Applicant Tracking

NOTICE: The university is transitioning to a new applicant tracking system, Cornerstone. HireTouch will be available until August 26, to complete and close out workflows. Please check back soon for new and updated materials.
For additional information, please see Cornerstone and JDXpert Information and Applicant Tracking.


How do I log into HireTouch?

What internet browser is recommend?

  • The most recent version of Mozilla Firefox.

What if I can’t get logged into the system?

  • Managers/reviewers/approvers – contact your Unit Security Contact to get access.
  • Search committee members – contact the search coordinator to be sure your name was added to the search workflow.
  • If the search coordinator needs further assistance they can contact OAE at

Can the dashboard be changed?

  • Click on “Display Preferences” on the right and check the boxes for the windows you would like to be viewable. Then click “Save Layout” on the left.
  • You can also change the placement of a particular window by clicking near the edge of the window, then dragging/dropping it in a different location of the dashboard

How does a search committee member find application materials?

  • Go to the “JOBS” tab. Click on the position title and then click on the “Applicants” tab (light blue) which is below the workflow title.
  • The applicants will initially be in alphabetical order but can be changed to other orders (such as date order) by clicking on the appropriate column title (such as “Application Completed”).
  • To view documents, click on the appropriate icon under the All Documents, Cover Letter, Resume, or CV column.

What if the “All Documents” icon doesn’t work?

  • This likely means the applicant uploaded different documents types that the conversion tool isn’t able to combine into a single document. To view the list of individual documents, go to the “Actions” drop down menu next to the applicant’s name and click “View Documents”.

The Applicants tab only shows 25 names. Can it be changed to show more?

  • Scroll down and look in the bottom/right corner of the page. Go to the “Per Page” drop down menu and select the appropriate number.

The Activity tab only shows 25 records. Can it be changed to show more?

  • Scroll down and look in the bottom/right corner of the page. Go to the “Per Page” drop down menu and select the appropriate number.

Can more than one window be opened at once?

  • The HireTouch system will allow multiple windows/tabs to be open.

Search Form

What is the purpose of the search form?

  • The search form outlines the search plan. Units must develop a search plan that will increase the likelihood of generating a qualified and diverse pool of applicants. The search plan includes (a) the selection of an appropriate length of posting, and (b) the use of traditional and nontraditional recruitment efforts.
  • The Office for Access and Equity reviews the form to ensure compliance with OFCCP regulations.
  • Advertising cannot begin until the search form is approved by OAE.

What is a position class code?

  • A series of five letters is used to categorize an academic professional position. This code is assigned by Illinois Human Resources when the job description form is approved.

Is the close date field required?

  • It can be left blank, but the body of the position announcement MUST include a “full consideration” date.
    If the close date field is left blank, the position will remain on the job board past the full consideration date and allow for applications to continue to be submitted. To have the announcement removed, please send an email to
  • As long as an announcement remains on the job board, there will be no Diversity of the Pool report run unless a request is sent to
  • Keep in mind that the decision of whether to review applications submitted after the full consideration date must be made in a fair and equitable manner.

What is the purpose of a short ad?

  • It is used to alleviate the high cost of print advertising. If a short ad will not be used, enter N/A.
  • Must include the following:
    • Rank and/or Title
    • Closing Date (or “full consideration” date)
    • Link to full position announcement
    • Required statement: The U of I is an EEO Employer/Vet/Disabled that participates in the federal e-Verify program and participates in a background check program focused on prior criminal or sexual misconduct history.
    • University of Illinois faculty, staff, and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

What information is required for the full announcement that gets posted to the U of I job board?

