Faculty Search Process

The following steps create a clear, consistent, and compliant faculty search process across Case Western Reserve University. Please Note: This process applies to all faculty positions requiring a national search.

Faculty Search Process Steps

Step 1 Approvals

• For requests to hire CWRU paid regular faculty, the dean discusses the request with the provost. (Special faculty and faculty not paid by CWRU hiring requests do not need to be reviewed by the provost.) If approved for next-level review, the provost or deputy provost sends an email approval to the dean to advance to the next step. 
• The dean then submits the search request to the Executive Compensation Committee (ECC) for approval (through Director, Faculty Affairs and Information Systems, Lindsay Jacobs). Special faculty and regular faculty not paid by CWRU searches do not need to be submitted to the ECC). If the search is approved as an expedited search (e.g., partner hire, short-term visiting), then omit steps 2-4.
• If approved, the dean can proceed to forming a search committee (either directly or through a department chair).  

Step 2 Job Advertising

• A search ad is created by the committee (and or department/unit) in Interfolio, approved by the dean and OGC, and is posted. (Sample job postings are available to aid in this process.) All positions that require a national search, including special faculty positions, are required to be posted through Interfolio. For tenure/tenure-track positions, requested materials should include statements on research, teaching and service (and clinical work as relevant), as these are crucial for ultimately receiving promotion and tenure. For non-tenure track regular faculty, these should include elements such as teaching, research, service, and/or clinical work as is relevant to the position.

Step 3 Search Committee Training

• The Office of General Counsel (OGC) will train the entire search committee, preferably at its first meeting, and prior to the start of reviewing applications. OGC will also assign a liaison to each committee for legal consultation throughout the search process as needed. 

Step 4 Applicant Evaluation

• The search committee and department chair develop a rubric for evaluating all applicants, consistent with the legitimate, non-discriminatory selection criteria. Any written rubrics must be reviewed and approved by OGC liaison. See here for sample rubrics.
• After at least six weeks from the initial date of posting, the search committee works to select a list of candidates for distance interviews (e.g., Zoom). 

Step 5 Interview

• The top candidates emerging from distance interviews are invited for on-campus interviews. The department or unit carries out an on-site review process that should include interviews, a seminar, and other activities according to the norms of the field followed by a vote of the eligible faculty. 

Step 6 Selection

• Any written narratives describing the selection process justifications for how candidates were evaluated, and final selection must be shared with the OGC liaison for review to ensure the documentation is legally compliant prior to sending it to the dean for approval.

Step 7 Appointment

• Once the top qualified candidate is selected based on legitimate, nondiscriminatory selection criteria, the dean (or designated chair) will consult with the chair and candidate as appropriate to determine the offered start-up package, space renovations (if applicable), and salary. If strategic reserves are needed, a request should be made to the provost's finance office (Craig Zullig) to request their use. 
• An appointment letter is drafted and sent to the senior vice provost for academic and faculty affairs (Don Feke) for review and approval. (Appointment letters for special faculty do not need to be reviewed.) Appointment letters should follow the requirements outlined by your dean or school. This should occur before any offers (verbal or written) are made to the candidate. Note: the detailed approval steps may vary by school and by rank/classification.
• Once approved, the appointment letter is sent to the candidate. 
• The appointment approval process for board-appointed positions continues with appointment packet submission to the Office of the Provost and finally to the Board of Trustees for approval. Special faculty positions do not require submission to the Office of the Provost or Board of Trustees. 
• The VISA Office is notified of sponsorship needs for H-1B. The VISA Office sends an intake questionnaire to the department & the candidate. The VISA Office drafts a Labor Condition Application (LCA) and posts a PDF notice of filing (NOF) on the HR website. Within 30 days of posting the NOF, the VISA Office files the LCA with the U.S. Department of Labor. Upon approval of the LCA, the VISA Office files the H-1B petition with USCIS.

Disclaimer: This process is focused on board-appointed faculty. The process will vary for special faculty appointments (lecturer, visiting faculty, special faculty, etc.).

Expedited Hiring Review

When the hire of one or more faculty is short-term (one academic year or less in duration), for a faculty member who is fully funded by research grants or contracts, or for a faculty member who is a partner hire or research team hire related to another faculty member whose selection is the result of a national search process, the expedited hiring review procedure may be used.

The expedited hiring review request should be submitted in Interfolio for approval by the provost.

Visit the Expedited Hiring Review Policy

Guidance on Drafting a Job Description or Advertisement

Position descriptions must contain the qualifications necessary to be considered a “qualified applicant.” These qualifications usually include PhD or MD in a specific discipline. If the position is “open rank,” a line must be added stating the qualifications for the position at each rank. All position descriptions must include the equal opportunity and reasonable accommodation statement at the end of the post.

In compliance with the City of Cleveland’s Pay Transparency Ordinance (effective October 27, 2025), the annual salary range must be included in the job description. In recognition of the variability in salaries across faculty ranks, units, and departments, the range will be determined by the deans and department chairs. Recommendations for the minimum salary are to use an amount that is lower than the lowest paid faculty member at the same rank currently in the department/unit, and use the salary approved by the Executive Compensation Committee (ECC) for the search as the maximum salary.

All searches must be carried out in a manner that provides national coverage. Advertisements must be in the public domain for a minimum of six (6) weeks before a candidate is selected and should be current (less than one year old).

Sample Job Posting

To support an effective search process, we’ve provided a sample job posting that aligns with university standards and compliance requirements.

Download a Sample Job Posting

Academic Employment

View faculty and academic careers and open positions within Case Western Reserve.

See Academic and Faculty Openings

Contact

If you have questions on the search process, contact Lindsay Jacobs, director of faculty affairs and information systems, at lindsay.jacobs@case.edu; any legal questions can be directed to the Office of General Counsel at ogcsearches@case.edu.