Recruitment of New Faculty

(Last Updated: September 2023)

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1.0 Recruitment of New Faculty

1.1 Policies

These guidelines have been developed with advice from the Arts & Science Policy and Planning Committee. They provide the normative frame for making regular, full-time faculty appointments including tenured and tenure track, clinical professors, and visiting lines. Five important considerations are highlighted below:

All full-time faculty hires, including visitors, are required to apply for the position through Interfolio subject to approval by the NYU Office of Equal Employment Opportunity.
Under provisional authorization or approval via the response to the Annual Planning Report (APR), recruitment that is approved for hiring in Fall 2024 can commence in Summer or Fall 2023.
There are separately detailed procedures for making appointments in more than one NYU unit (cross appointments) and for defining the rights and responsibilities of faculty with such appointments.
Data on the candidate pool and projected recruitment costs must be provided to and reviewed by divisional deans before candidates can be invited to campus.
Faculty searches must adhere to best practices that address the diversity of women and underrepresented minorities. Departments and search committees are encouraged to work with the Arts & Science Vice Dean for Faculty Diversity, Equity, Inclusion, and Development throughout the search process. Please refer to the NYU Faculty Diversity and Inclusion website and the A&S Faculty Diversity website for details and resources.

The aim of the early approval process is not necessarily to make offers earlier, although this may be a result. The primary reason for accelerating the approval process is to increase the depth and breadth of the applicant pool, which will have an impact on quality and will also maximize our efforts to meet equal employment goals. There must be an explicit understanding with Chairs/Directors and departments: authorizations given to recruiting are truly provisional and subject to final administrative and financial approval before an offer can be made during the following academic year. Indeed, authorizations to make offers may not be made depending upon the outcome of budgetary and administrative deliberations. We will defer consideration of recruitment plans that cannot be initiated on provisional terms until the following fall semester.

1.2 General Order of Search Process

For steps that require approval, typically these requests should be sent to:

Your Divisional Dean
Vice Dean for Diversity, Equity, Inclusion and Faculty Development, Susan Antón (susan.anton@nyu.edu)
Associate Dean for Faculty Advancement, Melinda Starmer (melinda.starmer@nyu.edu)

Please see Section 1.3 (Search Procedures) below for additional details about the search procedures for each step.

STEP 1: SEARCH COMMITTEE

1a. Proposed Search Committee Members

1b. Virtual Search Workshop Module

1c. Importance of Search Confidentiality

1d. Job Ad and Evaluation Rubric

STEP 2: SEARCH ADS

2a. Search Ad Approval Request

2b. Cluster Initiative Approval Request

2c. Interfolio Posting and Advertising

STEP 3: ACTIVE RECRUITING

3a. Active Recruiting and Networking

3b. Active Candidate Sourcing – Disciplinary Networks

3c. Active Recruiting Strategy – Beyond Disciplinary Networks

STEP 4: POOL SUFFICIENCY

4a. Pool Sufficiency Form (Form 1)

STEP 5: LONG LIST REVIEW

5a. Long List Review Form (Form 2)

5b. Update Disposition Codes in Interfolio (long list)

STEP 6: SHORT LIST REVIEW

6a. Request to Interview and EEO Short List Form (Form 3)

6b. Update Disposition Codes in Interfolio (short list)

STEP 7: RECOMMENDED FINALIST

7a. Request to Extend an Offer

7b. Update Disposition Codes in Interfolio (finalist)

1.3 Search Procedures

Faculty hiring is at the core of the Arts & Science mission to promote inclusive excellence. The following resources and protocols have been created to help departments and search committees to run the most inclusive search possible. To support a successful search and ensure the broadest and deepest applicant pool, the Provost’s Office has developed a comprehensive search guide and the Arts & Science Dean’s Office provides infrastructure and resources through your Divisional Dean, the Office of the Vice Dean for Diversity, Equity, Inclusion and Faculty Development, and the Office of Faculty Advancement. As part of the APR each year, the Chair/Director forwards to the Divisional Dean a Faculty Staffing Plan outlining requests for new faculty hiring. If the recruitment is approved, the following procedures for the recruitment process will need to be followed.

