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Faculty Processes

The links below will help you in your Faculty Search process. Each link will provide best practices and appropriate checklists for the required documents to complete that step of the process.

Please remember that all members of your search committee must have had up to date STRIDE training prior to the start of the search. Date of STRIDE training must proceed submission of request to search.

If you have any questions, please reach out to tcehrfaculty@utk.edu.


Please email tcehrfaculty@utk.edu to inform us that you will be starting a search. Documents should be ordered as listed below. All documents should be single-sided. No extra color pages or staples should be included in the finished package. Both a hard copy and single (COMBINED) digital copy are required. Please bring the hard copy to Alex Brown in 124 Perkins Hall and send the digital copy to tcehrfaculty@utk.edu. Upon approval of the request to search, the search committee should schedule a meeting with the dean at the first committee meeting. This should be attended by the department head as well as all the search committee members.

Download the Request to Search Worksheet »

  1. Request to Search Form: Download from the Office of Equity and Diversity.
  2. Announcement: Must require a minimum of 3 professional references
  3. Search committee members: Designate chair and provide relevant data for each member
    • Name
    • Job Title
    • Department
    • Gender
    • Race/Ethnicity
    • Date of STRIDE training*
    • Email
    • Phone number
  4. Anticipated Startup Costs: Download from the Office of Research and Engagement
  5. Facilities Plan: For Departmental Use Only – Departments are responsible for allocating space for their hires. If a department does not have the necessary office and/or research space, the Department Head should reach out to TCE Associate Dean of Facilities about space needs.

*Date of STRIDE training must proceed submission of request to search.

Documents should be ordered as listed below. All documents should be single-sided. No extra color pages should be included in the finished package. Staples or binder clips should be used on the CVs which are included in the document but absent from all other sections. Both a hard copy and single (COMBINED) digital copy are required. Please bring the hard copy to Alex Brown in 124 Perkins Hall and send the digital copy to tcehrfaculty@utk.edu.

Download the Narrative Summary Worksheet »

  1. Narrative Summary Form: Download the Narrative Summary Form.
  2. Applicant Pool: Download an applicant pool example.
    Note: Contact the Office of Equity and Diversity to obtain a copy of the EEO Self-ID Summary. The gender, race, and veteran status should be listed as “unknown” unless the candidate has self-identified on the report from OED. Include a copy of the EEO Self-ID Summary in this section.
  3. Principal Candidates (these all must be invited to campus): Paragraph describing why each was chosen
  4. Alternate Candidates* (these may be chosen at random to interview): Paragraph describing why each was chosen
  5. Female Applicant Data:
    • If self-identified females have applied for the position, but none of the self-identified females were selected for the Principal or Alternate pools, the committee must include a brief description of the strengths and weaknesses of each excluded self-identified female applicant.
    • If this situation does not apply to this search, leave box blank.
    • If candidate self-identifies in another place, such as a cover letter or in a provided reference, include it in the miscellaneous section.
  6. Minority Applicant Data:
    • If self-identified racial minorities (African Americans/Blacks, Native Americans, Hispanics/Latinos) have applied for the position, but none of the self-identified minority candidates were selected for the Principal or Alternate pools, the committee must include a brief description of the strengths and weaknesses of each self-identified racial minority.
    • If this situation does not apply to this search, leave box blank.
  7. Curriculum Vitae: For all principal and alternate candidate
    • Do:
      • Staple each separate CV
    • Do not:
      • Include additional colored pages
      • Cover letters
      • Reference letters
      • Articles
  8. Miscellaneous
  9. Committee Meeting Minutes: For Departmental Use Only. Should only be included in the case of Upper-Level searches
  10. References: For Departmental Use Only. References for all on campus inteview must be checked before candidates (primary or alternate) are invited to interview.

*Once they have exhausted both the principal and secondary pools, to add someone we need a memo for an addendum to the narrative summary that lists the particulars of the position (position #, OED file #, etc.), who they wish to add, to which pool, and a short paragraph about why they wish to add them. I also recommend they request an updated EEO spreadsheet from OED in case the person or persons they wish to add has self-ID’d. That information should be included in the paragraph. In addition, we would need the CV of anyone they wish to add. That package should route through the normal approval cycle as any other search paperwork.

  1. Provost Approval: A copy of the email approval from the Provost or Vice Provost for Faculty Affairs giving the go ahead of the exemption search
  2. Request to Search: A request to search (that has a position number assigned to it.  It will not be advertised, etc., but it opens a position)
  3. Exemption Form: A copy of the exemption form & explanation (usually a brief memo)
  4. C.V.: A copy of the C.V.
  5. Offer Request: A request to make an offer.
  6. Faculty Appointment Form: Recommendation for faculty appointment form

Documents should be ordered as listed below. All documents should be single-sided. No extra color pages or staples should be included in the finished package. Both a hard copy and single (COMBINED) digital copy are required. Please bring the hard copy to Alex Brown in 124 Perkins Hall and send the digital copy to tcehrfaculty@utk.edu.

Download the Recommendation to Make an Offer Worksheet »

  1. Request to Make an Offer Form: Download from the Office of Equity and Diversity.
  2. Recommendation for Faculty Appointment: Download the Recommendation for Faculty Appointment form.
  3. Curriculum Vitae
  4. Startup Commitment: Download from the Office of Research and Engagement.

  • 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 packet is submitted, the completed Start-up Funding Request Form 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 and Administrative Affairs 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://research.utk.edu/forms-policies/

  1. Faculty member submits their letter of Intent to Retire to the Department Head and/or Dean. The department forwards a copy to Admin & Finance office. The department confirms the faculty member has contacted the Retirement Benefits office.
  2. The Dean (Admin & Finance Office) 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 Admin & Finance office. 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.


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