty rank, appointment type, and, when applicable, the specific disciplinary area(s) to be recruited. These parameters establish the framework for the search. The college must obtain university-level approval of the department's hiring plan before the search proceeds. 

Forming the Search Committee 

The department head/chair, in consultation with the Dean, appoints the search committee and designates a search committee chair. Proposed committee membership should be submitted to the Dean, with a copy to the Associate Dean for Faculty Affairs, before appointments are finalized. 

Search committee chairs are responsible for leading the search process, coordinating committee activities, fostering productive discussions, and ensuring a fair and consistent evaluation of candidates. Please contact the Associate Dean for Faculty Affairs and CoS-HR for additional guidance and best practices. 

All search committee members must uphold confidentiality, comply with all legal hiring requirements, and actively participate throughout the search process. 

While it is recommended that the search committee include at least one member from outside the hiring unit, this is not a requirement. 

Charging the Search Committee

All search committee members must complete the Faculty Search Committee Training offered by Faculty Affairs in the Office of the Executive Vice President and Provost prior to reviewing applications. Faculty Search Committee Training 

The training reviews committee responsibilities, university expectations, best practices for conducting searches, and strategies for mitigating implicit bias while supporting institutional commitments to excellence. Training is required every two years. 

Defining the Search Process

In consultation with the department head/chair, the search chair and committee will establish the search timeline, review anticipated costs, determine meeting schedules, and develop processes for candidate review, and all related search activities. 

Writing the Position Description and Advertisement

The search committee, in consultation with the department head/chair, develops the position description and advertisement, including required and preferred qualifications. 

Required qualifications should focus on the credentials, experience and expertise necessary for consideration for the position. Search committees should carefully distinguish between required and preferred qualifications. Overly restrictive requirements limit the applicant pool. 

Global Strategic Services (GSS) and CoS-HR should be consulted as appropriate to ensure compliance with visa- related requirements. 

Developing the Recruiting and Advertising Plan.

The search committee must develop and submit a recruitment plan to the department head/chair that outlines strategies for attracting a strong and competitive pool of qualified candidates. The plan should describe the specific recruitment and outreach efforts the committee will use to promote the position and support a thorough and effective search process. The plan may include discipline specific journals, specialized associations and websites and other resources. 

All faculty positions are posted on the following sites: Where Jobs Are Posted 

Submitting the Position Description in PageUp

All faculty searches are managed through PageUp. The administrative team of the department creates the position and posting within the system. After departmental approval, the request is routed through the required approval workflow including the college and Division of Human Resources. Revisions to the position description may be recommended by the Dean's Office. 

Once the position description and job advertisement are fully approved, CoS-HR will source the posting in PageUp, and notify the departmental HR Representative. If supplemental materials (teaching or research statements) are required for submission by candidates, please notify your HR Representative for inclusion into the job advertisement. The search committee may then implement its recruitment and advertising plan. 

Applicant Review and Management 

Collecting Applications

Applicants receive an automatic confirmation through PageUp when materials are submitted. PageUp serves as the official record of all application materials and applicant data. Application lists and materials may be downloaded to support search committee review. 

Application Review

All application materials received by the established review date will be reviewed by all members of the approved search committee using the required qualifications and criteria outlined in the position announcement. 

Application materials and search-related discussions are confidential and must not be shared with faculty or others outside the approved search committee. 

Note: Recognizing bias in an employment search requires examining assumptions about candidates and focusing on job-related qualifications, skills, and demonstrated outcomes. Search committee members should be mindful not to overvalue or undervalue a candidate based on where they worked, earned a degree, or gained experience, and instead assess the relevance and impact of their contributions. Please contact the Associate Dean for Faculty Affairs and CoS-HR for guidance and best practices. 

Search committee members should review all applications to ensure a fair and consistent evaluation process. For searches with unusually large applicant pools, committees should seek guidance from the Associate Dean for Faculty Affairs and CoS-HR to ensure the review process remains equitable for all applicants. 

Initial Interviews

Following its review of applications, the search committee will identify candidates to advance to the list for initial interviews. Initial interviews may be conducted via videoconference such as Zoom. 

If a committee member has a personal or professional relationship with a candidate that could impact impartiality, they must recuse themselves. Contact the Associate Dean for Faculty Affairs or CoS-HR for further guidance. 

Interview Questions

The search committee will develop a core set of questions that must be asked of all candidates. Interview notes should be maintained as part of the search record and retained in accordance with university recordkeeping requirements. Policy 4085 

Obtaining References

Reference checks are required and may occur at various stages of the search process, depending on the position and recruitment strategy. Reference checks may be conducted through direct conversations and/or written letters of reference. 

References may be collected as part of the application process, requested from selected candidates as the search progresses to ensure confidentiality, or obtained through direct outreach. For appointments at the associate or full professor rank, and for positions with tenure, references should address the candidate’s qualifications for the proposed appointment. 

Reference checks should be conducted consistently for finalists and completed before an offer is extended to support equitable and informed hiring decisions. Committee members may not serve as a reference for any candidate. 

Faculty Feedback Outside the Search Committee

If a search committee member or faculty member becomes aware of information about a candidate that is not reflected in the job posting requirements or the candidate’s submitted application materials and believes it may be relevant to the search process, they should share that information only with the department head/chair. The department head/chair, in consultation with the Dean as appropriate, will determine whether any action is necessary. If the faculty member is not comfortable discussing the information with the department head/chair, they should instead contact the Dean, Associate Dean for Faculty Affairs or the College of Science HR Director.

