This page takes you through the steps of the recruitment process, from opening a faculty search to extending an offer to a candidate.
To hire a full-time faculty member, you must first go through the pre-search process to open a faculty search and receive an approved search number from the NU Provost (the pre-search process is not required to appoint contributed services, part-time, coterminous, or adjunct faculty). Only pre-searches that have been included in the DoM Faculty Hiring Plan can be opened within the fiscal year.
Submit the Pre-Search Review Form with the proposed employment advertisement to DOM Faculty Affairs for processing. Your request will be reviewed by the DOM Chair, the Dean, and finally the Provost. After your pre-search application is approved by the Provost, you will receive an approved pre-search number which allows you to run the advertisement and conduct the search. Please note that the pre-search process takes about one month from the time you submit the paperwork to the time you receive the approved pre-search number.
- Pre-Search Review Form: complete and have the committee chair sign, and send as a PDF
- Pre-Search Form Tips: Read this to avoid common pre-search errors
- Business Plan: obtain the Hiring Plan-approved version from Eric Wells, or work with him to revise if necessary
- Advertisement: fill in the blanks, and send an editable Word file
- Tips for Writing Ads: If writing an ad without using our template, view this first
In rare cases, you may request a waiver of the pre-search requirement if the candidate will fill a critical clinical need or the opportunity to hire an exceptionally talented candidate has arisen. If you are requesting a waiver of search, you must provide information explaining why you did not conduct a national search for the position.
Once you have obtained an approved search number, you are free to run an advertisement and conduct a faculty search. NU's faculty recruitment standards are set by the Office of the Provost, which has published several guides and resources outlining these standards as well as best practice suggestions for conducting successful searches:
Anticipate and Expedite the Appointment Process through the Search
A well-planned and executed search can expedite the faculty appointment process, for you can use the search process to collect some of the documents that will be required later. Please review the Pre-Approval of Offer Letter and Faculty Appointment sections of this site to anticipate the required paperwork for the faculty rank at which you are hiring and determine when best to collect or prepare the documentation. This is especially important if you are appointing a tenure-track faculty member, for the Provost has recently revised the tenure track recruitment process). We are now required to submit a substantial amount of paperwork for review by the Provost before we can even extend an offer to a desired candidate.
Reference letters are required for many faculty appointments. Depending on the rank and tenure status of the proposed appointment, these letters may be required either before an offer is extended to the candidate or after the candidate has accepted the offer. Rank and tenure status also determine how many letters are required and whether the reference letters must be solicited by the Division or by the Dean's Office. In many cases, collecting reference letters as part of the search process is appropriate and will save time later on. To determine how many reference letters are required for a particular appointment, find out who should solicit them, and obtain resources for soliciting reference letters, please visit our Referee Guidelines page at the link below.
- Referee Guidelines: Determine how many referees are required and who contacts them.
- Note: The DOM FA no longer solicits reference letters for new appointments, but the DOM FA should always review your list of referees before you contact them to ensure that they are appropriate for the proposed appointment.
At the conclusion of a search, provide a summary of the search process to demonstrate that you have conducted a national search consistent with affirmative action guidelines. This documentation will be submitted later in the appointment process, though the exact stage at which it is required varies depending upon the rank and tenure status of the proposed appointment. See the Pre-Approval of Offer Letter section below and the Faculty Appointment page for more guidance.
- Affirmative Action Summary Form: Required for all full-time appointments, except coterminous.
- Search Summary/Narrative: Written by the Chair of the Search Committee, this summarizes how many candidates were interviewed, why certain candidates were not selected, and why the person identified is the best fit for the position. It is not required when hiring Instructors or NTE Assistant Professors.
Before extending an offer of part-time or full-time employment to a candidate, the offer letter must be approved by the DOM Chair, FAO and the Provost. This section contains the forms, resources, and protocol you should follow to successfully complete this process.
All offer letters must be reviewed and approved by the Department Chair.
When drafting offer letters, refer to the Offer Letter Drafting Checklist to ensure proper formatting.
Step 1: Refer to the FAO website to determine what materials are required as part of the offer letter pre-approval process for the rank and track at which you are hiring. Submit these materials electronically to the DOM's Faculty Affairs Coordinator.
Along with the FAO required documents, you must send the Faculty Affairs Coordinator the following information, which will be incorporated into the Chair's recommendation letter:
- If national search, include brief information about the search: where advertised, # of applicants, # of finalists interviewed, etc.
- If candidate identified via fellowship search, insert details here: year of search, # of applicants, # of finalists interviewed, etc.
- If no national search and a waiver is being requested, include info on “why”
- For TE Assistant Professor positions: the mentoring plan for the candidate, including the name of the faculty who will be chairing the candidate's mentoring committee
Step 2: The DOM will review your materials and notify you of any changes to be made to the letter.
Step 3: Once approved at the department level, DOM FA will forward your draft offer letter and supporting materials to the FAO for review by the Dean and Provost and notify you of any changes they request.
Step 4: Once approved at the FAO, Dean and Provost level, DOM FA will print the letter and notify you when the offer letter has been signed and is ready for pickup.
Step 5: DOM FA will e-mail you an editable version of the final offer letter. If there are negotiations that necessitate further revisions to the letter, you must edit this approved version rather than some other version (and please edit in tracked changes).
Once the offer letter has been approved and signed by the Department Chair, you can send it to the candidate. You should ask the candidate to return a separate letter indicating whether s/he accepts or declines the offer. Per NU Legal Counsel, do NOT have the candidate sign the offer letter to indicate acceptance of the offer.
When sending the offer letter, you may also choose to enclose other documents for the candidate to complete, which will help expedite the appointment process. Please refer to the appointment checklist contained within the Faculty Appointment page of this site to determine which documents are required for your particular appointment. Make sure to notify the DOM of the candidate's decision so that the FA team can update their records and begin initial appointment processing if necessary.