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Faculty Search Documents

Faculty Search Plan

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Faculty Interview Itinerary

Arrival (afternoon/evening)
  • Airport pick up and hotel delivery
  • Dinner (candidate alone/with individual/with group?)
Day One
  • Hotel pick up
  • Breakfast (candidate alone/with individual/with group?)
  • Interview with Search Committee
  • Tour of departments/college/campus
  • Lunch — with Search Committee/Chairs of both departments?
  • Meeting with students from both departments
  • Meeting with Dean
  • Meeting with vice Provost (required only for senior ranks considered for appointment with tenure
  • Meeting with faculty in appropriate research area
  • Dinner — with Search Committee/selected individuals?
Day Two
  • Hotel pick up
  • Breakfast — candidate alone/with individual/with group?
  • Presentation to MAE faculty
  • Meeting with MAE Chair
  • Lunch — with select individuals
  • Meeting with CME faculty
  • Meeting with CME Chair
  • Free time for candidate to request meetings/tours, etc.
  • Deliver to airport for departure

Faculty Search Checklist

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Faculty Interview Questions

Nanoscale Science

  • Describe your current research agenda and discuss future research plans.
  • Describe research requirements (e.g. labs, grad students, equipment, etc.) needed to assist your research agenda.
  • Describe your preferred teaching methods. Are they the same for every course or specific to content areas?
  • What courses do you feel best prepared to teach?
  • Do you have or what are your plans to secure external funding to sponsor your research? What are the best sources for external funding of your research agenda?
  • Describe how you have or will involve both undergraduate and graduate students in your teaching, research, and service activities.
  • Describe your experience with interdisciplinary research and teaching activities. If none, how would you establish interdisciplinary connections?

Guidelines for Joint Appointments

February 25, 2008

ASU is committed to advancing knowledge and developing solutions to complex problems facing our community in Arizona and throughout the world. As such, we have created, by policy (ACD 506-09), opportunities for faculty to serve in more than one academic unit and/or research institute or center. These joint appointments facilitate the engagement of faculty members in the study and teaching of these complex problems. To ensure that we facilitate the success of faculty in such appointments, Provost Capaldi appointed a committee of deans and a representative of her office to develop better articulated guidelines to be used in concert with the policy.  With additional input from the Vice President for Research and Economic Affairs, and based on this committee’s analysis and recommendations, the following guidelines will be implemented for individuals on joint appointments.

