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Faculty Search and Offer Letters

For faculty appointments with any CWRU pay (i.e. basic science or dual-paid appointments), departments must have both their faculty searches and offer letters approved prior to recruiting and hiring faculty members.

For tenure track faculty appointments without CWRU pay, departments must obtain offer letter approval but do not need search approval.

For non-tenure track faculty appointments without CWRU pay, departments do not need the approval of searches or offer letters.

Please review the steps below for more information on how to complete the faculty search and offer letter approval processes.

Faculty Search Approval Process

  1. In order to route for approval, the department administrator must create the position listing in Interfolio. This includes submitting the position description, qualifications, application instructions (including applicant-required documents), evaluation criteria, and search committee members, and attaching the forms listed below. 
    1. Request to Initiate Faculty Search for Full-Time Faculty Form: This form includes pertinent information such as the title and rank of the requested position, description of responsibilities, salary and funding information, the search committee chair(s), justification for the position, and how the hire will contribute to the department's commitment to diversity. There can only be ONE hire per SOM faculty search number. Please submit multiple search forms if the department wishes to hire for multiple positions for the same listing.
    2. Forms 1+2 for OIDEO: These forms can be found at the top of OIDEO's Forms and Downloads page.
  2. Once submitted, the materials will be routed for approval. Approvals required include the Faculty Affairs Office (initial review), Finance Office, Office for Inclusion, Diversity and Equal Opportunity (OIDEO), and back to the Faculty Affairs Office, which obtains Executive Compensation Committee approval.
  3. The Faculty Affairs Office will notify the department of the approved faculty search via Interfolio.
  4. If the position is approved before the chosen publish date, then the position will automatically be published and viewable to applicants on the publish date. If the position is approved after the chosen publish date, the department administrator must go into Interfolio and publish the position.

Forms and Resources

  1. The department administrator should fill out the Request to Initiate Faculty Search for Full-Time Faculty Form and submit it to somFacultySearch@case.edu. This form includes pertinent information such as the title and rank of the requested position, description of responsibilities, salary and funding information, the search committee chair(s), justification for the position, and how the hire will contribute to the department's commitment to diversity. There can only be ONE hire per SOM faculty search number. Please submit multiple search forms if the department wishes to hire for multiple positions for the same listing.
  2. The Faculty Affairs Office will review the form and reach out if there is any missing information. If the form is filled out correctly, our office will route it through the necessary approval steps (i.e. Faculty Affairs, Finance, Research). It will then be submitted to the Executive Compensation Committee for approval.
  3. Once all approvals are received, the Faculty Affairs Office will reach out to the department notifying them of approval and the next steps. At this point, the department can begin its search process. Once a candidate is identified, an offer letter should be drafted following the steps below.

If the faculty appointment will be funded entirely by the hospital (i.e. UH, VA, MHMC, CCLCM) and not on CWRU payroll, the proposed position does not require a CWRU-approved search.

Faculty Offer Letter Approval Process

    1. Once a search is completed and a candidate has been identified, the department should submit a draft offer letter, candidate's CV, and the affirmative action approval for review. These materials can be submitted to Cynthia Kim (cynthia.kim@case.edu). Offer letter templates are located on the right side of this page.
    2. The draft offer letter will be routed for approval. Offer letters require approval from various offices, including Research, Medical Education, Faculty Affairs, Finance, Space and Facilities Planning, Dean, and Provost.
    3. Once all approvals are received, the final draft will be sent to the department for review. The department should review the edits, confirm all changes, and share the candidate's email address.
    4. Faculty Affairs will send the offer letter via DocuSign for signature. Once a signed copy is received, Faculty Affairs will share it with the department.
    5. After receiving the signed faculty offer letter, the department should work to gather the materials necessary to initiate the faculty appointment process. Information on the faculty appointment process can be found here.

    No offer letter approval is required, as long as the templates located on the right sidebar are utilized. Information on the faculty appointment process can be found here. If you have questions or would like assistance with your faculty offer letter, please email cynthia.kim@case.edu.

    Questions?