STEP 1: SEARCH COMMITTEE

Ideally, search committees will have representation by diverse faculty including both women and minority scholars and scholars of different rank. If the position will be joint with another department, please see additional information below. If the search rank is senior or open rank, it is strongly recommended that the committee include one senior member from a related department. All members of the faculty at any professorial rank may serve on a committee even for a senior position.

The composition of the search committee must be approved by your Divisional Dean, as well as by the Vice Dean for Diversity, Equity, Inclusion and Faculty Development and by the Associate Dean for Faculty Advancement as outlined in Section 1.2 above (General Order of Search Process).

Faculty may be appointed solely to one department or may be considered for an affiliated, associated, or joint appointment. The different responsibilities and privileges of affiliated, associated, and joint appointments are described in Section 5.0 of the Policies and Procedures at "Faculty Appointments in More than One Unit Within NYU." The rights and responsibilities indicated for each category of appointment should be carefully considered before making the recruitment proposal. If the proposed position is likely to involve an associated or joint appointment, one department will assume the lead in the recruitment, but the second department must be appropriately represented on the search committee. If an unanticipated possibility of an associated or joint appointment emerges in the course of the search, the relevant academic unit should be informed immediately and asked to review the candidate's curriculum vitae. From that point on, the candidate should be jointly considered. Please note that tenure may only be held in departments not in programs, centers or institutes. However, in cases of joint appointments involving centers, programs or institutes—teaching, governance and service effort to the center, program, or institute can be stipulated at the time of hiring.

Additional tips for faculty search committees can be found here. Please also review the university-wide faculty comprehensive search guide.

Details regarding the approval process for search committee membership are outlined below.

Search Committee: Approval Process & Action Steps

1a. Proposed Search Committee Members

The Chair/Director must send a list of proposed search committee members and their contact emails to their Divisional Dean, as well as to Associate Dean Melinda Starmer and Vice Dean Susan Antón before a search is launched. Committee members will receive search materials and resources regarding how to structure an inclusive search from the Office of the Vice Dean for Diversity, Equity, Inclusion and Faculty Development.

1b. Virtual Search Workshop Module

Search committee members are strongly encouraged to complete the virtual OEO Search Workshop Module and at least one member per committee is required to participate. To do so, login to ilearn via this link or navigate to ilearn and search for OEO 601. The module is 25 minutes long. Committee members should forward the module completion email to facultydiversitydirector@nyu.edu.

The Office of the Vice Dean for Diversity, Equity, Inclusion and Faculty Development is also available to schedule meetings with individual committees on inclusive search practices. Please reach out to Vice Dean Susan Antón for more information.

1c. Importance of Search Confidentiality

Department Chairs/Directors and search committees should discuss the importance for confidentiality in the search process. Departments are encouraged to read and adopt or modify this template confidentiality agreement.

1d. Job Ad and Evaluation Rubric

Search committees must work collectively per established departmental processes to devise the job ad and collectively discuss how candidates will be evaluated. The rubric for evaluation should follow from this discussion and should be tailored to the full scope of the job. A sample rubric can be found here.

STEP 2: SEARCH ADS

All faculty positions must be advertised broadly including in the appropriate disciplinary publications and/or field job listing targeted venues to encourage pool diversity and high profile, multidisciplinary venues. The advertisement must define the position in broad, wide ranging terms consistent with the search committee's definition of diversity and academic excellence. The appropriate Divisional Dean, as well as the Vice Dean for Diversity, Equity, Inclusion and Faculty Development and the Associate Dean for Faculty Advancement will work with committees to provide resources on advertisement development.

If an affiliated, associated or joint appointment is proposed, the related department must be consulted on the wording of the advertisement before it is forwarded for approval.

Please note that all advertisements must include the following language: "...subject to budgetary and administrative approval.”

All approved advertisements must be placed in Interfolio, an online applicant tracking and recruitment system that allows departments to collect, view and discuss application materials securely. Creating the Interfolio posting is the responsibility of the department. For instructions please see Administrators Guide to Faculty Job Advertisements and Interfolio Template Faculty Search Guide for Administrators.

