Who must sign the form

Typically the Department Chair or hiring lead initiates, the Search Committee Chair confirms committee membership, and the dean and HR provide final authorization. Institutional policy determines exact signatory order and whether additional executive approval is required.

Can the form be signed electronically

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided the signature shows intent, consent, attribution, and retained reproducible records.

What supporting documents are required

Attach the position description, budget authorization, diversity statement (if required), and any prior approvals. Omitting attachments commonly delays HR classification and posting.

How to correct errors after submission

If minor, route an amendment or addendum documenting the change and obtain the same approvals; for substantive changes, withdraw and resubmit the request per institutional workflow.

How long before a search posts

Timing depends on approvals and advertising strategy; allow several business days for classification and at least one week for multi-level approvals to complete without expedited routing.

Where are completed forms stored

Final signed records should be archived in the institution's official records repository or HR file system for the institutionally required retention period and accessible for audit.

Electronic Signature
Templates
HR
Faculty Search Form

Faculty Search Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FACULTY SEARCH FORM

Use this form to request authorization to initiate a faculty search, document search parameters, identify the search committee, and record candidate screening and approval history. Completion of this form constitutes an institutional request for recruitment and is subject to budgetary and affirmative recruitment review.

Requesting Unit and Contact

Department Name College / School Unit Contact (Full legal name) Contact Title Contact Phone Contact Email

Position Information

Position Title

Rank: Assistant Professor Associate Professor Full Professor Lecturer Other

Tenure Status: Tenure-track Non-tenure-track Clinical Visiting

Full-Time / Part-Time Proposed Start Date Proposed Salary Range (annual) Position Justification (Explain need, budget source, and strategic priorities)

Search Committee

Search Committee Chair (Full legal name) Committee Members (list up to 5)

Committee Conflict of Interest Declaration: Each member has reviewed potential conflicts and disclosed relationships as required by policy.

Recruitment Plan and Advertising

Planned Advertising Venues and Outreach (inclusive recruitment strategies) Application Materials Required

Cover Letter Curriculum Vitae Teaching Statement Research Statement References (indicate number below)

Number of References Requested Application Opening Date Application Closing Date

Screening Criteria and Evaluation

Required Qualifications Preferred Qualifications Evaluation Rubric / Scoring Metrics

Candidate Shortlist — Primary Candidate (Optional)

Candidate Full Name:

Personal Information

Employment History (Provide at least two employer entries)

Employer 1 — Company / Institution Employer 1 — Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company / Institution Employer 2 — Responsibilities Employer 2 — Reason for Leaving

Education

Highest Degree Other Relevant Certifications or Training

References (Provide three professional references)

Reference 1 — Name Reference 2 — Name Reference 3 — Name

Legal Disclosures, Certifications and Authorizations

At-Will Employment Statement: Hiring for this position is subject to applicable institutional policies governing academic appointments. Nothing in this request or any subsequent appointment creates an employment contract for a fixed term unless expressly stated in a signed appointment letter.

Equal Opportunity Statement: The institution affirms equal employment opportunity and affirmative recruitment obligations. The search committee must undertake inclusive recruitment practices and document outreach efforts. Discrimination on the basis of protected characteristics is prohibited.

Background Checks and Reference Checks: By submitting candidate names or advancing candidates to interview, the requesting unit certifies that candidates will be subject to background checks, and that references may be contacted. The unit authorizes verification of employment, education, and professional credentials as permitted by policy.

Applicant Certification (for candidates electing to provide information via this form): I certify that all information provided is true and complete to the best of my knowledge. I authorize the search committee and institutional representatives to contact past employers, references, and educational institutions for verification. False statements or omissions may be grounds for disqualification or withdrawal of an offer.

Candidate Authorization to Contact References: Candidate authorizes contact with listed references

Search Outcome and Offer Authorization

Recommended Candidate (if any) Summary of Committee Deliberation and Rationale for Recommendation Offer Authorization (Budget and Dean Approval Required)

Budget Authority Confirmed: Yes No

Conditions of Offer (salary, start date, start-up, FTE)

Affirmation: The undersigned certify that the information contained in this Faculty Search Form is accurate, that recruitment and screening complied with institutional policy and equal opportunity obligations, and that they have the authority to request initiation of this search and to recommend an appointment.

Department Chair — Printed Name:

By (Signature):

Date:

Dean / HR Director — Printed Name:

By (Signature):

Date:

What the Faculty Search Form is and why it exists

The Faculty Search Form is an institutional administrative request used to initiate and document a faculty recruitment. It captures position details, appointment type, search committee membership, candidate criteria, budget authority, and required approvals so the vacancy can be posted, vetted, and processed in a compliant, auditable way across campus offices.

Why completing a clear Faculty Search Form matters

A well-completed form centralizes authorization, reduces time-to-posting, clarifies candidate qualifications, documents conflict-of-interest disclosures, and creates an auditable record for HR, equal-opportunity review, and accreditation purposes.

Who typically fills out and reviews this form

Departments use the form to request searches; several offices review and approve before posting.

Department Chair or Hiring Lead — Submits the initial request, provides position justification and budget information.
Search Committee Chair — Lists members, documents conflict disclosures, and sets evaluation criteria.
Human Resources / Academic Affairs — Verifies position classification, EEO language, and final approval routing.

Completed forms move through established approval chains and are retained according to institutional records policies.

Core sections every professional Faculty Search Form should include

A robust form groups administrative, committee, and compliance data so reviewers can approve and post a search without follow-up.

