January 2026
Key Updates
Key Update: Q1 Fall Audit
Faculty Affairs appreciates your support during the Q1 associated faculty audit. Accurate reporting of hiring practices is essential to ensure compliance with federal and/or state laws. Your efforts help maintain the integrity of our processes.
Audit Process Recap:
· Initial review of hiring materials in Workday.
· Search folders are shared with unit Talent Acquisition Consultant for proper upload to Workday, the university system of record.
· Colleges/units were contacted for additional materials not provided in Workday. Materials due December 1 via Teams folders (access limited to designated faculty hiring partners).
Next Steps:
· Preliminary Results available week of Jan. 26.
· Next audit cycle begins April 2026 for associated and non-associated faculty positions.
New Resources
Conducting a Faculty Search with an Approved Search Waiver
This new guidance document outlines the steps for the review and evaluation process for a faculty search without a national search resulting from an OAA approved search waiver.
SHIFT Faculty Search Documentation Checklist for Workday Upload
This new document serves as guidance for search committees and Talent Acquisition Consultants (TAC) to ensure all required documentation is properly uploaded to Workday at the completion of the faculty search process.
Important: Only the TAC can upload documentation to Workday for records retention.
Additional Resources
Planning and Candidate Experience
Effective planning is essential for a successful campus visit. Start the year by reviewing timelines, setting clear expectations with faculty candidates, and ensuring your team is aligned on roles and responsibilities throughout the visit. To ensure an enhanced candidate experience, provide candidates with essential details early—such as the Academic Hiring Posting Profile, Interview Itinerary, travel and lodging information, and a point-of-contact. In addition, ensuring members of the search committee and other participants of the interview process are provided with evaluation rubrics and clear feedback instructions. Prioritizing the candidate experience is essential. The impressions we create during this phase directly influence Ohio State’s reputation and future recruitment success. Keep communication timely, clear, and supportive, and make the process as seamless as possible for every
Phase 3: Candidate Interviews and Evaluations
As we enter the heart of the spring semester, many searches are moving into Phase 3 of the SHIFT framework. This stage is all about engaging candidates, gathering consistent feedback, and moving toward a final recommendation:
- Plan and conduct candidate’ interviews and campus visits with attention to detail and organization, care, and consistency as this can significantly shape the candidate experience.
- Ensure all candidate interactions are professionally organized to enhance experience and fairness.
- Request reference letters as needed, especially if they were not collected earlier in the search process. Collaborate with your unit TAC to coordinate this step of the process.
- Gather structured feedback from every member of the search committee as well as stakeholders participating in evaluative sessions using consistent tools, including an evaluation rubric that align directly with the criteria and expectations outlined in the Academic Hiring Posting Profile.
- Remember that anyone not on the search committee but may engage with the candidates are to complete the Equal Employment Opportunity: Recruitment, Selection, and Hiring Guidelines in BuckeyeLearn.
- Phase 3 concludes with the search committee providing the final candidate recommendation(s) to the Chair/Director, TIU Director or hiring manager.
- Use consistent evaluation tools and maintain thorough documentation of committee deliberations.
Why Phase 3 matters: Your thorough preparation and execution during this phase ensures a fair, respectful, and informed process. It sets the stage for solid decision-making as you transition into the final offer stage.
Letters of Recommendation
If a specified number of recommendation letters is requested in the Academic Hiring Posting Profile in Workday, search committees must review only the specified number of letters for all candidates to ensure fairness and maintain consistent evaluation practices. If the posting requests three letters of recommendation and an applicant submits five letters, the committee must review only the first three letters submitted. The additional two letters should not be considered during evaluation.
As the university’s focal point for disability-related initiatives, the ADA Coordinator’s Office collaborates with University offices, government agencies, and advocacy groups to inform decision-making and ensure university compliance with state and federal mandates. This office processes accommodations for staff, faculty, and visitors to the university, and addresses accessibility issues and reports of disability-based discrimination on campus.
Office of Dual Career and Faculty Recruitment
Provides comprehensive service offerings in support of new and prospective faculty. These service offerings focus on people and creating the essential connections to ensure a seamless transition for prospective and incoming faculty and their families. DCFR focuses on establishing and maintaining relationships with future and newly hired faculty and their loved ones to help create a sense of belonging at Ohio State and the surrounding communities.
While employment cannot be guaranteed, support and connection can be provided to new and incoming faculty and their families. DCFR is available to support faculty partners in academia as well as the non-academic and industry.
Reminders
- Do not forget: Review your SHIFT committee documentation (both minimum required documents as well as materials and documentation for any optimal practices completed.
- Disposition of Applicants: Search committees must provide accurate disposition codes for every applicant/candidate. This supports compliance and improves data-driven insight into recruitment effectiveness. Remember “did not review candidate” is not an acceptable disposition code under the SHIFT framework.
- Reference Checks: The reference check call is an optional practice only to be completed by the hiring leader, typically the Department Chair/Division Director. If it is determined that reference check calls are part of the faculty search process, coordination between the TIU head and unit Talent Acquisition is necessary following the finalist recommendations from the search committee. Please note that if reference check calls are included as part of the process, they must be conducted for all candidates included at this point in the process, both internal and external, as the last step in the evaluation process.
The SHIFT Faculty Reference Check Form template is to be used to record responses captured during a reference check call for a faculty candidate. Suggested questions are included in the template. If modifications are made, send to shift@osu.edu for review and approval prior to use.