The approved advertisement should be circulated to members of the department and to the Chair/Director of related departments.

Details regarding the approval process for search ads are outlined below.

Search Ads: Approval Process & Action Steps

2a. Search Ad Approval Request

To receive job ad approval, please circulate the draft ad to your Divisional Dean, Vice Dean Susan Antón, and Associate Dean Melinda Starmer for their review.

2b. Cluster Initiative Approval Request (only applicable for cluster searches)

If your search is part of the Cluster Initiative, you will have special language to include and Vice Provost Charlton McIlwain (cdm1@nyu.edu) must also approve the ad. The Vice Provost’s approval will be sought by the A&S Dean’s office. Vice Dean Susan Antón is happy to consult with you/your search committee prior to circulation of the draft to the deans.

2c. Interfolio Posting and Advertising

Once the ad is approved, the A&S Office of Faculty Advancement will work with you on posting to Interfolio and advertising. If your search is a cluster hire you will receive additional instructions on Interfolio posting logistics

STEP 3: ACTIVE RECRUITING

The search committee is expected to actively seek a broad pool of applicants of distinction and/or exceptional promise. Department members should be invited to suggest persons who might be sought out as candidates. In searches of all levels, the search committee is required to actively seek the candidacies of women and underrepresented minorities. Search committee members are encouraged to join an online module on Search Best Practices and at least one member of each committee should do so as detailed above in Section 1.3 1.b. (Virtual Search Workshop Module)

Details regarding the approval process for active recruiting are outlined below.

Active Recruiting: Approval Process & Action Steps

3a. Active Recruiting and Networking

Active candidate sourcing is good practice for all fields. As part of the active recruitment process, we recommend that the Chair/Director encourage ALL faculty to actively network about the job opening and encourage a broad and diverse pool. The department is asked to provide a paragraph that outlines what diversity means in the context of their program/unit and their strategies for sourcing excellent candidates. This information should be submitted at the time that the department submits their search strategy and data on pool sufficiency (see below).

3b. Candidate Sourcing – Disciplinary Networks

The search actively part of the Provost’s faculty search guide provides important practical steps. We encourage the search committee and departmental faculty to reach out beyond their own personal networks to disciplinary organizations in order to identify scholars who would, based on the definition above, add to departmental diversity. These efforts are meant as a recruiting tool to help search committees identify the potential pool and to make sure the search ad gets broadly distributed.

3c. Active Recruiting Strategy – Beyond Discplinary Networks

Via the Provost’s Office, A&S has access to faculty diversity data that includes recipients of diversity postdocs from a wide number of institutions and fields. Please reach out to Vice Dean Susan Antón for more information. NYU also runs a series of Faculty First Look programs across schools; those scholars can be found via the FFL dashboard. You will find additional practical resources here.

STEP 4: POOL SUFFICIENCY

It is essential to establish the sufficiency of the applicant pool and search strategy, near to the close (or target) date of your application. The Pool Sufficiency Form requests information on the department’s description of diversity, disciplinary statistics, demographic and aggregate data for the applicant pool, and information on the search’s recruitment strategy, rubric, and the overall search process used by the department. This request may be submitted in conjunction with Step 5 below.

Details regarding the approval process for pool sufficiency are outlined below.

Pool Sufficiency: Approval Process & Action Steps

4a. Pool Sufficiency Form

To establish the sufficiency of the applicant pool and search strategy, near to the close (or target) date of your application, please send the following information via the Pool Sufficiency Form to your respective Divisional Dean, as well as to Vice Dean Susan Antón, and Associate Dean Melinda Starmer. The Pool Sufficiency Form requests:

- Departmental Description of Diversity (3a)

- Disciplinary Demographic Statistics (for junior searches these should focus on recent PhD demographics. Such data are available through a variety of sources including from disciplinary associations as well as through various national sources including NCSES/NSF, with the most recently available data from 2021, see tables 3-2 and 3-3)

- Aggregate Demographic Data for Applicant Pool (available from Interfolio)

- Active Recruitment Strategy (3b, 3c)

- Rubric Used for Evaluation of Applications

- Departmental Process by which Decisions Regarding Searches are Conducted (How are long lists, short lists, and the job finalist decided? Are these processes outlined in departmental bylaws or other procedural manuals?)

