The procedures, tools and resources below will help you through the recruitment and appointment process from start to finish.
Academic Searches and Hiring
Updated: September 1, 2022
Requests for paid faculty recruitment and offers require fiscal review and approval prior to execution of an offer letter or MOU. Please complete the appropriate form for faculty recruitment, offer, hire and salary increases.
Search and Screen
The Executive and Faculty Recruitment team has developed a number of tools and resources to convert complex recruitment processes into realistic action plans. We also partner with departments to provide consultation and tools to assist in areas such as advertising, sourcing diverse candidate pools and competency-based evaluation of candidates.
A national search is required for all AC1 positions, except postdocs and visiting (temporary) positions. However, even in cases where a search is not required it may still be in the best interest of the department to conduct a search.
A search waiver request should be submitted when an exception is sought to bypass the national search requirements. Search waivers are reserved for rare circumstances that include the reasons listed below. They should not be sought in cases where conducting a national search is merely less convenient. Having a well-qualified candidate is not an appropriate justification for a search waiver request. Some intradepartmental transfers or changes to the full-time equivalent (FTE) percentage of an existing appointee may not require a national search or a waiver. Transfers from one department to another require either a national search or a waiver, unless the appointee already has a joint appointment in the new home department. Departments should consult with Faculty Affairs to determine the best direction for recruitment needs.
Please note, submission of a search waiver request even with proper documentation does not guarantee an approval. While FAPD may approve a waiver request, the Office of Equal Opportunity (OEO) makes the final decision and handles each request case by case.
Position Description: A document detailing the specific qualifications, skills and experience needed for the position
Detailed Justification: A justification letter signed by the hiring authority (e.g., chair, dean, director) and addressed to IUPUI Office of Equal Opportunity. The letter must include a thorough explanation of the reason for the waiver as well as an expected start date. Examples of search waiver circumstances:
Change from visiting to permanent: visiting appointee being hired into a permanent, non-visiting position when the visiting appointment was a result of a national search.
Change in permanent appointment type: current employee’s academic appointment type does not align with the evolving needs of the position or career trajectory has changed (e.g., tenure track to clinical track/scientist track). National search is required to move from a non-tenure track to a tenure track position.
Dual career situation: recruitment/retention of a faculty member requiring the appointment of an accompanying spouse or partner
Endowed chair: recruitment of a distinguished scholar or nationally renowned professional who has demonstrated academic excellence in their field and an emerging national or international reputation that will be completely supported by endowed chair or professorship funding
Negotiated Hires: circumstances where a candidate negotiates for the relocation of team members (e.g., lab members)
Reduction in force: a qualified employee may be placed in a non-tenure track, AC1 position in lieu of termination due to lack of funding or discontinuation of an educational program or course
Research written into a grant application: individuals can be hired without a national search if they serve as the principal or co-principal investigator of approved research grant(s) and salary support is clearly secured through extramural funding.
Succession planning: an individual identified as a successor for a high level or key position that has been trained to fulfill the duties of the incumbent.
Unique individual: role to be filled is in an extraordinarily competitive, niche or narrow field, such that the recruitment of an individual with the requisite credentials represents a unique opportunity
Urgent/unforeseen department circumstance: circumstances that the department could not have foreseen, had little to no advance warning of or no control over (e.g., unexpected attrition, death, emergent clinical or teaching needs)
A standard offer letter is required by the university for all hires, even when a departmental or IU Health Physicians-IU School of Medicine joint memorandum of understanding (MOU) has been used. Instructions for submission of offer packets is in the Academic Recruitment Guidelines. Once an offer packet has been approved, units are responsible for sending the offer letter and offer letter enclosures to the appointee for completion.
Contact Faculty Affairs at firstname.lastname@example.org for questions about offers or MOUs for academic employees.