Create, but do not publish or launch a search in Interfolio, and complete this google form to request approval from the Office of the Dean of the Faculty and the Office of Diversity and Inclusion. Some things to remember:

• Leave the closing date blank or use the rolling closing date option.
• The DoF requires all searches to request for candidates to address in their materials (cover letter or statements) how they would contribute to the research and/or teaching missions of our diverse and inclusive university community.
• In the “Position Notes” section, list your search committee members and identify the EEO Representative and the Committee Chair.
• In the "Hiring Plan" section, include a rubric by which all candidates will be evaluated.
• If your department does not use Interfolio, fill out a Hiring Plan.
• Email DoF Faculty Personnel when your Interfolio setup is ready to be reviewed.

Hiring plan for units not using Interfolio.

• Once the Office of the Dean of the Faculty and the Office of Diversity and Inclusion review the search, the search committee will receive a request to complete the “Non-Discrimination and Anti-Harassment: Best Practices in Faculty Hiring” module.
• Search cannot advance with the posting of the position until all committee members (including graduate student representatives, if any) have finalized their training and the chair has received confirmation from the Office of Diversity and Inclusion.
• The search committee chair will be notified once all search committee members have completed the module.
• Once the search committee chair receives approval, you can publish the search and set the search status to “Accepting applications.”

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Set the interim pool candidates to the status of "(near) shortlist" in Interfolio. Your interim pool should be composed of those candidates you want to interview, plus at least 4-5 (or an equal number to the interview pool) candidates from the next tier. Wait an hour, then submit an Interim Pool Report form via the search web portal with individualized comments on each candidate speaking to their rational for inclusion for review. Once the Interim Pool Report is approved, you may continue with the search process. Units not using Interfolio should use the Pool Report Form.  Non-Interfolio units can use the forms below.

Interim Pool Report Form for non-Interfolio units.

Set your interviewed candidates to the status of "final round interview" in Interfolio. Complete your Compliance Report (via the portal), providing individualized comments on each candidate. Units not using Interfolio can use the forms below.

Compliance report for non-Interfolio units

Once your Compliance Report has been approved, you may make an informal, verbal offer.  Note when making informal verbal offers: RI law forbids you to ask a candidate their current salary before you have made an initial offer. Whether you choose to make an informal, verbal offer or not, your academic unit should submit a Faculty Action Form (FAF) including all relevant appointment details (responsibilities, duration, compensation, costing, etc.). The Office of the Dean of the Faculty will use this FAF to prepare a formal offer letter. All official offer letters are sent through DocuSign to the hiring unit to approve. Once approved, the letter will route to the candidate for signature. Once signed, the hiring unit will receive a signed copy for their records. 

• Set “Offer Made” status for all candidates who have received an offer.
• Set “Hired” status after a countersigned offer letter is received from the final candidate(s) after the conclusion of the search process. 

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• Once the offer has been accepted, add a closing date to the search in Interfolio, then change the status to “Search Closed with Hire" or "Search Closed without Hire" 
• From the upper right corner, select the Close Position at the very bottom of the Position Actions drop-down menu. Complete the required steps to close the position.

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