STEP 5: LONG LIST REVIEW

The search committee is expected to establish a long list of qualified candidates for review. Prior to requested approval of the short-list, committees are required to submit a long list of candidates to their respective Divisional Dean, as well as to Vice Dean Susan Antón and Associate Dean Melinda Starmer. The Long List Review Form requests information on candidate data and candidate CVs. Following departmental culture, once approved, the long-listed candidates may or may not be virtually interviewed.

Details regarding the approval process for long list review are outlined below.

Long List Review: Approval Process & Action Steps

5a. Long List Review Form

Prior to requesting approval of the short list, please submit your long list of candidates to your respective Divisional Dean, as well as to Vice Dean Susan Antón, and Associate Dean Melinda Starmer. The Long List Review Form requests candidate data and candidate CVs.

Long list review is required whether or not the search committee interviews (by phone, zoom, or at meetings) the long-listed candidates. This request may come in conjunction with Step 4 above.

5b. Update Disposition Codes in Interfolio (long list)

Disposition codes identify how candidates in the search are evaluated at various stages as well as track and document committee decisions regarding each applicant, providing responsible documentation of the hiring process. The University uses disposition codes to better understand where we may face challenges in the search process in terms of recruiting diverse applicants.

Codes should be first entered when the search committee has completed the evaluation of all applicants and developed a long list of candidates.

A step-by-step overview from Interfolio is available here. Please reach out to the Office of Faculty Advancement with any questions. Here is a link to a step by step overview provided by Interfolio as well.

STEP 6: SHORT LIST REVIEW

After long-list approval, the search committee is expected to further narrow the field and develop a proposed short list. After closely examining the work and references of candidates on that list in comparison with the rubric established to judge applications, the search committee should propose a shorter list of finalists they would like invited to campus for a lecture or seminar in the department, to be interviewed by department members, and to be interviewed by the Deans, if applicable (for senior tenured positions). The Chair/Director is responsible for soliciting approval from the Deans for the short list by submitting the recently revised EEO Short List Form.

The files of all candidates, those invited and those not, should be available to all faculty of the department for inspection. The files and publications of invited candidates should be distinguished from the general files and made available well before the campus visit. The Chair/Director should forward the curriculum vitae of the finalists to the appropriate Divisional Dean for approval of candidate visits. In a cover letter the Chair/Director should describe the search process and the rationale for selection of the finalists, and indicate whether any of the finalists are women or members of underrepresented minority groups. The Chair/Director must complete the EEO Short List Form providing statistical data on the pool of candidates identified by the search. Candidate visits will not be authorized until this information is forwarded to the relevant Divisional Dean, the Vice Dean for Diversity, Equity, Inclusion and Faculty Development, and the Associate Dean for Faculty Advancement.

Search committees are expected to solicit at least 3 external letters of evaluation for each finalist. For junior tenure track or contract faculty appointments, letters of recommendation can be sent by the candidate as part of the application or chosen by the committee from the list of references provided by the candidate. For mid-career or senior appointments with tenure, the search committee must solicit external letters from persons not associated with the candidate (co-author, thesis advisor, former teacher, etc.) nor identified or suggested by the candidate.

Once the required information has been provided, the Divisional Dean will notify the Chair/Director if there is approval to proceed with invitations to the short-listed finalists. At this time, the Dean may also establish additional parameters related to the search, including specific budgetary guidelines for campus visits by the finalists, or inclusion of additional faculty or units in these final stages of the process.

For senior tenured positions, the Dean of the Faculty, in addition to the Divisional Dean, must also interview all candidates for senior tenured positions. Junior tenure-line candidates normally are interviewed only by the Divisional Dean.

On campus interview schedules and logistics are arranged by the department. The search committee and interview schedulers should pay close attention to recommendations regarding equity found in the Provost’s comprehensive search guide.

Additional information on the hiring process is available here. Please direct procedural search questions to Associate Dean, Melinda Starmer at melinda.starmer@nyu.edu.

Details regarding the approval process for short list review are outlined below.