Position Details

Job title, rank, full/part-time status, appointment length, and FTE to define the opening precisely for classification and budgeting.

Search Committee

Names, roles, department affiliations, and any required external or diversity representation for conflict checks and committee validation.

Candidate Criteria

Required qualifications, preferred experience, and demonstrable competencies used to screen and rank applicants fairly.

Posting Plan

Intended advertising outlets, internal notices, and targeted outreach to meet institutional diversity and equal-opportunity goals.

Budget & Approvals

Funding source, salary range, hiring authority signatures, and any dean or provost signoffs required before posting.

Compliance Statements

EEO language, conflict-of-interest disclosure, background-check consent, and notes on FERPA or HIPAA where candidate records may involve protected data.

Essential data fields inside the Faculty Search Form

Position Code: Department identifier

Appointment Type: Tenure track / non‑tenure

Committee Members: Names and titles

Posting Dates: Open and close dates

Budget Source: Account or grant ID

Authorizing Signatures: Chair, dean, HR

Step-by-step: completing and routing the Faculty Search Form

Follow these sequential steps to prepare, approve, post, and archive a search request with minimal delays.

01

Draft: Gather position details, budget authority, and committee names before starting the form.
02

Complete: Enter all required fields, attach job description and approvals, and check compliance language.
03

Route: Send for chair, dean, and HR approval in the prescribed order.
04

Post: Publish to agreed outlets and track applicant receipts and deadlines.

How to configure an online approval workflow for this form

Configure routing, authentication, and storage up front so electronic submissions move automatically through required approvers.

Field	Configuration
Approval Routing	Sequential: Chair → Dean → HR/AAO
Authentication	Email link or SSO; MFA for HR approvers
Conditional Fields	Show budget fields only if external funding selected
Reminders & Storage	Auto reminders at 7/3/1 days; archive to official records repository

Where to submit a completed Faculty Search Form

Routing destinations depend on campus policy; set the form to route automatically to each responsible office.

Department Office: Initial submission and local recordkeeping for the hiring unit.
Human Resources: Verifies classification, salary range, job code, and benefits eligibility.
Academic Affairs: Approves academic justification and ensures alignment with strategic hiring plans.
Records Archive: Stores final signed request and attachments per institutional retention rules.

How to share and sign the form electronically

Use platforms that support secure PDF/DOCX uploads, audit trails, and institutional authentication to maintain chain-of-custody.

Integrations: Google Workspace, Microsoft 365, HRIS
File types: PDF and DOCX supported
Auth options: Email link, SSO, SMS or MFA

Ensure the chosen platform supports ESIGN and UETA legal requirements, audit logs, and secure archival to institutional storage.

Typical timing and deadlines for a faculty search

Establish posting windows and internal review deadlines before starting the search to coordinate committee schedules and approvals.

Posting Open Date:

Set the start date to align with committee availability and advertising schedules.

Application Deadline:

Specify a firm close date to ensure fair evaluation of all applicants.

Committee Review Window:

Allocate specific weeks for screening and interviewing to avoid slidebacks.

Offer Timeline:

Allow time for approvals, background checks, and negotiation before the desired start date.

Record Retention:

Retain application packets and decision records per institutional policy and legal requirements.

Key milestones in a typical faculty search

Track milestone completion so the search progresses without avoidable delays or missing approvals.

01

Request Submitted

Department submits form with budget and justification for review.

02

Approvals Secured

Chair, dean, and HR confirm classification and funding.

03

Position Posted

Job is published and outreach is executed.

04

Search Closed

Committee completes reviews, interviews, and recommendation.

Common mistakes that delay a search

Incomplete committee listings or missing conflict-of-interest disclosures that require follow-up approvals.
Unclear or inconsistent candidate qualifications that lead to disputed shortlists and repeated screenings.
Missing budget or salary source details that prevent HR from issuing a job code or posting.
Failing to attach required supporting documents such as the job description, diversity statement, or prior approvals.

Risks and compliance consequences of an incorrect form

EEO Noncompliance: Potential investigation and corrective actions

FERPA Exposure: Unauthorized student data disclosure risk

Contract Invalidity: Offer may be delayed or rescinded

Recordkeeping Failure: Loss of audit trail for accreditation

Budget Overruns: Hiring without funding approvals

Delayed Start: Operational disruption for department

eSignature vendor comparison for handling Faculty Search Forms

A concise pricing and capability snapshot for common eSignature vendors; signNow is listed first per platform comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Faculty Search Form

Answers to common questions about completing, signing, routing, and storing the Faculty Search Form.

Need help? Contact support

Who must sign the form
Typically the Department Chair or hiring lead initiates, the Search Committee Chair confirms committee membership, and the dean and HR provide final authorization. Institutional policy determines exact signatory order and whether additional executive approval is required.
Can the form be signed electronically
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided the signature shows intent, consent, attribution, and retained reproducible records.
What supporting documents are required
Attach the position description, budget authorization, diversity statement (if required), and any prior approvals. Omitting attachments commonly delays HR classification and posting.
How to correct errors after submission
If minor, route an amendment or addendum documenting the change and obtain the same approvals; for substantive changes, withdraw and resubmit the request per institutional workflow.
How long before a search posts
Timing depends on approvals and advertising strategy; allow several business days for classification and at least one week for multi-level approvals to complete without expedited routing.
Where are completed forms stored
Final signed records should be archived in the institution's official records repository or HR file system for the institutionally required retention period and accessible for audit.

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