  • There are 11 required elements of a full-length position announcement:
    1. Location of position
      • Name of the department or unit, and
      • “University of Illinois at Urbana-Champaign” or other physical location of the position.
    2. Rank and/or title
      • For academic professional positions, the title from the approved job description form must be used.
      • Faculty searches may be “open rank,” though consideration must be given to assessing the method of review to ensure that similarly qualified applicants will be in the appropriate applicant pool.
    3. Statement of duties
      • The statement of duties should be consistent with the duties described in the approved job description for academic professional positions.
    4. Qualifications
      • The qualifications listed should match the job description for academic professional positions. For faculty and faculty administrator positions, it should indicate the tenure status.
      • Minimum degree requirements should be stated. All academic professionals must have a minimum of a BA degree.
        • To ensure a diverse applicant pool, the minimum requirements should be broad rather than specific. For example, require a “B.S. degree” rather than a specific “B.S. in Physics.” To allow flexibility, the following statement may be used: “Individuals working toward a bachelor’s degree may be considered, but the degree must be obtained by the starting date.”
        • There are extraordinary circumstances wherein individuals of unique and exceptional skills may not possess a BA. In those instances, a degree waiver may be sought through Illinois Human Resources after approval from the EEOO if there are no other similarly qualified individuals in the candidate pool who meet the minimum degree requirement.
      • Review the required number of years of experience (1-2 years vs. 3-5 years vs. 5-7 years). To allow maximum flexibility in evaluating applicants, the type of experience and skills should be defined, rather than a requirement for a particular number of years of experience.
      • Preferred/Desired qualifications may also be listed.
      • Searches may be designated as “Internal” (to campus or to unit) and limited to those with current Illinois affiliation — that is, individuals who are currently employed on the Champaign-Urbana campus. Internal Searches are exempt from external advertising requirements. Candidates external to the University should not receive consideration unless the scope of the search is revised and external advertising sources, including special recruitment sources, are utilized. Internal searches require justification.
      • Searches may also be restricted to individuals participating in the Campus Relocation Program or other similar programs administered by Illinois Human Resources. Participation in the appropriate program would be a minimum requirement for the position.
      • The Internet Applicant Rule addresses the criteria by which submissions of interest for an available position are evaluated. The “basic qualifications” listed in a position announcement must focus on the core elements for job performance and should not use criteria that could potentially result in bias against underrepresented candidates during the candidate review procedure. To avoid the potential for bias, the qualifications must be:
        • Non-comparative features of a job seeker (e.g., three years of experience is acceptable; “being one of the top five” among the candidates in years of experience is not acceptable);
        • Objective (e.g., a bachelor’s degree in accounting is acceptable, but not “a technical degree from a good school”); and
        • Relevant to performance of the particular position.
    5. Salary Statement
      • If a salary range is stated, the unit cannot negotiate or hire beyond that range.
      • To allow flexibility, the announcement may state that the salary is negotiable, commensurate with experience or competitive.
      • The proposed salary must be consistent with the range indicated on the Hiring Request Form.
    6. Appointment Status
      • Indicate if the position is regular or visiting. The advertised position type must be consistent with what was approved on the Hiring Request Form.
      • If the possibility of changes in the appointment status is anticipated, the following qualifiers will generate the broadest pool, and thus, provide flexibility in making these changes:
        • For visiting positions, use “Position may become regular at a later date.”
        • For part-time positions, use “Percent time may increase at a later date.”
    7. Proposed Starting Date
      • The proposed starting date is required.
      • To allow flexibility, the announcement may state that the starting date is “as soon as possible after the closing date,” or “negotiable after the closing date.”
    8. Application materials and link to job board:
      • Indicate the materials that should be submitted for consideration.
      • Suggested materials include cover letter, resume, writing samples or portfolios, and a statement of teaching philosophy, research interest, or commitment to diversity.
      • On-line application will require name and contact information for three references.
    9. Closing date for receipt of candidate materials
      • This is the date by which applications must be received for review.
      • Examples of closing date statements that provide the greatest flexibility:
        • “In order to ensure full consideration, applications must be received by [date].”
        • “Full consideration will be given to applications received by [date].”
      • If interviews will commence before the closing date, the announcement must state:
        • “Applicants may be interviewed before the closing date; however, no hiring decision will be made until after that date.”
      • The “Full consideration” date allows individuals to continue to apply while the review process begins.
    10. Unit Contact Information
      • Name, along with a phone number or email address of the search contact is mandatory.
      • A mailing address or website address to view additional information about the department or position is optional.
    11. Required Statements
      • The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit – (NOTE: this statement should be placed after introduction paragraph).
      • Background Check Statement: The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment.
      • E-verify statement: As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.
      • The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.
      • University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.

What types of emails do the “contact for system-generated emails” receive?

  • They will receive notice of form approvals and will also be copied on confirmation emails sent to anyone who submits an application.

What is “applicant access”?

  • When a committee member, support staff, or other person involved with the search process is given applicant access to a search in HireTouch, they are able to see application materials for that particular search only and cannot see other workflows in the system.

What are the guidelines for putting together a search committee?