Short List: Approval Process & Action Steps

6a. Request to Interview and EEO Short List Form

The request to interview should be made by the Chair/Director and sent to the respective Divisional Dean, as well as to Vice Dean Susan Antón and Associate Dean Melinda Starmer. The EEO Short List Form must be completed and approved before candidate visits take place. The EEO Short List Form requests:

- Copy of Pool Sufficiency Form

- Copy of Long List Review Form

- Search Committee Report

- Chair/Director's Letter

- Names and CVs of Short List Candidates

- Estimated Recruitment Expenses

6b. Update Disposition Codes in Interfolio (short list)

Codes should again be updated when the committee has developed a short list of candidates.

7. RECOMMENDED FINALIST

The search committee must present its final recommendations to a full department or program meeting for a vote by all members in the professorial ranks. The recommendation must take the form of a written report that appraises the field of candidates and discusses the three (or more) finalists in some detail, identifies the specific strengths of the finalist recommended with a thorough analysis of the candidate's work, and evaluates the reference letters. There should be open discussion in advance of a vote, which may be open or secret, depending upon a department's policy. This should not be confused with the review for tenure, which is a separate procedure. Faculty not present should be invited to submit a written opinion, although their vote or opinion must be recorded separately from those who attended the open discussion.

If the appointment is to be affiliated, associated, or joint, the search committee must also present its report to the secondary department. The secondary department should then hold an open discussion in advance of its vote, which may be open or secret, depending on department or program policy. The Chair/Director of the secondary department should send a report to the Divisional Dean and the Chair/Director of the lead department indicating that the department faculty were consulted and that they voted on the conferral of an affiliated, associated, or joint appointment. There must be concurrence of both units before an offer is made.

The Chair/Director of the lead department must forward the department’s recommendation for appointment to the Divisional Dean, the Vice Dean for Faculty Diversity, and the Associate Dean for Faculty Advancement, including external letters of recommendation, the faculty vote count, and the search committee’s report. If the offer of appointment will be with tenure, the Dean of Arts & Science must consult with the Provost’s Office and receive direct approval from the Provost to extend an offer. The Dean will forward to the Provost a copy of the candidate’s CV, the report of the departmental search committee, and a minimum of three external letters of recommendation submitted on behalf of the candidate (not solicited or suggested by the candidate).

Once approved by the Dean (and Provost if offer will be with tenure), an offer can be made to a candidate. The Chair (or lead department Chair in a joint appointment) should begin developing with the Divisional Dean the specific framework for a formal offer. After the framework for an initial offer is made, the Divisional Dean will be responsible for negotiating the final terms of the offer including salary, research funds, and housing. The Divisional Dean will consult with the Chair/Director during the course of negotiations. The formal offer letter will be sent by the Dean of Arts & Science.

If the position involves an affiliated, associated, or joint appointment with a second unit, both Chairs/Directors must agree upon the precise expectations of both departments (number of courses, committee work, merit review, third-year review, tenure and promotion procedures, location of office) in advance of making a formal offer. These terms must be shared with the Dean and with the candidate before the offer is extended, and they must be detailed in the offer letter.

In the case of offers with tenure, the offer letter must indicate that the offer is contingent upon a review for rank and tenure. This formal review will normally begin after the terms of the offer have been accepted. The department must follow the Arts & Science Guidelines for Promotion and Tenure to conduct this review.

Details regarding the approval process for extending an offer are outlined below.

Recommended Finalist: Approval Process & Action Steps

7a. Request to Extend an Offer

Following interviews, a request to extend an offer should be made by the Chair/Director to the respective Divisional Dean as well as to Vice Dean Susan Antón and Associate Dean Melinda Starmer.

To request to make an offer, a Chair/Director must submit:

- Revised Chair/Director Letter on Departmental Process and Vote

- Resubmit Finalist CVs from Shortlist

- Resubmit Search Committee Report

- Resubmit EEO Short List Form

7b. Update Disposition Codes in Interfolio (finalist)

Codes must again be entered at the conclusion of the search for the remaining finalists.

