This guide contains all content and hyperlinks from the presentation “Faculty Recruitment” offered February 2024 by the Office for Academic Personnel and Faculty.
Purpose of the Training
Internal Audit identified the need to improve administration of additional compensation for faculty.
This document serves as a comprehensive reference for:
- Planning and preparing faculty searches
- Building compliant job postings in Interfolio
- Understanding Academic HR (AHR) and International Scholars Operations (ISO) review requirements
- Avoiding common recruitment and posting errors
- Accessing UW faculty recruitment and equity resources
Preparation for Faculty Recruitment
Long-range hiring should begin well in advance of posting an ad.
Key Preparation Steps
- Confirm budget and approved Hiring Plan
- Determine specific goals for the search
- Form a Search Committee
- Understand the importance of equity and inclusion
- Provide training on interrupting bias
UW Commitment to Excellence
The University of Washington is committed to excellence in:
- Scholarship
- Research
- Teaching
- Service
Open competitive recruitment is essential to attracting the best candidates.
- Outreach strengthens applicant pools
- Competitive recruitments seek to include historically underrepresented, marginalized, or disadvantaged groups in specific disciplines and higher education overall
Equal Opportunity & Non-Discrimination
Equal Opportunity Statement
UW reaffirms equal opportunity regardless of:
- Race, color, creed, religion
- National origin, sex, citizenship
- Sexual orientation, age
- Marital status
- Gender identity or expression
- Genetic information
- Disability
- Protected veteran status
UW Equal Opportunity & Affirmative Action (EOAA)
Non-Discrimination in Hiring
- Avoid unfair or prohibited pre-employment inquiries
- Prohibited bases include race, religion, sex, gender identity, age, disability, veteran status, etc.
- Applies to:
- Forms
- Interviews
- Reference checks
Pre-Employment Inquiries Guidance
Office for Academic Personnel & Faculty Inclusive Excellence
Leadership
Chadwick Allen
Associate Vice Provost for Faculty Inclusive Excellence
Professor of English; Adjunct Professor of American Indian Studies
Faculty Inclusive Excellence Programs Supporting Faculty Recruitment
- Handbook of Best Practices for Faculty Searches
- Online Toolkit
- Workshops for Search Committees
- Webinars on Hiring Practices
- Faculty Recruitment Initiative
- DEI STEM Faculty Recruitment Initiative
- NW Higher Education Recruitment Consortium
Faculty Inclusive Excellence Programs Supporting Faculty Retention
- Faculty Retention Initiative
- Faculty Advancement Initiative
- National Center for Faculty Development and Diversity
Faculty Inclusive Excellence Workshops
Topics include:
- Legal & policy contexts for faculty hiring
- Anti-bias training for faculty search committees
- Anti-bias training for leadership hiring
- Role of whole faculty in hiring & retention
- Tailored workshops
Interfolio – UW’s Applicant Tracking System
Interfolio Faculty Search (FAQ)
All competitive academic searches must be managed in Interfolio Faculty Search
- Faculty Search Supports:
- End-to-end recruitment
- Record keeping
- Integration with UW systems
Required Vs. Optional Searches
- Some academic titles require competitive recruitment
- Others do not, but:
- All academic searches must run through Interfolio
- Academic Titles and Ranks
Know Before You Start
Confirm the following before creating a position:
- Does your school/college/campus have departments?
- Is the position eligible for permanent residence sponsorship?
- Is the position on your approved hiring plan?
- APF Interfolio Position Types
Permanent Residence Sponsorship
Positions Eligible
- Assistant, Associate, and Professor (Tenure, Tenure Track, WOT, Research, Teaching)
- Clinical Dental Pathway titles
- Administrative appointments concurrent with new academic appointments
- Permanent Residence Sponsorship Details
Hiring Plans
Initial hiring plan submissions should include all positions intended for the cycle.
