If you believe that your department or program has short-term needs for instructors for the upcoming academic year, you may submit a request for a leave replacement or other temporary faculty hire. (See also the information about Benedict Distinguished Visiting Professors and postdoc positions, including the Consortium for Faculty Diversity [CFD] postdocs. These positions follow the same request process as other short-term positions. Requests to hire for an ongoing faculty position follow a different process.)

To request a visiting faculty position, submit the Request to Hire Non-Tenure-Track position form on the Office of the Provost website. The deadline for requests is in mid-November in each academic year. Soon after (typically early in winter break), you will be notified when your request has been approved or denied. (Remember, we do not automatically replace every leave.) 

If your request for a position is approved, please review these guidelines for conducting faculty searches (whether short- or long-term), and consult this checklist summarizing the key steps in the search process.

Preparing for Your Search

Contact Associate Provost David Liben-Nowell to discuss your recruitment strategy. David is responsible for coordinating recruiting and interviewing for these positions on behalf of the Provost’s Office. In some cases (such as hiring an emeritus faculty member or someone who has taught here in the past), you will be given approval to make an offer and no recruiting will be necessary. In other cases, you have a particular person in mind as a possible visitor, and a more targeted recruiting effort may be possible. More commonly, you will write and post a job ad (see below) and share it broadly. (Again, remember that Benedict Distinguished Visiting Professorships are available for some visiting positions. Contact the Office of the Provost if you are interested in hiring a Benedict.)

In the conversation with the Associate Provost, you will also discuss the composition of the search committee, search logistics, application deadlines, timing of campus visits, etc. (See the handbook page on ongoing hiring for considerations on the role of junior faculty in hiring decisions; the same questions apply here.)

Once the timing of your search is settled, it is a good time to contact Karen Moldenhauer (x4300) to reserve interview times on the Associate Provost’s calendar for your finalists.

Advertising Your Position

If the position will be advertised, submit your proposed ad copy to Associate Provost David Liben-Nowell for review (see Criteria for Ad Copy and Sample Ads). The ad copy will be returned to you with any necessary or recommended changes. Once it’s approved, send the text to Sally Pierce. At the same time, also let Sally know who will be the chair and other members of the search committee so we can grant access to the job posting in Workday. 

Submit ads to appropriate professional journals and publications. (See information about recruiting expenses in evaluating the costs of various venues for advertisements.) The Office of the Provost will also post your ad on their website, and list your position on the Upper Midwest Higher Education Recruitment Consortium (UMW HERC) website. Please note that if you will be posting your position in the Chronicle, the Provost’s Office has a special package rate. Call the Provost’s Office for information.

Screening Candidates and Choosing Finalists

Search committee members should keep their discussion of candidates confidential.

Information about using Workday to manage your applicants is available here:

Recommendations about doing preliminary-round interviews via Zoom (or similar software for video calls) are available here.

Normally, two candidates are invited to campus for interviews. Submit the names of your two proposed finalists to Associate Provost David Liben-Nowell, along with an explanation of why you are proposing them. You should also submit the names of the next 2–3 lower candidates on your list, explaining what made those individuals close to but below the two you are proposing.  Be sure that your proposed finalists have the qualifications necessary for the job.

Associate Provost David Liben-Nowell will review the application materials for your proposed finalists and your alternative candidates, and let you know when he has approved the candidates. No candidate may be invited to campus without prior approval from the Associate Provost.

If you have not done so already, once your finalists are approved, contact Karen Moldenhauer (x4300) to reserve time on Associate Provost David Liben-Nowell’s calendar for interviews.

