Academic Hiring Guidelines
Guidelines for Faculty and Academic Professional Recruitment
The Office for Access & Equity (OAE) helps ensure that faculty and academic professional (AP) hiring at UIC is fair, competitive, and merit-based, and that searches comply with federal, state, and university requirements. This page summarizes the guidelines to reinforce the University's Search Guidelines and Nondiscrimination Statement. The guidelines are designed to help make the University's commitment to equal opportunity a reality for all. There are a number of federal and state laws and regulations are applicable to ensure fair employment practices:
What governs our work
- Executive Order 14173 – nondiscrimination & merit-based hiring
- Section 503 (Rehabilitation Act) – individuals with disabilities
- VEVRAA – protected veterans
Note: UIC no longer maintains an Affirmative Action Plan for women and minorities under EO 11246. UIC continues to maintain plans for Individuals with Disabilities (Section 503) and Protected Veterans (VEVRAA).
Policy Guidelines
In accordance with UIC’s commitment to equal opportunity, nondiscrimination, and merit-based hiring, all salaried Academic Professional and Faculty positions at 50% time or greater, including Visiting Academic Professional Appointments, must be filled through an open and competitive search process.
This process ensures that hiring decisions are based solely on individual merit, professional qualifications, and demonstrated excellence, without regard to race, color, religion, sex, national origin, disability, veteran status, or other protected characteristics.
Public Posting Requirements
All eligible positions must be publicly posted for a minimum of two weeks.
Acceptable posting formats include:
- Online job boards (i.e., Academic Keys, HigherEdJobs)
- Print publications (e.g., academic journals, newspapers)
Equal Opportunity Statement
Required for all public postings:
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please review our non-discrimination statement and additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
AI Notice
The U of I System complies with applicable federal and state laws to ensure fair and unbiased employment practices. Departments, hiring units, or search committees must adhere to the following when making employment decisions (including recruitment, hiring, promotion, renewal of employment, selection for training or apprenticeship, discharge, discipline, tenure, and other terms, privileges, or conditions of employment):
- AI may be used as a tool during the hiring process, but all employment decisions must be made by a person.
- The candidate must be notified if AI is being used in connection with employment-related decisions.
- The use of predictive data analytics in employment decisions should not consider protected characteristics that result in discrimination. This includes, but is not limited to, using zip codes as a proxy for race (Illinois Human Rights Act, PA 103-0804).
- If AI will be used in video interviews, the department, hiring unit, or search committee must, in advance of the interview, disclose this to the applicant, obtain the applicant’s consent, and inform the applicant how the AI works and the general types of characteristics the AI uses to evaluate applicants (Artificial Intelligence Video Interview Act, PA 101-0260).
Units with questions about the use of AI in employment decisions should contact oae_eeo@uic.edu.
Internal Searches (Exceptional Circumstances)
Internal searches for administrative and faculty roles may be restricted to the UIC campus or even to the specific unit where the position resides. These searches are exceptional and must be clearly justified.
Acceptable justifications include:
- Direct experience with the University of Illinois system
- Tenured faculty status at UIC
- Specialized institutional knowledge critical to the role
Requirements for internal searches:
- Must be posted publicly for a minimum of one week
- Must follow the same nondiscrimination and merit-based evaluation standards as open searches
- All candidates must be assessed solely on qualifications, aptitude, and professional credentials
The internal search has the same process as the external search, except for the following:
- Justification
- A justification outlining the necessity for an internal candidate must be provided to clearly explain why the position is being considered for “internal search only” and must include the specific reasons for prioritizing internal candidates
- Internal advertisement
- The position must be posted on the UIC Internal Job Board for at least one week and departments must ensure the job advertisement is shared and effectively communicated within the university.
- While the search is limited to internal candidates, departments are still required to conduct internal outreach and ensure that all qualified internal candidates are given equal opportunity
- Application Review and Interviews
- The process for reviewing applications, conducting interviews, and evaluating candidates for internal positions will follow the same procedures outlined in the standard academic search process. Confidentiality and fairness are critical, particularly when reviewing internal candidates, to avoid bias and ensure a transparent process
- Once the search process concludes, the department will make its final selection based on the evaluation of the internal candidates. Similar to the standard academic search process for external candidates, the selection decision must be documented, and all non-selected candidates must be informed of the outcome
Appointments Exempt from the Search Process
OAE approval is not required for the following:
Appointments That Do Not Require a Search
- Interim or Acting appointments that are no more than 12 months. The unit is advised to complete an open search so that a hire can be made once the interim/acting appointment has concluded.
- Visiting Faculty or Academic Hourly appointments which are limited to a specific time or term lasting not longer than three years; this includes Retire/Rehire appointments
- Appointments for less than 50% time; appointment cannot be increased to 50% or greater time without a full search
- Continuing and intermittent appointments for academic employees who were originally hired as the result of a search and whose break or breaks in service have not exceeded the length of the original or previous contract
- Trainee and student appointments may be made without an open and competitive search process with the understanding that a department wishing to retain a trainee or student employee must post the opening and conduct a fair and equitable review of other comparably qualified candidates in accordance with University Academic Hiring guidelines. Trainee and student appointments include the following categories:
- Post-Doctoral Research Associates
- Post-Doctoral Fellows
- J1 Research Collaborator
- Visiting Scholars
- Interns
- Residents
- Pharmacy Externs
- Fellows
- Trainees
- Teaching Assistants
- Graduate Research Assistants
- Undergraduate Research Assistants
- Predoctoral Fellows
- Graduate Trainees
Reminder: Individuals appointed to positions without a search being conducted must be informed that subsequent offers of employment will not be made unless they are selected as the result of an approved search.
Search Waiver and Appointment Change Procedures
In limited circumstances, UIC may approve a search waiver or appointment change without conducting a full competitive search. These exceptions must be justified and documented in accordance with UIC policy and federal regulations, including Executive Order 14173, which prohibits preferential treatment and reinforces merit-based hiring.
Search Waiver and Appointment Change Procedures
Search waivers are typically requested when appointing individuals not currently employed by the University. Appointment changes apply to current employees whose roles are being redefined or reassigned.
Common Grounds for a Search Waiver or Appointment Change
- Statutory or policy-based exceptions (e.g., Bridge to Faculty, UFRP)
- Urgent departmental needs (e.g., last-minute teaching assignments)
- Unique qualifications or specialized expertise
- Administrative reorganization or reassignment
- Promotions or title changes for individuals hired through a prior approved search
Required Justification
All requests must include:
- A clear rationale for bypassing the search process
- Evidence of efforts to identify underrepresented candidates
- Explanation of how the individual was selected
- Confirmation that no other qualified internal candidates exist
Note: Approval of a waiver or appointment change does not exempt the position from affirmative action or equal employment opportunity requirements. Units must demonstrate good faith efforts to promote diversity and ensure nondiscrimination.
For detailed procedures, examples, and documentation requirements, refer to the OAE Search Manual and submit requests via the Appointment Form.
Confidentiality Statement
All individuals involved in the academic hiring process, including search committee members, hiring officers, HR staff, and administrative personnel, are responsible for maintaining the confidentiality of applicant information. This includes personal details, educational and employment history, and any materials submitted during the search. Such information must remain confidential both during and after the search process and may only be shared with authorized personnel.
In accordance with university policy, all printed or digital materials related to the search (e.g., interview notes, scoring sheets, application documents) must be retained for a minimum of three (3) years from the start date of the selected candidate. Materials must be stored securely and remain accessible for audit or review if requested.
For the full guidelines please refer to the OAE Search Manual.