Faculty Pools

General Information

Faculty pools enable multiple hires from a single requisition established as a general recruitment announcement.

  • Pools are normally established for a one-year period and may be renewed annually.
  • Separate pools are required for instructional, clinical, and research positions due to differing approval requirements.

Start a Pool Search

Pool searches are launched via MyTrack, the university's talent management system. To launch a faculty pool search:

  1. Obtain preliminary approval to search
    • Colleges, units or departments may require pre-approval before initiating the search with Human Resources. Discuss with your dean’s office, unit or department head before proceeding.
       
  2. Create a general position description
    • If there has been a prior pool for this unit and type (instructional, clinical, research), search for and edit the prior pool's position description in MyTrack.
    • If there has not been a previous pool recruitment for this unit and type in MyTrack (for example, launched prior to October 2016), create a new pool position description.
    • Select "pool" as the reason for position description creation.
    • Minimum qualifications should reflect a range of requirements to cover possible recruitments from the pool. For example, include not only degree and years of experience requirements but also possible areas of specialization that will be considered to fill anticipated vacancies.
    • The position description may be drafted as a vacancy announcement. A final, specific position description will be created for each hire made from the pool following the selection process.
       
  3. Submit position description for approvals within the unit and to Human Resources using MyTrack (see MyTrack Training Guides)
    • Human Resources will review the position description, confirm that it is eligible for pool recruitment, and confirm rank(s) and hiring range.
    • The individual in the hiring manager field in the MyTrack position description will receive notification when the position description has moved through the approval process.
       
  4. Create a requisition from an approved position description
    • Following notice of approval of position description, create the job requisition and submit it for unit and Human Resources approval using MyTrack (see MyTrack Training Guides).
    • The individual in the hiring manager field in the MyTrack requisition will receive notification when the requisition has moved through the approval process.
       
  5. As applicants apply to the pool, they will receive the "new" candidate status. To keep applicants active in the pool, do not change status from "new." Advance only the status of the candidate you are hiring.
     
  6. After each hire decision is made but before any offer of employment is issued, create a new, job-specific position description and launch it for approval.
    • Make a note in the "notes" field on the position description that this description is to hire [candidate name] from the pool #[job number].  Human Resources will then add the new position description number as an option to hire on the pool requisition.
    • For instructional positions, the description does not have to list the specific courses that will be taught but must include a description of the criteria used for selection and area of instructional emphasis.
    • For research and clinical positions, the position description must describe in detail the specific research project or clinical function/center and activities that will be performed by the new hire.
    • Continue the completion of the hire by creating an offer card for the finalist.
    • Upload search documentation onto the requisition. Search documentation must contain the names of any other candidates who applied to the general pool who were qualified for and considered for the specific opening.

Faculty hired through pools may receive renewal contracts on an annual basis to total three consecutive years. Faculty who have a year or more break in employment must be re-hired through a new pool.