  1. All appointments of assistant professors or other ranks without tenure require the individual to have their tenure track home to be in one unit. The unit chairs and directors must be effective mentors from the beginning, assist in developing faculty networks for the tenure track faculty and the chairs/deans must be committed to the joint appointment. Tenure track faculty may participate in more than one academic unit through Memoranda of Understanding that may include a partial “buy out” of faculty time. Non tenure units will contribute to the annual reviews, probationary review (3rd year review) and promotion and/or tenure review by providing a letter from the chair or director of the unit that specifically deals with those parts of the faculty member’s workload that are assigned to that unit through the Memorandum of Understanding. Interdisciplinary tenure and promotion guidelines can be developed by pairs of units who desire to routinely make joint appointments of tenure track faculty.
  2. Faculty engaged in interdisciplinary work and have joint appointments may need additional time to develop their careers. As a result, the faculty member may initiate a request through their chair/director and dean for an extension of their tenure clock on this basis.  Deans forward the request with their recommendation to the Provost’s Office for a final decision.
  3. Each unit within which the person is appointed must have clearly articulated expectations and those expectations should be shared by the chair or director with their colleagues to ensure a common understanding of the expectations and methods of evaluation of the joint appointment. Parties to the Memorandum of Understanding should all stipulate to the development of an annual work plan for the faculty member and agree that it will form the basis for subsequent annual evaluations.  Within the context of this agreement, units should determine how salary costs are shared, terms for course reductions, shares of overhead revenue from external funding, etc. 
  4. The effectiveness of joint appointments rests, in part, with the department chairs/directors and deans ensuring that personnel committees who make recommendations on annual reviews and other reviews, understand the terms of the appointment, added value the appointment has for the department and the need to evaluate the individual in this context and not as any other faculty member who is spending 100% of their time assigned to the unit. Key among the issues that chairs/directors and deans need to communicate with respect to joint appointments is the understanding that one individual cannot be reasonably expected to participate fully in all faculty meetings and service assignments for both units nor can they do all of the other “community” activities within the department because of their shared appointment.  It is also important for chairs/directors to remind their personnel committees that they are, in fact, making a recommendation regarding the annual evaluation to their chairs/directors and in turn deans, not a decision.
  5. Joint appointments should derive from a unit’s strategic plan, key strategic areas should be shared among the deans so potential collaborations can be identified and/or cluster interests identified to enable better recruitment of a critical mass of faculty in the shared interest area. Where a faculty member is already employed at ASU, the chair/director should first approach their counterpart before initiating conversations to a) be courteous to their colleague and their unit goals, b) to create an environment where units are working together rather than in competition, and c) to ensure there are not other issues that should be known before any discussions are initiated that might later make the arrangement untenable. 
  6. For joint appointed faculty with tenure, the same issues exist with respect to annual and post tenure reviews and for reviews leading to promotion to full professor.
  7. Faculty may have appointments where there are specific expectations for their participation in centers and/or institutes.  In those cases, a Memorandum of Understanding will be executed specifying the expectations including teaching assignments, service responsibilities and all other relevant responsibilities. Center and/or Institute Directors will provide input into annual reviews, promotion, and tenure actions by providing a letter of evaluation to the Director or Chair of the academic tenure home detailing the performance of the faculty member relative to expectations specified in the Memorandum of Understanding.
    Time can be paid for by a research center or institute, or performing research in the research unit can substitute for some part of teaching load with the agreement of the department chair of the tenure home of the faculty member.
  8. Merit Raises are awarded by the tenure home department chair with input from units where joint appointments are held. If a tenure appointment is split, so that two units are paying an individual and the tenure home is shared then the two unit heads must consult on any merit pay increase and agree on the recommendation. Otherwise, faculty in joint appointments where the unit other than the tenure home is paying some portion of the salary will provide input on the annual, probationary and tenure and promotion reviews but the final recommendation will rest with the chair or director of the tenure home department. All recommendations for pay increases go to the dean, provost and president who retains the final decision authority.
  9. All individuals holding joint appointments (e.g., in other academic depts., research centers and institutes, etc.) shall be evaluated for promotion and tenure by the College or School where their tenure resides with input from the appropriate unit head (chair, dean, director, and/or vice president).
  10. Tenured faculty members holding Center Directorships within Institutes will be evaluated in a different manner than other faculty holding joint appointments. In these limited circumstances, the Director of the Institute with input from the chair or director of the academic department or school in which the individual’s tenure resides will conduct the annual review and determine the annual merit adjustment. Appointments of tenure eligible faculty to Center Directorships within Institutes would need to be approved by the Provost and clearly articulated arrangements made to determine the criteria and process for promotion and/or tenure reviews.  Should the individual step down as Center Director but remain in the Institute, the evaluation would follow the process outlined for all other faculty in such circumstances (evaluation conducted by the chair or director with input from other collaborating or jointly appointed unit heads).
  11. Any exceptions to the processes described above will be outlined in a separate memorandum of understanding between the units involved and agreed to by the appropriate deans and/or vice presidents and the University Provost.

Guidelines for Use of Email in Searches

Please remember that use of e-mail in searches establishes a record that becomes part of the search material that must be retained for three years. Additionally, email may be forwarded with or without changes without the original sender's permission. Email may be considered a public record that must be made public under certain circumstances; therefore, the following guidelines are provided to assist in assuring appropriate confidentiality of the search process.

Acceptable uses of e-mail by search committee members:

  • Set meeting time/location.
  • Distribute/discuss recruitment process information, e.g. drafts of ad copy, search plans, interview itineraries and questions, reference questions/process, criteria to evaluate whether qualifications are met.
  • Appropriate communication with applicants, e.g. provide information about the status of the search, request reference names, provide itinerary/information about interviews, offer option to provide missing application material.
  • Appropriate communication with references, e.g. request letters of reference, set appointments for telephone reference calls.
  • Contact potential candidates to alert them to vacancies, provide ad copy, provide general information about the department, college, and/or university.
Unacceptable uses of email by search committee members:
  • Discussion by name about candidates’ qualifications and status in the search (e.g. on the short list, to be interviewed, etc.).
  • Discussion about specific reference information about named candidates or named references.
  • Providing confidential search information to anyone, i.e. if the information is confidential, it is best not to share even with appropriate individuals via e-mail.
  • Soliciting additional or clarifying information from an applicant on an ad hoc basis.
Email Applications
We recommend accepting applications through e-mail. It accelerates the receipt of applications and facilitates sharing electronic letters of application and curriculum vitae with the search committee.
  • Decide whether e-mail applications are acceptable; if not, indicate e-mail applications will not be accepted in all advertisements about the position.
  • Email application material must be printed. If format is destroyed in the process of printing, the applicant will be alerted to the problem and offered an opportunity to submit material in a different format or to resubmit electronically. Remember the search committee must be consistent with all applicants.
  • In inviting email applications, units may want to have all documents come as PDF files so no changes may be made to any submitted document.

