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Faculty Searches and Appointments

The process for hiring faculty is determined by the Office of the Provost. You can find a comprehensive description of the processes for regular tenure-track and non-tenure-track faculty as well as temporary appointments on the Provost’s website for hiring faculty.

Please remember that all members of your search committee must have had up to date STRIDE training prior to the start of the search. The current requirement for AY2021-2022 searches is that all STRIDE committee members must have had STRIDE training on or after August 1, 2017.

See below for tips on tenure-line faculty searches. If you have any questions, please reach out to tcehrfaculty@utk.edu.


Tips for Tenure-Line Faculty Searches

All open searches are to be requested, approved, and tracked via Interfolio. Review the Office of Equity and Diversity’s “Ten Steps for Conducting a Faculty Search” for a detailed list of the necessary steps in the process and links to the correct resource.

When the department is ready to make an offer, see the pull-down below for “Request to Make an Offer”.

Internal searches follow the same basic process as open searches, with a few changes. They are not requested, approved, or tracked with Interfolio. PDF forms are used and approved by the department head, college, and provost. Review the Office of Equity and Diversity’s guide for “Conducting an Internal Search” for a list of the differences between conducting an open faculty search.

When the department is ready to make an offer, see the pull-down below for “Request to Make an Offer”.

Any search where a single candidate is pursued requires an exemption to the search process. Like internal searches, these searches are not requested, approved, or tracked with Interfolio. Follow OED’s instructions to make a “Request for Exemption” to obtain an exemption.

After the exemption has been obtained, no additional approvals are needed until the unit is ready to extend an offer. For more information about extending an offer, see the pull-down below for “Request to Make an Offer”.

When the department is ready to make an offer, please include the following in a single PDF document to tcehrfaculty@utk.edu:

  1. Recommendation to Make an Offer Worksheet: Download the Recommendation to Make an Offer Worksheet
  2. Recommendation for Faculty Appointment: Download the Recommendation for Faculty Appointment form.
  3. OED’s Recommendation for Faculty Appointment Form: Download from the Office of Equity and Diversity.
  4. Candidate’s CV
  5. ORIED’s Startup Commitment Form: Download from the ORIED.


Other Faculty Processes

  1. Faculty member submits their letter of Intent to Retire to the Department Head and/or Dean. The department forwards a copy to Office of Finance & Administration. The department confirms the faculty member has contacted the Retirement Benefits office.
  2. The Dean (Office of Finance & Administration) submits his/her recommendation to the Provost Office and Senior Vice Chancellor for Academic Affairs along with the Letter of Recommendation from the department head from which the faculty is tenured. This letter needs to include the retirement date and the home address of the faculty member retiring. You will need to attach a CV to complete the request and have it processed. All of this is handled through the Office of Finance & Administration. As of 2/10/2020, the Coordinator is Susan England for this type of request.
  3. You will receive an approval letter from Provost office.
  4. The department will process the termination with “Retirement” as the reason code, if applicable.
  5. The department will process the Rehire paperwork, preferably with no break in service, to put them in their Professor Emeritus position. Temp/Special Appointment; 2snp; 1%. Attach a copy of the Emeritus approval letter, along with the recommendation letters and CV.

  • Department Head negotiates a start-up package with the potential new faculty member per College approved funding limits.
  • When the Request to Make an Offer (see above) packet is submitted, the completed Start-up Funding Request Form (see above) listed under Startup Commitments must be signed by the department head.  Please bring the hard copy to Alex Brown in 124 Perkins Hall and send the digital copy to  tcehrfaculty@utk.edu/.
  • By June 1st of each year (November for mid-year hires), faculty with new startup accounts must submit a line-item budget using the college proposal template and a college provided Start-Up Funding Request to coincide with the budget. Department financial personnel will notify faculty of instructions utilizing the Office of Research’s Online Startup Request site and when it is available for submissions.
  • Startup accounts do not include centrally funded benefits, meaning that any tuition, insurance, or other benefits paid on behalf of students or employees hired on the startup account will be charged to the startup account. Accounts will not receive benefit supplements from central funds. Care must be taken to consider these costs in the budget plan.
  • Once the Department, College and Office of Research & Engagement have approved the budget, funds will be transferred into the account.
  • Reasonable revisions in the budget may be made during the year with the approval of the Department, College, and Office of Research & Engagement or their designees. Revisions in the budget may be necessitated by the need to reallocate across budget years.
  • The department head, departmental business manager, and faculty member should manage each startup account carefully to assure that there are no cost overruns and that funds are expended in a judicious manner.
  • At the end of each fiscal year, carryover of funds will not be automatic. Instructions for Requests for carryover will be provided in April with deadline submission date of May 1st, utilizing Office of Research’s Online Startup Carryover Request site.  Carryover requests should include a brief narrative of how carryover funds will be spent and accompanied by a revised line-item budget to include carryover and remaining startup funds using College provided templates.  All submissions will be guided by the department with final approval by the college’s Office of Finance & Administration and Office of Research & Engagement.
  • Failure to expend funds within the original terms of agreement (typically 3 years) without prior approval from the Department, College and Office of Research & Engagement will result in forfeiture of funds and closure by the College of the startup account.
  • Start-up Information/Forms : https://utk.infoready4.com/


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