  • The College or Administrative Unit Executive Officer or delegate (i.e., the Department Unit Executive Officer or search chair) selects and appoints the search committee.
  • There should be at least three search committee members.
  • Whenever possible, create a search committee that is diverse by race and gender.
  • The committee chairperson should hold a position at the same level as or a higher level than the vacant position.
  • The chair for the search committee should not be the person to whom the position will report when hired.
  • For additional information see Forming a Search Committee.

Why are the direct report and search chair separate roles?

  • The direct report should not be a member of the search committee to avoid unintended undue influence on the search committee so that the advisory nature of the search committee can be maintained.

What is a Diversity Advocate?

  • The primary role of the Diversity Advocate is to be an advocate for diversity as a core component of excellence in the search process. The Diversity Advocate must be identified on the search form and should be available to attend all committee meetings. For faculty searches, the Diversity Advocate must be a tenured faculty member. For academic professional searches, the Diversity Advocate should be a committee member or available to attend all committee meetings.

Why is there a question on the search form regarding the gender and race of the search committee?

  • A diverse search committee will strengthen the pursuit of a highly qualified, diverse pool of candidates. If there is limited diversity within the unit or department, an effort should be made to consider including faculty, staff, or students from external departments, as appropriate.

What is the difference between the various search types?

  • External Search – All searches must be posted externally unless permission has been granted by OAE to conduct an internal search. External searches are automatically posted to the University of Illinois job board and many other websites/sources that we currently have relationships with. For more information, contact the Office for Access and Equity
  • External Search with Additional Recruitment – External searches with additional recruitment are posted to additional sources compared to the above. These sources include, but are not limited to, the targeted email offered by These postings may carry a fee that will be charged to the department. Contact Illinois Human Resources for more information.
  • Internal to campus searches target qualified current employees on the Champaign-Urbana campus. Internal Searches are exempt from external advertising requirements. Candidates external to the University should not receive consideration unless the scope of the search is revised and external advertising sources, including special recruitment sources, are utilized. Internal searches require justification.
  • Internal to Campus searches can also be limited to individuals participating in the Campus Relocation Program or other similar programs administered by Illinois Human Resources. Please refer to Illinois Human Resources for program qualifications and requirements. Internal searches require justification.
  • Internal to College/Unit searches can be requested under special circumstances. These include reorganizations within a department involving the reallocation of many positions, as well as promotional opportunities that are to be provided to current employees in the department where the total number of employees in the department will not be increasing. Internal searches require justification.

How long should the announcement be advertised?

  • Three or four-week searches are suggested for tenure-track and tenured faculty vacancies.
  • Two to four-week searches may be appropriate for non-tenured specialized faculty and senior-level, mid-level, and entry-level academic professional vacancies.
  • An expedited search process may be used for filling vacancies based on a time-sensitive need due to an unanticipated incumbent departure or unforeseeable need for additional staffing. After consultation with the Office for Access and Equity, a determination can be made to modify appropriate aspects of the search process to accommodate the need for expeditious but fair recruitment and selection of candidates.
  • The minimum search time is calculated from the date the search form is first approved.
    An open or rolling search (up to one year) in which applications are accepted throughout the year may be used as necessary.

Can a search firm be used?

  • In compliance with Illinois Law, 110 ILCS 305/80, the use of search firms at the University of Illinois is limited to searches for the President of the University and when the President and Board of Trustees demonstrate a justifiable need. A college/department may only engage in a search firm after receiving approval from the President.

When can the announcement be advertised?

  • The search form must be approved by the Office for Access and Equity before any external advertisements can be placed.

Where should the position announcement be advertised?

  • The position announcement will automatically be forwarded to several sources. The list of automatic sources can be found at Recruitment Sources.
  • For faculty searches, directories are used to search for potential candidates to recruit. Please note these are not used for posting the announcement. The list can be found at Recruitment Sources.
  • In addition to the automated sources and faculty directories, the search committee should work together to determine additional good faith efforts for recruiting a diverse pool of applicants. For positions with an affirmative action placement goal, conducting good faith efforts is required. Examples of additional recruitment efforts include:
    • Mail or email vacancy notices to professional journals, web recruitment boards, professional associations, electronic newsletters, and newsgroups.
    • Send announcements to departments at Historically Black Colleges and Universities (HBCUs) and Hispanic, American Indian, and Asian serving institutions.
    • Engage local and regional networks of people in related fields at corporations and businesses to see if they know of potential candidates.
    • Attend professional conferences and discuss positions with potential applicants.
    • Utilize professional social networking sites to recruit potential applicants.