Short List Approval for Finalist Candidates 

Following its review of applicant materials and initial interviews, the search committee will identify candidates to advance to the short list for on campus interviews. The short list must be submitted to the department head/chair, Dean and Associate Dean for Faculty Affairs before candidates are contacted. 

The department head/chair and search committee chair will meet with the Dean and Associate Dean for Faculty Affairs to obtain approval of candidates selected for finalist interviews. Candidates may not be contacted until approval is granted. 

The search committee chair or department head/chair is responsible for scheduling the meeting with the Dean’s Executive Assistant as early as possible to avoid delays in the search process. 

At least 2 business days before the meeting, the search committee chair will submit an executive summary of the search, including the recommended interview candidates (typically 3 to 5 but there is no required number) and supporting materials such as candidate summaries, CVs, and recommendation letters, as appropriate. The summary should also outline the search process and any faculty feedback or voting results. Templates are provided in the appendices. 

Conducting Finalist Interviews

Following Dean approval of the short list, candidates may be invited to interview on campus. 

Developing the Interview Schedule

The search committee will develop a consistent interview schedule for all candidates, while allowing reasonable accommodations and additional meetings based on candidate interests or needs. The search committee chair or designee is responsible for coordinating travel, lodging, and interview logistics. 

Required meetings include: 

• Assistant and Associate Professor candidates must meet with a College of Science Associate Dean. 
• Full Professor candidates must meet with the Dean. 
• Department Head/Chair candidates must meet with both the Dean and Provost. 
• Work-Life Liaisons 

The Dean's Office may assist with scheduling required meetings. 

Conducting Campus Interviews

Candidates should meet with the search committee, relevant Dean's Office representatives, and appropriate cross section of departmental faculty, staff and students when appropriate. Candidates will typically be asked to present a seminar or similar scholarly presentation. Information gathered throughout the interview process will inform candidate evaluation. The interview process includes a meeting with the department head/chair to discuss the position, department, and opportunities associated with the role. 

Evaluating Candidates and Collecting Feedback

The search committee will collect and review feedback from those participating in the interview process and prepare a summary of each candidate's strengths, areas for consideration and development, and overall potential for the position. 

The search committee should seek faculty input per departmental procedure as appropriate before making recommendations. To the greatest extent possible, hiring recommendations should reflect broad faculty support. The committee's evaluation, along with any faculty feedback or voting results, will be submitted to the Dean as part of the final candidate review process. 

The search committee does not rank candidates or make a single hiring recommendation. Instead, the committee provides thorough and objective evaluations to support the review and selection process. While the Dean retains final hiring authority, the department head/chair serves as the hiring manager and is responsible for the ongoing supervision and management of the faculty member once hired.

Obtaining Approval to Make an Offer 

Following completion of all candidate interviews, the department head/chair and search committee chair will meet with the Dean and Associate Dean for Faculty Affairs to review interview outcomes and obtain approval to extend an offer. The department head/chair or search committee chair is responsible for coordinating this meeting with the Dean's Executive Assistant. 

The meeting will include the department head/chair, search committee chair, Dean, and Associate Dean for Faculty Affairs. The search committee chair will submit an updated executive summary that includes a summary of the search process, faculty feedback, and any faculty vote conducted in accordance with departmental procedures. 

Note: The department head/chair will submit a completed startup template to the Assistant Dean for Finance and Administration for review and approval prior to communicating the terms of an offer to a candidate. 

The executive summary and startup information should be provided to the Dean's Executive Assistant at least two business days in advance of the meeting. 

Following review, the Dean will determine whether an offer will be authorized and approve the proposed terms of the offer, including any startup commitments. Approved terms will be documented and maintained by the Assistant Dean for Finance and Administration. 

If approved, the department head/chair may inform the candidate that an offer is forthcoming, contingent upon university approval and agreement on final terms. Any changes to the approved terms, or a decision to extend an offer to another candidate, require additional approval from the Dean. 

Making the Offer 

The department head/chair may extend a verbal offer only after receiving authorization from the Dean and Associate Dean for Faculty Affairs. 

Once the terms of the offer and any startup commitments have been finalized with the candidate, the final written offer may be initiated through PageUp for approval. Final offer approvals in PageUp include the department head/chair, Associate Dean for Finance and Administration, and COS-HR. 

All approvals and signatures are completed electronically. 

Mid-Career or Senior Candidates

For candidates considered for appointment at the associate professor or professor rank with tenure, any offer of tenure is contingent upon completion of the university approval process outlined in the Faculty Handbook. 

Department Heads/Chairs and Search Committee Chairs may explain the tenure review process to candidates but should not speculate on the outcome. 

Departments should initiate the tenure review process as early as practicable, consistent with the Faculty Handbook and applicable departmental and college guidelines. Although completion of the tenure review is not required before extending an offer, early action helps minimize potential delays in finalizing the appointment and onboarding process. 

Closing the Search and Recordkeeping 

A search is not complete when an offer is accepted. Departments are responsible for closing the search, documenting the final disposition of all applicants, and maintaining required records. Policy 4085 

Notifying Applicants

After an offer is accepted or the search is closed, unsuccessful applicants and interviewees should be notified. Notifications may be sent directly by the search committee chair or generated through PageUp once applicant statuses have been updated. 

Communicating with all candidates, including those who are not selected, is an important part of a respectful and professional search process that reflects positively on the department, college and institution. 

Final Applicant Dispositions

The search committee chair and HR administrative designee are responsible for ensuring all applicants are assigned a final disposition in PageUp and that applicant statuses are updated throughout the search process. 

Search Records

PageUp serves as the official record of the search. Departments should retain any materials maintained outside the system, including reference letters, transcripts, committee notes, interview summaries, and appointment documents, for three years.