Faculty Recruitment Selection and Hire Process

Human Resources supports the faculty operations processes related to: Career Zone requisition process and the applicant review phase; form updates; offers and hires. The Faculty Recruitment Checklist is the search committee’s resource for the search process from beginning to end.

E-mail staffrec@rit.edu for questions related to these processes.

The Office of Faculty Recruitment will continue to handle candidate sourcing.


RIT recognizes the need for dual career assistance within the university as a means of continuing to build an inclusive campus environment and to support the university's goals to attract and retain the highest quality candidates for full time tenure-track faculty positions. Our dual career program supports this goal by providing assistance to spouses/partners of eligible newly hired full time tenure track faculty who are relocating to the Rochester area.

The dual career program will provide assistance to the extent possible and does not guarantee placement.

RIT Dual Career Application for Eligible spouse/partner

RIT Dual Career Information Brochure

Upstate NY HERC Dual Career Information

Faculty Recruitment: Requisition is Approved and Opened 


Faculty Recruitment Supporting Forms:

There are several forms which will assist the search committee once the requisition has been approved and posted to Career Zone. Search committees can use either the hard copy forms found on the Human Resources Forms page or use the forms on the requisition. 

The Faculty Recruitment Plan form records the search committee efforts outside of those provided by Human Resources and the Office of Faculty Recruitment.

Selection Criteria Rating Form (SCRF) is used for candidate review throughout the hire process. This data is critical in compiling the data for analysis and reporting to the provost and others.

Faculty Recruitment Checklist provides a step-by-step guidelines for selection and hire process.

Mid-search Review/Certification is required for department approval to continue search.

Applicant Review Process

Refer to Applicant Quick Start Review Guide. Should you require training or assistance, please email staffrec@rit.edu.

Updates by Applicants on Submitted Applications and Additional Attachments

Due to OFCCP regulations, applicants are not able to update their application or submit additional application documents to a particular job in the CZ system once they have submitted their application. A request for additional documents may be made by the search team to the applicants by using one of the communication templates in the Career Zone system. Search team members or the chair may then upload the applicant document(s) to Career Zone once received or keep the documentation separately and submit to HR. (Lori Sykes ljspsn@rit.edu after the search is over along with the interview notes for records retention.)


Pre-Offer Process


To begin the hire process:

  1. NOTE: for security purposes, some completed candidate forms (such as online Hire EAF and Pre-offer approval forms) in Career Zone are only viewable by the form initiator (person who completes the form).
  2. Change the status of your top candidate to 45-Pre-Offer Process. The external status visible to the candidate will still show “Interview”.
  3. A Faculty Pre-Offer Approval form will pop up. If the form does not pop-up, you can access it by going to the candidate results panel for your requisition, locating your applicant and clicking on the FORMS icon next to their name. (You may also select your candidate and go to Actions-Add Form.)
  4. Complete the form with information on your primary candidate and two alternate candidates and ‘Save’. If assistance is needed with the salary offer amount or terms, please consult your HR Manager.
  5. You do not need to complete a separate form for each of your three finalist candidates. If you need to make an offer to one of your alternates, another pre-offer form is NOT required.
  6. You can obtain the diversity data of your candidates by going to their talent record and clicking on the EEO/Veteran's form or viewing the data in the candidate results panel on your applicant review portal.
  7. Print the form as PDF (save the form, then view as PDF and print).
  8. The printed form, along with the printed applicant materials (resume, cover letter, other related documents) for your top and two alternate candidates, must be forwarded to required approvers for "ink" signature.
  9. If at any time you would like to view your form, you can go to the forms icon for your primary candidate and click on the hyperlinked form name.
  10. Once your Dean/Dept. Head approves it, the entire printed packet must be sent to Jennifer Mastrangelo in the Provost's Office, Eastman Building.
  11. Jennifer will contact you once the pre-offer has been approved.
  12. If at any time you would like to view your form, you can go to the forms icon for your primary candidate and click on the hyperlinked form name.

Offer Process

  1. Once the pre-offer approval form is fully approved, you can THEN make a verbal offer to the candidate and change the applicant status to: 45-OFFER EXTENDED.
  2. Once the verbal offer is accepted, you should create the Faculty Offer Letter by utilizing the following template:
  3. Receive back a signed copy of the offer letter.

Once the candidate has formally accepted the offer, for the next steps refer to the Faculty HR Status-Disposition Guide

Offers to Alternate Candidates

If you need to make an offer to one of the alternate candidates on your pre-offer approval form, you do NOT need to complete and process another pre-offer approval form. Simply change the alternates to "45-Pre-Offer Status", close out the pre-offer form and then change them to "45-Offer" status and continue the same process as above for offers.

Faculty Background Screening

Effective April 5, 2017, the new hire background screening process for regular faculty and staff (not adjunct) hires will be done electronically through Career Zone. This process improvement will result in a better candidate experience and more efficient hiring process.

From Dr. Haefner

Background Check FAQ

Faculty Background Screening Workflow

Additional Help on EAF/Forms Process

  1. If anyone in the approval chain is holding up the approval process, you may contact them or their designate.
  2. If an approver is on vacation, an e-mail from them or someone acting on their behalf must contact Human Resources (staffrec@rit.edu ) about bypassing their approval and approving the form on their behalf. Whoever approves the form on their behalf will show as the approver on the form.
  3. Another notification can be sent by the form creator to the next approver by clicking on the button that says “ROUTE TO NEXT PENDING APPROVER”.
  4. If you would like to view where in the approval process your form is, you can refresh your forms page and click on the VIEW FORM icon.

Closing out your Open Position and Dispositioning Applicants

It is extremely important that you final-disposition any remaining candidates on your requisition after you have processed your hire. This is a university AND Government OFCCP requirement and subject to audit.  Please refer to the Faculty HR Status-Disposition Guide  or email staffrec@rit.edu for assistance.

Please e-mail the HR Recruitment Office at staffrec@rit.edu once all applicants are dispositioned to close the requisition.

 Human Resources Reference Guides

Position Control Procedures

Quick Start Reference Guide for Common HR Administrative Transactions