Summary of Overall Requirements and Timelines for Senate Searches

This section provides an outline of the overall academic recruitment tasks for senate searches, including creating a Search Plan prior to launching a search, evaluating applicants during the search, and completing a Search Report once a candidate (or candidates) has been selected to put forward for appointment consideration. In AP Recruit you will find the locations where the information described in this Search Guide is entered. The Help Section in AP Recruit provides information specifically on the logistics of navigating the AP Recruit system.

Creating the Search Plan and Launching the Recruitment

Approximate timeline: Allow approximately two – three weeks for creation and approval of the Search Plan and advertisement(s). 

  • Prepare a Search Plan under the guidance of the faculty search committee chair, which includes the advertisement.
  • Receive all required approvals, including the Office for Faculty Equity & Welfare (OFEW) as the final approver.
  • Publish the recruitment upon approval.


Timeline: Allow a minimum of 30 calendar days for advertisement and outreach (most senate searches are open for 45 - 60 days) 

  • The recruitment is automatically posted in a number of online locations. Search committees should do extensive additional advertising and personal outreach to ensure a broad and inclusive pool of applicants.
  • Determine whether individuals who submitted an application by the deadline date meet the basic qualifications necessary to be considered an applicant, as stated in the advertisement. Assign disposition reasons (deselection) for individuals who did not meet the basic qualifications.
  • Evaluate the applicant pool for size, depth, and diversity after a minimum of 30 calendar days. If needed, extend the recruitment period for at least another 15 days and conduct additional outreach.
  • Immediately after the deadline date submit an applicant pool report for review and approval in AP Recruit.

Evaluating Applicants

Approximate timeline: Allow approximately one to three months to evaluate applicants and select a proposed candidate.

  • Fully evaluate all applicants for the position using objective criteria and established evaluation mechanisms as stated in the approved Search Plan.
  • Select a "long list" of those candidates under serious consideration.
  • Provide disposition reasons for applicants who do not move forward for further consideration.
  • Select a short list of candidates to recommend for interview/campus visits.
  • Submit a short list report for review and approval in AP Recruit prior to inviting any candidates for campus visits.
  • Keep applicant statuses up-to-date throughout the process.

Completing the Search Report

Approximate timeline: Allow approximately two weeks for creation and approval of the Search Report.

  • Begin the Search Report as soon as possible (e.g., evidence of advertising and outreach activities can be uploaded, disposition reasons can be given to some candidates early in the search process, all candidate statuses should be kept up-to-date throughout the recruitment). 
  • Candidates can be told they are being recommended for appointment to the position with a soft offer. The status for the final candidate should be “Proposed Candidate.”
  • Receive final approval from OFEW for the Search Report prior to submitting the appointment case to APO. 

Final Closing Instructions for Searches

  • Return to AP Recruit when an outcome for the recruitment is known – formal campus offer given, formal offer accepted, formal offer declined, candidate was hired, or not – and update the applicant statuses.
  • Click on the "Conclusions" tab and select a final outcome of the search.
  • Conclude the recruitment.