UNIVERSITY OF PITTSBURGH PROCEDURE 02-02-15
CATEGORY: ACADEMIC AFFAIRS
SECTION: Faculty Appointment and Tenure
SUBJECT: Recruitment: Faculty and Academic/Executive Administrative Positions
EFFECTIVE DATE: March 10, 1992 (updated December 21, 2016)
To define the process for requesting approval for the recruitment of faculty and academic/
executive administrators, and for collecting and maintaining recruitment data on all
all individuals interviewed for the positions.
This procedure applies to the recruitment of all academic/executive administrators, full-
time tenure, tenure-stream, non-tenure faculty and part-time tenure and tenure-stream
faculty. Excluded from this procedure are part-time non-tenure, visiting faculty, and
research associate positions.
III. ADMINISTRATIVE RESPONSIBILITIES
The Chancellor is responsible for approving faculty positions for the fiscal year.
The Provost or the Senior Vice Chancellor for Health Sciences or appropriate Senior
Administrative Officer is responsible, within their respective areas of responsibility, for
reviewing requests for academic/executive administrator or faculty hiring and making
recommendations for approval to the Chancellor, reviewing the search summary, and
approving the final selection before any
offer of employment is extended.
The appropriate dean or campus president is responsible for submitting by October 15
of each year, requests for new faculty positions or replacement of vacancies for the
Responsibility centers and departments are responsible for collecting and providing
summary data to the Office of Affirmative Action on all applicants for full-time faculty, part-
time tenure and tenure-stream faculty, and academic/executive
The Office of Diversity and Inclusion is responsible for monitoring and coordinating all
Affirmative Action/Equal Opportunity procedures, including compliance with search
procedures, for all
Faculty: Members of the University who possess special skills and contribute substantially
to the teaching and research mission of the institution having an academic rank of
professor, associate professor, assistant professor, instructor, or lecturer, with a primary
academic appointment in a school or regional campus. See Policy 02-02-01, Faculty
Academic/Executive Administrator: Members of the University whose primary
responsibilities are for the management of the institution or a customarily recognized
department or division, having the title Chancellor, Vice Chancellor, Campus President,
Dean, Director, Controller, Treasurer, or equivalent positions.
A. Requesting New and Replacement Faculty Positions Supported Totally or Partially
by University Funds
President 1. Submit a request for faculty hiring to the Office of the
Provost or Senior Vice Chancellor for Health
Sciences, as appropriate, by October 15 for the next
a. Thorough justification for both new and
Note: Each request must be justified in terms of
factors such as enrollment patterns, program
quality, affirmative action, accreditation demands,
centrality of the position to the academic program,
cost effectiveness, etc. Each vacancy should
also be reviewed for possible internal reallocation
c. Name of person being replaced
d. Current or proposed salary excluding fringe
e. Rank of replacement or new position
Chancellor for Health
Sciences 2. Review the requests to ascertain the critical nature
of the given positions with regard to maintaining the
basic qualitative integrity of the relevant academic
program(s), and with regard to equal employment
opportunity and affirmative action.
3. By the end of October, forward recommendations
to the Chancellor.
Chancellor 4 Approve or deny the request.
5. Notify the Provost or Senior Vice Chancellor for
Health Sciences of the decision. Provost/Senior
Vice Chancellor for Health Sciences
6. Notify the appropriate dean or campus president of
decision no later than
7. For all approved new positions forward the following
information to the Office of Management Information
and Policy Analysis for assignment of position
- Employment Status
- Tenure Status
- Salary Range
- Contract Length, if applicable
- Percent of University Funds support
Policy Analysis 8. Generate a Position Monitoring Sheet for each new
position and forward to the appropriate department.
(See Procedure 07-01-01, Tables of Organization.)
President 9. Upon receipt of the Position Monitoring Sheet with
a position number assigned, begin the search
process by completing FORM 0121 Affirmative
Action Pre-Audit Search Form.
10. Prepare a Position Notice. The position notice must
include the following:
- A brief statement of duties
- Minimum objective qualifications
- Rank and/or Title
- Tenure Status
- Full-Time/Part-Time Status
- Proposed Start Date
- Closing date for receipt of applications
- Name, Address, and Telephone Number of
- The statement of University Policy: "The
University of Pittsburgh is an Affirmative Action,
Equal Opportunity Employer."
11. Forward the original FORM 0121, with a copy of the
Position Notice and the Position Monitoring Sheet
attached, to the Office of Diversity and Inclusion for
review and approval.
Office of Diversity
and Inclusion 12. Review and approve the position notice. Sign
FORM 0121 and return, with the position notice to
the appropriate responsibility center/department.
Department 13. Retain FORM 0121 as part of the search file.
B. Collecting Applicant Data - New and Replacement Faculty
Department 1. Complete the top portion of FORM 0122, Equal
Employment Opportunity Information Request.
All forms must include the Position
2. Mail an Equal Employment Opportunity Information
Request and reply envelope to each applicant for
(FORM 0122 is completed and returned by the
applicant directly to the Office of Diversity and
C. Collecting and Processing Recruitment Data on All
Department 1. At the conclusion of the search, but prior to an
offer of employment, enter a summary of the
affirmative action data collected on the interviewed
candidates on FORM 0121-1, Office of Diversity and
Inclusion Summary for Proposed Faculty or
2. After signature by the search committee chair,
secure the signatures of approval at the next
appropriate level as indicated on FORM 0121-1.
Faculty - Department Chair, Dean, Provost
Academic Administrator - Provost, Chancellor
Executive Administrator - Department Head, if
Officer 3. Review FORM 0121-1 to determine if the search
was carried out in accordance with University
faculty and academic/executive administrator
recruitment policies and the principles of equal
opportunity and affirmative action.
4. If approved, advise the responsibility center/
department to make the offer of employment.
Department 5. Forward completed FORM 0121-1 with appropriate
signatures, together with an Appointment Form
to the Office of Faculty
Office of Faculty
Records 6. Process the Appointment Form and forward
to the Office of Diversity and Inclusion.
Office of Diversity
and Inclusion 7. Input the summary data from FORM 0121-1 into
the Applicant Recruitment System and prepare
reports for the appropriate reporting periods.
a. October, November, December, January
b. February, March, April, May
c. June, July, August, September
d. October through September
Department 8. Retain applicant data on file by position, for at least
two years after the appointment.
9. Retain Position Monitoring Sheets on file in the
department personnel file for the position.
D. Appointment of Non-Tenure Faculty Supported Entirely by
President/Director 1. With the approval of the Provost, Senior Vice
Chancellor for Health Sciences, or appropriate vice
chancellor, submit the completed Appointment
Form to the Office of Faculty Records.
2. If a search was conducted, collect the appropriate
recruitment data on all interviewed candidates as
outlined in Procedure C above, Collecting and
Processing Recruitment Data on all Interviewed
FORM 0121 - Affirmative Action Pre-Audit Search Form
FORM 0122 - Equal Employment Opportunity Information Request
FORM 0121-1 - Office of Diversity and Inclusion Summary for Proposed Faculty or
Policy 02-02-15, Recruitment: Faculty and Academic/Executive Administrative Positions
Policy 02-02-01, Faculty Membership
Policy 07-01-01, Tables of Organization
Procedure 07-01-01, Tables of Organization