Recruiting for Faculty Diversity

Position Description

  • research and/or teaching discipline includes diversity, e.g. women, ethnicity, age, disability
  • regional geographic disciplinary focus, e.g. Southwest Borderlands, Africa
  • interdisciplinary research emphasis
  • experience with diverse student populations is required or desired

Qualification Criteria, i.e. the determination of whether applicants meet the advertised qualifications is one of the most important issues in achieving diversity

  • criteria determined prior to evaluating applications; criteria uniformly applied
  • multiple avenues for demonstrating excellence
    • traditional – degree school, stature of references, scholarly activity since degree date, external funding received, awards, publications in specific journals
    • other – work experience combined with academic pursuits, disciplinary focus adds value to the department, departmental assessment of quality of work rather than relying on quality assessment based on publication source, acceptance of a variety of research methodologies rather than just one methodology
  • evaluate criteria to determine hidden discrimination
    • evaluate the quality of journals in terms of acceptance rates, types of research published, and diversity of the editorial boards/reviewers to assess whether journal truly offers equal opportunity
    • assess whether sending consistent messages to potential applicants, e.g. if want quantitative research focus advertise this rather than eliminate individuals who aren’t publishing/receiving funding from sources that only focus on quantitative research

Recruiting Strategies

  • cluster hiring or critical mass recruitment – recruit for more than one position with similar focus in the department
  • institutional initiatives directed toward diversity in multiple departments, e.g., Southwest Borderlands Initiative
  • exchange programs between faculty at different universities
  • summer research programs for Ph.D. candidates
  • degree completion year at the university
  • targeted or focused recruitment

Recruitment Sources

  • discipline specific journals, websites, listservs
  • Black Issues in Higher Education
  • Hispanic Outlook in Higher Education
  • women’s and minority caucuses/committees within national associations
  • directories of terminal degree candidates
  • Women in Higher Education
  • Affirmative Action Register
  • universities and colleges that both offer appropriate degrees or offer lower degrees but have diverse faculty
  • local diversity organizations, churches, sororities/fraternities
  • personal contacts

Sample Faculty Advertisement Copy - Long

*required info


*General info about
the position—must include rank(s), tenure status, and department

(Nature of appointment between two departments)

The Ira A. Fulton School of Engineering at Arizona State University invites applications for a tenure track faculty position in the area of nanoscale science and technology/synthesis and manufacturing He/she will be expected to take part in interdisciplinary research among academic departments within the School of Engineering and the College of Liberal Arts and Sciences. While the appointment is primarily slated at the Assistant or Associate Professor level, candidates for Full Professor will be considered. This will be a joint appointment with the Department of Mechanical and Aerospace Engineering and the Department of Chemical and Materials Engineering.

(General info about
the college, ASU, and community resources)

Arizona State University , a Research One Institution, is the fourth largest U.S. University with approximately 39,000 undergraduate and 10,000 graduate students at the Main campus. The Fulton School of Engineering at ASU is among the leading engineering graduate schools in the country with research expenditures exceeding $33M/year. The Phoenix area has a high technology base which includes General Dynamics, Honeywell, Intel, and Motorola. This enriches the ASU research environment with project funding and consulting opportunities. ASU has an outstanding infrastructure in nanofabrication and world-class facilities and expertise in nanoscale characterization. Focused resources are being provided for growth in interdisciplinary areas including nanotechnology and biotechnology.