Upcoming SHIFT Virtual Office Hours:
March 2026
Managing Conflicts of Interest in Faculty Searches
Thank you to our faculty search committees for their commitment to fairness and transparency in the search process. Conflicts of interest (COI) can arise in academic settings. While avoiding all potential conflicts may be challenging, acknowledging and managing them openly is essential. The “threshold” for determining a COI in promotion and/or tenure review—see the Office of Academic Affairs (OAA) Procedures and Guidelines Handbook—can be higher than that in a search because there is no competition and choice of one candidate vs. another one.
The question a search committee always needs to ask is if the process of evaluation and selection is consistent across all applicants (this is part of SHIFT and responsive to EEO regulations) and can the process of evaluation and selection be defended as clearly objective.
Best Practices:
- Assess Relationships: Consider the nature and extent of any connection with candidates.
- Stay Objective: Base evaluations solely on formal materials—cover letters, CVs, and interview assessments—not on informal conversations or personal impressions.
- Consider Recusal: In some cases, recusal from voting may be appropriate to maintain integrity. For example, any faculty with a collaboration of any kind with a candidate (co-author on a paper, co-investigator on a grant, having served on their graduate committee) should recuse themselves from the entire search committee and review of any candidates.
Your diligence ensures an equitable and consistent review process. For questions or additional guidance, please reach out to Faculty Affairs at SHIFT@osu.edu.
Reference Check
The reference call is an optional practice only to be completed by the hiring leader, typically the Department Chair/Division Director. If it is determined that reference checks are part of the process, coordinate with the TIU head and unit Human Resources. Please note that if reference checks are considered a valuable part of the process, they must be conducted for all candidates, both internal and external at the stage that reference checks are conducted and the SHIFT Faculty Reference Check Form must be used.
Confidentiality and Professionalism in Faculty Searches
Maintaining confidentiality and professionalism is essential throughout the search process. Every interaction reflects our commitment to fairness and integrity.
Key Practices:
- Manage Internal Communications Carefully: Share candidate details only with those directly involved in the search. Avoid informal discussions that could compromise confidentiality.
- Handle References Securely: Collect and store reference information in approved systems. Ensure consistency and discretion when contacting references.
- Protect Candidate Data: Use secure platforms for application materials and follow university guidelines for data privacy.
Thoughtful handling of sensitive information builds trust and strengthens the candidate experience.
Faculty Misconduct Check
For any faculty position that carries tenure (associate professor or professor), candidates must complete the authorization and disclosure form used for the university’s faculty misconduct check. This requirement applies before the tenure review begins for a finalist, and to all candidates invited for on‑campus interviews.
Learn more about the updated OAA faculty misconduct check process.
Candidate Communication: Creating a Welcoming and Inclusive Experience
A positive candidate experience begins with clear, consistent communication. Ensure timelines and expectations are shared early and updated promptly throughout the process. Transparency fosters trust and demonstrates our commitment to equity and inclusion.
Best Practices:
- Provide candidates with a clear overview of the search process and anticipated milestones.
- Communicate any changes to timelines as soon as possible.
- Maintain professionalism and confidentiality in all interactions.
Thoughtful communication not only strengthens our reputation but also helps attract and retain top talent.
Relocation at Ohio State
Ohio State’s relocation process offers an enhanced experience for new employees and hiring managers. Key highlights including personalized support, comprehensive resources, streamlined process and policy compliance. For more information, visit the Relocation Services page or contact the HR relocation team at relocation@osu.edu.
Reminders
Phase 4: Preparing and Extending Faculty Offers
As many searches move into Phase 4 of the SHIFT process this spring, it’s essential that colleges and units ensure all elements of a finalist’s offer package are fully defined, approved, and strategically coordinated before an offer letter is issued. This includes confirming faculty rank, salary, start up commitments, space and any other position specific expectations. Once finalized, the offer package should be reviewed and approved by the TIU Chair/Director, following unit procedures outlined in the APT document.
For joint hires—appointments shared between two or more TIUs—a Memorandum of Understanding (MOU) must be drafted and routed for approval by OAA. Additionally, all associate and full tenure track faculty offers require final OAA approval of the offer letter, coordinated through the dean’s office.
All faculty hires must use the SHIFT Offer Letter Templates. Units are encouraged to prepare a term sheet outlining key elements of the offer package prior to making a verbal offer and to collaborate early with Human Resources, Finance, Talent Acquisition Consultants and other relevant partners to ensure alignment and accuracy.
Once a verbal offer is made and negotiations begin, maintain confidentiality, ensure compliance, and move methodically through finalizing the written offer. After acceptance, work with your Talent Acquisition Consultant to secure signatures, clear contingencies (background checks, declarations, etc.), and upload all documentation in Workday.
Why this matters: Phase 4 represents the culmination of a fair, consistent and competitive faculty hiring process. Thoughtful planning, strong coordination and clear communication help ensure a smooth close and a successful recruitment outcome.
SHIFT offer letter templates and additional guidance are available on the SHIFT website.
Upcoming SHIFT Virtual Office Hours:
In addition to the scheduled hours, we offer customized office hours to better accommodate the needs of our faculty and those that support them. SHIFT Consultations can be scheduled in two convenient ways:
- Email Request: Simply email us at shift@osu.edu to request a time that fits your schedule.
- Online Booking: Use our new SHIFT bookings link to find and book a time that suits you best.
We believe this system provides greater flexibility and ensure you get the
support you need, when you need it. We look forward to connecting with you!
As always, please reach out to us at shift@osu.edu with any questions or requests for consultation!