CNR Tenured/Tenure Track Recruitment Process Checklist.xlsx

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1		INSTRUCTIONS: This document is intended to guide search committees through the recruitment process to hire T/TT Faculty.			College of Natural Resources Business Office Last Updated: February 4, 2026
2	Position Title:
3	Position #:				T/TT Faculty Recruitment Guide
4	Posting #:
5	Done	Governing unit	Step	Activity	Additional Information & Best Practices

6	1. RECRUITMENT PLANNING
7		College required	1	Dean authorizes departmental recruitments	Department Head/Associate Dean/Director meets with the Dean to discuss filling a vacancy.
8		College required	2	Department Head (DH) or Dean reviews & authorizes search budgets with Business Office
9		University required	3	Department Head (for departmental positions) and Dean (for college positions) appoints the search committee.	Hiring Manager Toolkit provides support in most aspects related to filling a vacancy. See REG 05.55.02 - Hiring Procedures for Faculty and EHRA Personnel.
10		University encouraged	4	Committee support or committee chair informs search committee they are encouraged to have Search Committee training.	All participating parties are encouraged to take the online version of the Search Committee Training through Reporter. In Reporter, use Search Committee as the key words to sign up for training.
11		University required	5	Search committee meets, receives charge, discusses position description, timeline, advertising, confidentiality, interview process and who might be contacted for referrals of applicants.	Some committees prefer to have signed confidentiality statements. Others emphasize the importance and liabilities relative to confidentiality. In finalizing the prospectus, NC State mandates the following be included in the advertisement: NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity. UHR sponsors advertisements with HigherEdJobs and InsideHigherEd, so it will automatically be sent to those sources for advertisement. UHR must approve any advertisements. See EEO and Hiring Practices
12		University required	6	Search committee chair submits the position description and advertisement(s) to departmental HR coordinator, if the search committee has been charged with writing it. The hiring official can also be responsible for submitting this information.	Once these have been approved by University HR, no other changes can be made.
13		University required	7	Department HR coordinator submits PA7 request to the college HR office with position description, drafts of advertisements, org chart and ADA Checklist, and members of the committee.	See PeopleAdmin: Create a Posting
14		University required	8	CNR HR and department coordinator will receive notification from Univ HR when position is approved & recruitment is posted.	Please allow up to 3 weeks for approval.
15		College suggested	9	Upon approval, department coordinator should share informational email with search committee chair & business officer, along with the approved version of the position advertisement.	A minimum of 20 working days is required for the vacancy to be posted.
16		University approved	10	Search committee may begin distributing the advertisement (listservs, journals, etc.)	Immediately after receiving approval email from UHR Partner the advertisement may be distributed publicly. As a rule, if committee members are in professional societies, sometimes they can post the job perspectus on society list serves. Human Resources must review and endorse all proposed advertisements for compliance with university policies and state and federal law and regulations prior to the advertisement being distributed through any venue.
17		College suggested and resources provided by OEO	11	Search committee establishes written criteria that are objective and relate to the requirements or qualifications of the position as stated in the advertised vacancy (a copy of the selection criteria should be maintained in the search file)	This action can be completed simultaneously while awaiting approval of the position & recruitment. Example Rubric and Evaluation Matrix
18		University required	12	Search committee screens applications	Evaluation process may begin as soon as applications start showing in the online system. It is recommended that a matrix be provided for feedback from committee members. Candidate Evaluation Matrix Template
19		University required	13	Search committee determines applicants that they wish to be Tier I applicants (definitely interview) and Tier II (do not eliminate from consideration at this time).	You should not place an applicant in Tier 1 status unless you plan to interview everyone with that designation. Tier 2 applicants are those not yet ready to be ruled out from the candidate pool.
20		College required	14	Search committee chair sends cover letters and CVs to Dean	The dean would like to review the application materials for applicants who the committee would like to bring to campus for interviews. This is not mandated by the university but preference of the dean.
21		College suggested	15	After the committee chair receives input from the Dean, interviews can be scheduled.	It is preferred by college faculty that interviews not be held the last week of class in a semester.
22		University required	16	When sending applicant information out for interviews, only materials submitted through UHR as part of the application may be shared.	Redacted information is not a requirement but is a college best practice. Documents normally distributed are the redacted CV submitted with the application and the redacted cover letter. If a candidate to be interviewed is internal, that person should be removed from listservs prior to any distribution of names or materials. Only materials submitted through the University Employment site as part of the application may be considered or shared with the search committee or anyone else involved in the interview process.
23		University required	17	Committee Chair notifies department HR contact when the committee feels there is a sufficient pool and would like to close the position vacancy. CNR HR emails the committee chair when the posting is officially closed.	The minimum posting requirement is 20 business days from the posting effective date.
24		College suggested but not required	18	Once all interviews (minimum 3 interviews) are conducted, the Search committee submits feedback to Department Head. Normally that includes strengths and weaknesses of the finalist along with acceptable or unacceptable for the position.	First round interviews help to lower the pool of candidates for consideration by a larger group in the department/college. However, first round interviews are not mandated. The committee may choose to do one interview with three candidates rather than first round and second round interviews. Ask the same questions of all candidates in your interview pool. The University does not require candidate evaluation summaries to the department head be ranked or unranked. The means/instrument used to collect feedback on candidates interviewed is left to the discretion of the search committee and the hiring official.