*Required Qualifications

*Desired Qualifications

Applicants must have an earned doctorate in applied physics, materials science, mechanical engineering or a related area and have a record of research and teaching experience appropriate to rank. Demonstrated interest in one or more of the following is desired: transport in nanoscale systems, mechanics at the nanoscale, molecular scale biomechanics, self-assembly of nanostructures, and design/synthesis/manufacture of sensors, actuators and nanoelectromechanical systems.

*Application material
to be considered
an applicant

Applicants must send a letter of application, a resume with publication list, and the names and contact information of three references to:

*Information about where to send
application material

Chair Nanoscale Materials/Mechanical Engineering Search Committee, Department of Mechanical and Aerospace Engineering, PO Box 876101 , Arizona State University , Tempe , AZ 85287-6101 .

(Information specifying how application material must be provided)

Applications by facsimile or email will not be considered.

Deadline using correct rolling deadline language

The first application deadline is January 31, 2004; if not filled, applications will be reviewed weekly thereafter until the search is closed.

Federally required equal opportunity statement

Arizona State University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply.  (For electronic advertisements please create a hyperlink from this statement to ASU's complete non-discrimination statement at:  

(Additional diversity statement)

The Ira A. Fulton School of Engineering actively encourages diversity among its applicants and work force.

Sample Faculty Advertisement Copy - Very Short

*required info


 *General info about
the position

(Degree of specificity)

The Ira A. Fulton School of Engineering at Arizona State University is seeking a tenure track faculty member at any
rank in the area of nanoscale science and technology/synthesis. This is a joint appointment between the Departments of Mechanical and Aerospace Engineering and Chemical and Materials Engineering.

*Application deadline

Deadline is January 31, 2004; if not filled, weekly thereafter until search closed.

*Website must contain the complete ad including all required/desired qualifications, application procedures and deadline

For complete qualifications and application information see [insert URL to webpage].

*Federally required equal opportunity statement

Arizona State University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply.  (For electronic advertisements please create a hyperlink from this statement to ASU's complete non-discrimination statement at:

Sample Acknowledgement of Application/Missing Information


City, State  Zip


Thank you for your interest in the position of Dean of the College of Nursing at Arizona State University . Your application has been forwarded to the search committee for review unless one of the items below has been checked. If an item has been checked, please submit the missing information:

____Letter of interest highlighting important qualifications

____Curriculum vitae

References will be requested from applicants who make a “short list” of candidates. The names of selected applicants will be announced after those candidates have accepted the invitation to visit campus for an interview.

If you would like more information and/or have questions about the search process, please call me at 480-965-0000. On behalf of the Search Committee, I want to express our appreciation for your interest in ASU.



College of Nursing Dean Search Committee

Sample Applicant Regrets Letter


City, State  Zip


Thank you for your interest in the position of Dean of the College of Nursing at Arizona State University. Your patience regarding the time it takes to conduct a search is appreciated, and I regret to inform you that you are no longer under consideration for this position.

On behalf of the search committee, your willingness to be considered for this position is appreciated, and I hope you will again select ASU as a university of interest for employment. The university committee has selected an individual for the dean position who more closely matches the interests and needs of the college.

Again, thank you for your interest in Arizona State University, and I extend sincere wishes for your continued professional



College of Nursing Dean Search Committee

Sample Interviewee Regrets Letter


City, State  Zip


Thank you for your interest in the position of Assistant/Associate/Full Professor in nanoscale materials in the Ira A. Fulton School of Engineering at Arizona State University. Your willingness to participate in [phone interview, and/or on-campus interview] is appreciated.

All of the candidates interviewed were impressive; however, the search committee has recommended another candidate for hire.

The search committee wants to acknowledge the time and effort you extended as part of this search process. On behalf of the search committee, thank you for your patience and interest in ASU. I also want to offer my best wishes for your continued professional success.



Nanoscale Materials/Mechanical Engineering Search Committee

Sample Thank you Letter to Nominator


City, State  Zip


Thank you for nominating Name for the position of Assistant/Associate/Full Professor in the Ira A. Fulton School of Engineering at Arizona State University. I will be contacting your nominee with information about the position and extending an invitation to apply. A successful search to fill this position is aided by nominations of excellent candidates. On behalf of the search committee, I want to express our appreciation for your efforts to assist us in our search. I also urge you to continue to think of others who might be interested in this position or to share information about the position with others who might know of additional nominees.



Nanoscale Materials/Mechanical Engineering Search Committee

Sample Faculty Screening Matrix

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