These procedures assume a particular model of recruitment -- a precise and discrete series of steps. In some instances, departmental recruitment may follow a "rolling" process or entail more open-ended searches. Whatever the model authorized in a given instance, the guidelines here should be followed.

1.4 FAS Faculty Diversity and Inclusion Best Practice

The Arts and Science Office of Faculty Diversity, Equity, Inclusion and Development provides resources on inclusive search best practice including workshops and online materials. This initiative reflects an important step towards achieving the long-standing goal of our University to achieve the highest standards of inclusive excellence at the faculty, student, and staff levels. FAS places particular emphasis on enhancing faculty strengths through inclusive hiring to reflect our commitment to creating a scholarly community dedicated to serving the diverse populations of our University, our city, and our global network. Please see the Recruitment section of https://as.nyu.edu/departments/facultydiversity.html.

1.5 Academic Job Titles

Category	Code	Titles	General Description
Adjunct	112	Adjunct Professor, Adjunct Associate Professor, Adjunct Assistant Professor, Instructor	Part-time faculty. Limited to two courses per academic year (Fall and Spring).
Visiting Professor	102	Visiting Professor, Visiting Associate Professor, Visiting Assistant Professor, Visiting Lecturer	Full-time faculty appointment usually for one or two semesters. Receives health and retirement benefits.
Faculty Fellow	102	Faculty Fellow	Full-time faculty position for junior Post-Docs. Appointment limited to maximum of three years. Must have received Ph.D. within five years of appointment. Receives health, retirement, and tuition remission benefits.

Clinical Professor	102	Clinical Professor, Clinical Associate Professor, Clinical Assistant Professor	Full-time faculty, non-tenure track. Appointment subject to continuous renewal. Receives health, retirement, and tuition benefits.
Research Professor	103	Research Professor, Research Associate Professor, Research Assistant Professor	Honorific title for full time Code 103 researchers. Please see section 1.9 below.
Research Scientist or Research Scholar	103	Senior Research Scientist, Research Scientist, Associate Research Scientist, Assistant Research Scientist, Junior Research Scientist	Full-time non-faculty personnel engaged in research. Must be externally funded. Receives health, retirement, and tuition remission benefits.
Research Scientist or Research Scholar	113	same titles as above	Part-time, non-faculty personnel engaged in research. Must be externally funded. Eligible for retirement benefits. No other benefits provided by NYU.
Postdoctoral Fellow	103/542	Postdoctoral Fellow	Post Doc paid by outside agency to conduct research. Salary processed through NYU but not an NYU employee. Health benefits provided by NYU.
Postdoctoral Fellow	542	Postdoctoral Fellow	Post Doc paid by outside agency to conduct research. Not an employee of NYU. Salary paid directly by agency to Post Doc. Eligible to enroll in GSHIP health insurance.
Visiting Scholar	No code	Visiting Scholar, Visiting Research Professor	No salary. Provided with ID card and use of library. Appointment limited to one year. No benefits provided.

1.6 Cross Appointments: RIghts, Privileges, Responsibilities

	Traditional			Global Network Professor
	Joint	Associated	Affiliated	Conferred on Portal Based Faculty	Conferred on NY-Based Faculty
1. Additional Title	Yes	Yes	No	Yes	Yes
2. Probationary timetable per primary unit only	Yes	Yes	Yes	Yes	Yes
3. Voting rights for University senatorial representation in primary unit only	Yes	Yes	Yes	Yes	Yes
4. Participation in faculty governance of both units	Yes	No	No	No	Yes
5. Listing in all units’ catalogs and websites	Yes	Yes	Yes	Yes	Yes*
6. Expectations for teaching/training/mentoring in both units	Yes	Yes	No	Yes	Yes
7. Shared third year, promotion, tenure review	Yes**	Yes**	No	Yes	No

*Subject to the eligibility provisions of each respective campus

**See Section 5.2 paragraph 10 in Faculty Appointments in More than One Unit guidelines for more information.

Source - NYU Office of Academic Appointments

Example - If the primary appointment is in the Department of Biology in FAS and the secondary appointment is in the department of Pathology in the School of Medicine, the title for a joint appointment or an associated appointment would be "Professor of Biology and Pathology".