Do copies of all job postings need to be saved?

  • Please save a copy or screenshot of anything that is manually posted. (You are not required to save a copy of any of the automatic sources.)
  • In addition, please use the good faith efforts spreadsheet to track and evaluate the good faith efforts conducted for the search. A copy of this completed spreadsheet will be needed when submitting the finalist notification form.
    • The blank spreadsheet template and an example of a completed Good Faith Efforts spreadsheet can be found on the Search Roles and Processes page.

Affirmative Action Placement Goals and Reports

What is a placement goal?

  • The University receives federal contracts, and, as a result, is required to develop and implement a written Affirmative Action Plan. The Affirmative Action Plan serves as a blueprint to guide the University’s efforts with respect to the recruitment of underrepresented faculty and staff. The Office for Access and Equity supports recruitment efforts by not only monitoring the search process but also by providing affirmative action placement goals to units. A placement goal is set when the percentage of minorities or females currently employed in a particular job group is less than reasonably expected given their percentage of availability in the workforce. The Office for Access and Equity seeks to ensure that units become aware that their recruitment efforts in the search process should, whenever feasible, be geared towards addressing underutilization and increasing the diversity of the campus. The search committee should always hire the best-qualified applicant.

What is the diversity of the pool and EEO source report?

  • A diversity of the pool report is a report used to assess the recruitment efforts of the search. The Office for Access and Equity provides a report of applicants by ethnicity, race, gender, veteran, and disability status to the search contact, search chair, diversity advocate, the equal employment opportunity officer, and vice-chair. After reviewing the report, the unit may decide to extend the search if a larger or more diverse pool of applicants is needed.
  • The EEO Source report summarizes how applicants learned about the open position. It should be reviewed to assess the good faith efforts the committee utilized to address underrepresentation. When the finalist notification form is submitted, this data can be used to provide an evaluation of the good faith efforts.

Why didn’t I receive a diversity of the pool and EEO source report?

  • The diversity of the pool report gets sent after an announcement comes down off the U of I job board. If the close date field was left blank and the announcement remained on the job board, the report will not be provided automatically. If a report is needed while the announcement is still posted, send a request to

What is the diversity of the finalist pool report?

  • When the Office for Access and Equity reviews the Finalist Notification Form, a diversity of the finalist pool report is run to compare the diversity of the finalist pool to the entire applicant pool. The diversity of the finalist pool is sent to search contact, search chair, diversity advocate, the equal employment opportunity officer, and vice-chair.

Why didn’t I receive a diversity of the finalist pool report?

  • In an effort to maintain the confidentiality of the finalists, if there are two (or fewer) finalists, then no report will be sent.

Review Process

What are some important points committee members should know about the review process?

  • Ensure all candidates are evaluated on the basis of the pre-established evaluation criteria related to the position.
  • Spend sufficient time evaluating each applicant.
  • Be aware of the possibility of unconscious bias.
  • Agree on rules of discussion and how to handle disagreement.
  • Avoid comments, either orally or in notes, that are not job related.
  • Be able to defend every decision.

What if an applicant does not attach all the required materials?

  • The search committee can either:
    • Contact all the applicants to inform them of the missing materials and give everyone the opportunity to add the missing materials OR
    • May choose not to consider any of the applicants with missing materials.
    • ALL applicants must be treated fairly and consistently throughout the search process.

Finalist Notification Form

What is the purpose of the finalist notification form?

  • The finalist notification form provides OAE with information/documents that were used in the recruitment and selection process, which are required for record keeping purposes and affirmative action compliance.
  • The following is required:
    • Copies of all advertisements manually posted. (Copies are not required for automatic postings.) If any copies are missing or an ad was not placed, please provide a brief explanation.
    • For positions with an affirmative action placement goal, a copy of the good faith efforts spreadsheet.
    • Confirmation the position was posted in all sources listed on the Search Form for the required period.
    • Confirmation that the diversity of the pool report was reviewed/discussed.
    • A copy of the applicant screening/evaluation criteria used to assess applications.
    • The list of interview questions that will be asked of semi-finalists/finalists.
    • All applicants should be assigned an applicant status code and semi-finalists/finalists should be identified as such.
  • If responding “no” to any questions, an explanation is required.
  • If only one finalist was selected, an explanation is required.