Scheduling and Planning On-Campus Interviews

  • Contact the finalists and set the date for their interview. A faculty member (normally the chair of the search committee) should make the first contact with the finalist. Provide the information to the Provost’s Office.
  • Make arrangements for transportation to and from the airport and for accommodations. (See information about recruiting expenses in evaluating the costs of visits.)
  • Develop the interview schedule. Things to think about when planning the schedule:
    • Include meetings with department/program faculty as appropriate, with majors (maybe over breakfast or lunch), and with non-department/program faculty and staff if appropriate. (E.g., if there would be significant curricular interactions with another department or program, you might schedule a meeting with the director of that program (or their designee).
    • Ask candidates if there are other people outside of your department/program and others already included in the schedule that they would like to meet. Keep in mind that candidates may want to meet faculty, staff or students with similar or different backgrounds and interests from themselves. Emphasize that we are a diverse community, and that we’d be happy to arrange meetings that give them a better feel for the climate and culture of Carleton.
    • Publicize the dates and times of presentations to your majors/minors or other interested students, and as widely across campus as is feasible (e.g. in department or interest newsletters). Be sure to invite faculty from any interdisciplinary programs to which the candidate would be expected to contribute. One of the best recruiting tools is having a room full of engaged students at a candidate’s presentation.
    • Allow time for tours or information about relevant resources (library, teaching labs, etc.), and be sure to allow time between appointments for candidates to get to their next appointment or have a quick break. Allow the candidate a free period of time before their presentation so they can review notes and prepare.

All visiting interviews include at least one presentation, and sometimes two, that will serve as a teaching demonstration. (The form of the presentation(s) can vary: sometimes it’s a real class — if so, coordinate carefully with the candidate and the instructor — and sometimes a simulation of a class; sometimes it’s a presentation on the candidate’s research that’s explicitly intended to demonstrate teaching.) Let the candidate know how long their presentations should be, their purpose, and whom to expect might attend. Explain your department’s assumptions about the “sample” class, conference paper, or public lecture presentations – if these are the relevant distinctions. Advise the candidate to let the audience know whether they prefer questions at the end of the presentation or during it, and make sure the candidate knows what type of technology is available in the room. Between the invitation and the actual interview day, encourage candidates to be in conversation with you so that they can “test their assumptions” about the talk(s). We want to decrease the chances that otherwise acceptable candidates put themselves out of the running because they misunderstood our expectations for the job talk(s).

When the schedule is complete, send a copy of each candidate’s interview schedule to all faculty and staff participating in the interview. Also send a copy to Karen Moldenhauer, who will share it with Associate Provost David Liben-Nowell.

During On-Campus Interviews

See this list of Interviewing Do’s and Don’ts (and share them with others who will be interacting with the candidate during the visit).

If the candidate will have any out-of-pocket expenses, initiate the process to request the W-9 form so candidates can be reimbursed for expenses.

All finalists should meet with all available tenured and tenure-track faculty members in the department/program and all appropriate continuing faculty members and staff members.

Offer the candidate a chance to visit the classroom or lecture room before the presentation. Make sure all technology necessary is in the room and is functioning.

Find out the candidate’s timetable for making a decision, contact information for the next few weeks, and interest in the job. Tell the candidate what YOUR timetable is and when to expect  to hear from you.

Associate Provost David Liben-Nowell will discuss salary, benefits, and faculty development support with candidates.

Following Campus Visits

  • After the campus visits have concluded, gather the evaluations of all parties involved in the search process: talk with (or survey) students who attended talks or meals with candidates, and get input via email, evaluation forms, or personal conversation from other faculty or staff who met the candidates or attended candidate talks. Arrange a telephone call with the Associate Provost to get input.
  • Call a meeting of the department or search committee to discuss the candidates. Be sure to share information gathered from others involved in the process, including students who attended talks or meals with candidates. The discussion should be thorough and fair. While it’s important to assess the “fit” of the candidates with your department/program needs and the College, be alert to issues of implicit bias.
  • Determine the action you will recommend for each finalist. Determine which candidate to recommend for an offer, the second candidate, etc.
  • Obtain approval from Associate Provost David Liben-Nowell to make a verbal offer. Recommendation for hiring must be approved by the Office of the Provost before an offer is made. You will call the candidate first and tell them that an offer will be forthcoming. Associate Provost Liben-Nowell will follow up with a written offer.
  • Notify the Office of the Provost when the offer has been accepted. If the candidate accepts the offer, the Office of the Provost will send the formal contract letter through Workday.
    • Note: The College will provide assistance in obtaining valid visa status for faculty who have non-citizen or non-permanent resident status. The College will choose an immigration attorney to work with the faculty member, and the Office of the Provost will initiate the process. The College will pay the legal expenses associated with obtaining a valid work permit for non-tenure-track faculty whose contracts are full-time for at least a year or who hold a distinguished visiting professorship (to be approved by the Provost). Be aware that visa applications can take months.