Actions Requiring Hiring Plan Approval
- New recruitments in required titles/ranks
- All professorial hires (tenure, WOT, research, teaching, clinical dental)
- Consideration of tenure for non‑tenure track faculty
- Track changes
- Modifications to previously approved positions
Interfolio Position Types
- Position Type determines review routing
- Cannot be edited once selected
- Incorrect selection requires starting over
Review Levels
1‑DEP / UNDEP
- Permanent residence eligible
- Reviewed by ISO + AHR
2‑DEP / UNDEP
- Hiring plan positions not PR-eligible
- Reviewed by AHR only
3‑DEP / UNDEP
- Not on hiring plan, not PR-eligible
- Minimal AHR review; unit responsible
Building The Job Posting
Required Position Details
- Title
- Track
- Rank
- Specialization
- Unit
- Location (city required)
- Close date (≥ 30 days after open date)
- Service Periods
Additional required details:
- FTE expectation
- Service period (9 or 12 months)
- Anticipated start date
- Number of positions
- Open rank language (“Commensurate with experience and qualifications”)
Tenure Status – MUST INCLUDE ONE
- Tenured
- Tenure-Track
- Without Tenure (WOT)
- Non-Tenure
Position Description – Required Elements
- Appointing unit
- Rank and title
- Discipline/specialization
- Full/part-time status
- Service period
- Tenure relationship
- Anticipated start date
- Number of positions
- Essential functions
- Monthly base salary range
- Qualifications
- Application instructions
Salary Disclosure Requirements
Washington State Law RCW 49.58.110 requires disclosure of:
- Wage scale or salary range
- Other compensation
- Benefits
Required Salary Language
“The base salary range for this position will be [range] per month, commensurate with experience and qualifications, or as mandated by a U.S. Department of Labor prevailing wage determination.”
For PDR Ads:
“This position is paid directly by [outside entity] and receives no UW compensation…”
Required Statements
Every job posting must include required statements regarding equal opportunity employment, benefits, privacy, disability services. The Office for Academic Personnel & Faculty has configured Faculty Search to automatically populate the job posting with these statements.
Equal Opportunity
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.
Benefits Information
The University is committed to providing excellent benefits to our faculty. For a summary of available benefits, please see UWHR benefits information.
Privacy Notice
Your application materials may be used for employment consideration and shared in accordance with UW’s Privacy Policy.
Disability Services
The University of Washington is committed to providing access and reasonable accommodation in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Disability Services Office at 206‑543‑6450 or dso@uw.edu.
Qualifications Section
Must include:
- Degree requirements
- Other minimum requirements only
Must NOT include:
- Job duties
- Non-essential criteria
Collective Bargaining Language
Interfolio Ads
The University of Washington and the Service Employees International Union, Local 925 (SEIU 925) are currently in the process of negotiating their first collective bargaining agreement. This position is subject to the collective bargaining agreement and represented by SEIU 925. For more information and updates on the bargaining process, please visit UW Labor Relations.
Offer letter
We are pleased to offer you a position as a [title]in the [department / school] at the University of Washington effective [insert start date] and ending [insert end date]. The [insert title here] title is included in a bargaining unit represented by SEIU 925. Be advised that any and all agreements between UW and SEIU 925 may result in adjustments effective during your appointment including, among other things, a change in the title of your appointment.
Internal Notes (Interfolio Only)
- Position ID or hiring plan number
- Hiring plan field
- Advertising sources
- Outreach to underrepresented groups
Common Reasons Academic Personnel & Faculty and Operations Returns Ads
- Missing “commensurate with experience” language
- Incorrect or missing hiring plan number
- Failure to identify non-tenured positions
ISO Review – Permanent Residence Eligible Ads
ISO reviews:
- Teaching duties (may be generic)
- Degrees listed with “or foreign equivalent”
- Concrete, documentable minimum requirements
All listed qualifications are treated as minimum requirements for DOL purposes.
Avoiding Problematic Language
Preferences Should Be:
- Stated as job duties or
- Included as “positive factors”, not requirements
Avoid words like:
- Interest
- Passion
- Commitment
- Ideal
- Especially
- Avoid vague or excessive requirements.