How do I attach the documents in HireTouch?

  • Go to the “Jobs” tab, click on the position title to get to the search workflow. On the right-hand side under “Actions”, click “Upload a Document”. Enter the Name of the document, select a Document Type from the drop-down menu, click choose file and find the document in your saved files, then click “Save”.

How do I assign applicant status codes?

  • Go to the “Applicants” tab and check the box by the names of all applicants which need to be assigned a particular code (for example select everyone that does not meet the minimum education).
  • Scroll to the bottom, open the “Bulk Actions” drop down menu and select the appropriate status code.
  • A window will pop up, prompting confirmation. Once you click “OK”, the status codes will be changed for each applicant that was selected.

Who should approve the form?

  • The default approver is OAE. If your Department/College has an internal policy to send the form to someone else prior to OAE approval, please follow the internal policy.

Interview Process

What should committee members know about preparing for the interview?

  • The committee should work together to articulate interview goals and develop a set of core questions to ask all candidates.
  • Be sure all interviewers are aware of what questions are inappropriate.
  • There are numerous laws and executive orders, as well as University policy, which governs the selection and hiring process. In general, the guiding principle should be to ask questions only about what you need to know to evaluate the qualifications of a candidate. If a valid reason to ask a question cannot be easily articulated, the inclusion of that question in the interview should be reconsidered. Other questions, such as those intended to “get to know” someone should only be considered if they pertain directly to the evaluation of a candidate’s qualifications or credentials. If you are unsure whether a question is appropriate or not, seek guidance before posing the question – do not pose a question and follow-up on any concerns after the fact. In addition, the questions posed to one candidate in a search must match as closely as possible the questions asked of all other candidates.
  • Below are some examples of areas of inquiry that must be avoided. In addition, examples of prohibited questions are provided and, where appropriate, an example of an allowable question is provided.
  • Prohibited Questions
    Subject Examples of Inappropriate Questions Notes
    Age How old are you?
    When did you graduate?
    Inquiries about age are only permitted to establish eligibility, e.g. that a person is over 18
    Citizenship/National Origin What is your native language?
    Are you a U.S. citizen?
    Where were you born?
    Questions regarding visa status should be discussed with ISSS beforehand. Questions about language may be asked if it is required by the position (e.g. fluency in French)
    Family, Marital Status, and Pregnancy Are you married?
    Do you have or plan to have children?
    What are your child care arrangements?
    If required by position, you may ask if the individual is willing to travel, work occasional nights/weekends, relocate, etc. Same question should be asked for ALL candidates.
    Affiliations (Political, Social, etc.) What clubs or social organizations do you belong to? May ask candidates to list memberships of professional organizations they consider relevant to the position.
    Personal/Health How much do you weigh?
    How tall are you?
    How is your family’s health?
    Disability Do you have any disabilities?
    Do you require an accommodation?
    May ask: “Are you able to perform the essential functions of this job, with or without an accommodation?”
    Arrest/Conviction Have you ever been arrested? Consult campus HR regarding criminal background check policy
    Military Service If you served, were you honorably discharged? May ask about work experience: “Which branch did you serve in?” or “What type of training did you receive in the military?”
    Race, Gender, Gender Identity, Sexual Orientation Questions regarding any of these topics are inappropriate
    Religion What religious holidays do you observe?
    Financial Status/Situation What is your credit score? Questions may be appropriate if job requires significant financial responsibility. Consult campus HR before asking any questions related to financial status of a candidate
  • Prepare for the possibility of evaluating internal candidates.
    Remember the justification for hire must be based on qualifications, experience, references, and interview.

What are some important points the committee should know if they would like to conduct phone interviews prior to on-campus interviews?

  • Develop an agenda for the conversation.
  • Designate a timekeeper.
  • Determine who will conduct and participate in the interview.
  • Maximize audio quality with appropriate telephone equipment and use.
  • Clearly communicate relevant phone call details in advance.
  • Recognize that applicants with hearing or other disabilities may be unable to participate effectively in a standard telephone interview.

Are reference checks required?