25		University required	19	The Department Head calls for DVF vote(s) for the candidates who were in the final round interviews. Two votes are taken--one for support to hire and one for rank. If the appointment will include tenure, the second vote (for rank) should include recommendation for tenure.	Review PRR & Bylaws to verify various DVF requirements (candidate selection, tenure, etc). Votes should be taken on all candidates who are in final interviews. These votes should be taken soon after the candidates are interviewed. See Policy 05.20.01 #4 (qualifications for rank) and #6 (procedures for initial appointment) for details. The vote count should be recorded when submitting the candidate of choice hire paperwork. Votes for initial appointment are not conducted in the RPTOnline System.
26		College required	20	The hiring offical approves selection for hire. The hiring official should discuss with the Dean their preference for whom they would like to make an offer.	Follow Department's procedures for selection.
27		University required	21	At least two positive reference checks and hiring proposal endorsement must be obtained prior to extending a job offer.	The hiring official should conduct the reference checks. The Telephone Reference Check document should be used as a resource. At least two work related references from previous supervisors or managers must be utilized, but references from colleagues or clients may also be considered when appropriate. These will be attached to the final recruitment report requesting permission to begin negotiating. Reference checks should be via phone calls, not via email or letters of reference.
28		University required	22	The Department Head confirms credentialing that the candidate of choice has the appropriate credentials to teach classes that will be expected of the new faculty member. See Justifying, Approving and Documenting Instructor Qualifications.	REG 05.20.40 addresses Instructor Qualifications. Additionally, the Justifying, Approving and Documention Instructor Qualifications should be reviewed to ensure the candidate of choice meets the Southern Associate of Colleges and Schools Commission on Colleges (SACS) requirements.
29		College required	23	The Search Committee Chair &/or Department Head provide the Dean and Assistant Dean of Finance and Business with the proposed offer (salary & start date).	While in negotiations with candidate, the hiring official cannot make official offer. The preliminary offer must always include statement that "offer is pending University approval".
30		University required	24	Department HR coordinator submits to the college HR office Hiring Proposal in PA7 for the first choice candidate, while also marking a disposition status for each applicant where applicable. Top 2 & 3 choices are marked as such, along with the Hiring Proposal for the Top Choice candidate.	Committee must provide disposition statuses for each applicant including not selected reasons and top 2 & 3 choices. Please allow at least 5 business for approval of the Hiring Proposal, timeline may vary.
31		College required	25	CNR will receive notification from Univ HR when Hiring Proposal is approved and the Assistant Dean for Finance and Business notifies the Department Head.
32		College suggested	26	Simultaneously while waiting for approval of hiring proposal, the Department Head can begin conversations with the Dean regarding any start up packages.	May result in approval from Provost Office. An offer cannot be made until hiring proposal is approved and start up packages are approved. While in negotiations with candidate, department cannot make official offer. Must always include statement that "offer is pending University approval."
33		College required	27	After approval is received, the Department Head makes formal offer to candidate. Once terms of offer are confirmed, DH provides offer details to the Assistant Dean for Finance and Business who will draft the Offer Letter.	Draft offer letter templates are posted online: Any modification to the template must be reviewed & approved by University HR.
34		College required	28	The draft offer letter is prepared by Assistant Dean of Finance and Business, signed by the Department Head, and then signed by Dean before letter is officially provided to candidate.
35		Graduate School required	29	A vote should be taken for approval of graduate faculty status. DGP in each department sends form to Graduate School per Reg 02-40-01, Graduate Faculty. (section 1.2)	Graduate Faculty Handbook: The department head or DGP forwards the Graduate Nomination Form along with a current CV to the Graduate School after a vote has been taken of the DVF. As part of that process, members of the Graduate Faculty of the appropriate department/program vote and those results must be included on the Affiliate Graduate Faculty Nomination Form.
36		College required	30	This completed checklist should be submitted in the hiring package sent to cnrhumanres@ncsu.edu.
37		College required	31	If relocation funds are approved, the request for the funds should be submitted at this time.
38		College required	32	The CNR Form for Course Credentialing, DVF Vote for Appointment, Rank, Graduate Faculty Status, Subsequent Appointment should be submitted to CNR HR with the hiring package.
39		Graduate School required	33	DGP in each department sends form to Graduate School per Reg 02-40-01, Graduate Faculty, when the new faculty member is announced with an effective start date.	Graduate Faculty Handbook. 6.1 Because new tenured or tenure-track faculty become members of the graduate faculty at the time of hire, there is no separate application process for membership in the Graduate Faculty. To ensure that Graduate Faculty status is granted, the Graduate Faculty Nomination form must be submitted to the Graduate School for processing.
40		University and college required	34	Upon acceptance of the faculty offer letter, the head will send the completed CNR Form for Course Credentialing, DVF Vote for Appointment, Rank and Graduate Faculty to the CNR Academic Affairs Office.
41		University required	35	Send Search File to CNR HR for retention as per Reg 01.25.12 - University Record Retention and Disposition Regulation
42			36	Next steps for onboarding are addressed in a separate document.
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