  • Yes, reference checks are required and should be completed before an offer is made.
  • If collecting references via phone, notes including the following should be saved and added in HireTouch: the name and title of the person(s) contacted, the date they were contacted, if they are a personal or professional reference, and a summary of their responses/feedback.
  • If references are collected via email or letter, a copy of the email/letter should be attached to the activity tab in HireTouch.

What should the committee know about the reference check process?

  • Obtaining references: The search committee should determine how references will be obtained for candidates. The manner in which these references are gathered should be consistent and conducted systematically for all candidates in the same group. Each contact should be documented.
  • Contacting references: The search committee should determine how references will be contacted. When telephone references are solicited or received, a written record of the conversation should be kept in the same manner as the letters of references are kept. Pursuant to the Illinois Personnel Record Review Act (820 ILCS 40/10 (a)), employees do not have the right to inspect reference letters. The reference called should be informed that their conversation will be part of the permanent record. Refer to the CAM (policy number HR-59) regarding letters of reference or notes taken during a telephone reference check.
  • Unlisted references: The search committee should determine how unlisted references will be handled and documented. The best course of action is to ask the candidates for their permission to contact someone not on their reference list. If permission is denied, it is acceptable to ask why or to inform the candidate that the denial might be considered as pertinent information. It is important that all candidates are treated fairly and equitably.

Summary Form

What is the purpose of the summary form?

  • The summary form documents the process of evaluating semi-finalists/finalists and must explain why the proposed hire was selected over other finalists based on experiences, skills, qualifications, interview performance, and references. In addition, specific non-selection reason(s) must be provided for all semi-finalists and finalists.

Where is the summary form located?

  • Go to the Applicants tab of the workflow.
  • Find the name of applicant you plan to make an offer to and go to the “Actions” drop-down menu next to their name.
  • Click “Submit/Edit Forms”. This will take you to the forms attached to that person’s profile and you can click “Start” for the summary form.

When does the summary form need to be approved?

  • This summary form must be approved at the College/EEO level before an offer (verbal or written) is extended.
  • If the person accepts the offer, the search coordinator will attach a copy of the offer/acceptance to the activity tab and then approve the summary form to route it to OAE for final review. (The background check form can also be submitted at this time.)
  • The summary form must have final OAE approval (and background check must be passed), no later than the employee’s start date.

What information is required for the form?

  • Proposed Appointee information
    • Name:
    • Approved salary range from Hiring Request:
    • Proposed Salary Offer (if outside of approved HRF range, provide explanation):
    • Proposed Date of Appointment:
    • Percent Time of Appointment:
    • Gender:
    • Ethnic Identification:
    • Race:
    • Is proposed appointee a current U of I employee? (if yes provide current employee class, title, department):
    • Describe how the proposed appointee’s qualifications, including skills, experiences, references, and performance during the interview make him/her the best qualified individual for the position.
  • Information about other finalists
    • Describe the results of the evaluation for all other semi-finalists and finalists not selected for hire. Please also include interview date of all finalists.
    • Optional: Can indicate if the committee has a second choice (in the case the proposed appointee declines).
  • Example of a summary narrative: Sample of Search Narrative

When can an offer be made?

  • A formal written offer cannot be issued until 1) the Finalist Notification form is approved by the Office for Access and Equity, and 2) the Summary Form is approved by the EEOO/College (or Provost Office for second-level review, when required) certifying that the search has been reviewed for fairness and compliance with equal employment opportunity regulations.

What information is needed in the offer letter?

  • Provost’s Communication No. 2 “Offering Academic Positions” provides guidance on what should be included in the formal written offer letter. Note: The offer should indicate if the appointment is subject to approval by the Board of Trustees.

Are regret letters/emails required?

  • They are not required but are strongly encouraged. After the proposed appointee accepts the offer, the search coordinator should communicate to the remaining search candidates that an appointment has been made and the search has been closed. This notification may be done through the email function within HireTouch.

How can regret emails be sent through HireTouch?

  • Go to the “Jobs” tab, click on the position title to get to the search workflow.
  • Go to the “Applicants” tab and check the box by the names of all applicants who need to be contacted.
  • Scroll to the bottom, open the “Bulk Actions” drop-down menu and select “Applicant Regret Letter”.
  • A new tab will open up with the email template. (Note: Pop-up blocker may need to be disabled.)
  • Add a name to the closing of the message. If needed, make other edits.
  • In order to send the message to all the selected recipients, you MUST click “Send to All” on the right-hand side.