Faculty: Internal Candidates, Guidelines for Search Processes

Last Updated: 
Effective Date: 
Reason for Policy: 

To define the proper role within the University's search processes of candidates who are currently University employees.

Policy Statement: 

When the University seeks to fill a position through a local, regional, national, or internal search process, any of the University's current employees who meet the published qualifications and are interested in the position are encouraged to apply for it. Participation as a candidate makes participation in the candidate review and evaluation process improper, however. Therefore, internal candidates must observe the following guidelines:

1. Individuals who accept appointment to a search committee and participate in any of its deliberations may not enter that process later as a candidate. If, however, the search fails to find a suitable candidate, a member of the search committee may accept a temporary appointment to the position on an acting basis.

If after an unsuccessful search, a second search, effort is commenced, a member of the first search committee may stand as a candidate, so long as he or she does not become a member of the second search committee.

2. Internal candidates should not participate in the evaluation of other candidates. However, an internal candidate who is asked by another candidate to submit a recommendation may do so, but should disclose her or his own candidacy to the other candidate, and allow that person to withdraw the request. Any such references submitted should include notice of this disclosure and of the candidate's own status in the search.

3. An internal candidate should not participate in any meeting, presentation, or other event at which another candidate is being evaluated. This is not to say that an internal candidate may not attend a meeting of his or her own discipline or profession if interviews will be conducted there. Rather, the candidate should not attend those sessions at which other candidates may be performing or being interviewed.

4. When an internal candidate is officially informed that she or he will not be considered further as a candidate within the search process, she or he may begin to participate as a non-candidate within the search process.

5. An internal candidate, who is asked to give any kind of evaluative comments for another candidate by a member of the search committee or by anyone else involved in the selection process, should decide on the grounds of his or her own candidacy.

6. This policy should not be allowed to disenfranchise units from participating in the search process. Therefore, when a candidate, who because of his or her current position would have represented a unit in the evaluation process, is unable to take part, an alternate participant should be identified and asked to represent the unit.

7. This policy is not intended to require changes in the traditional internal selection processes for department heads, program directors, or other internally determined leadership positions. Examples are if department heads are traditionally elected, or if the responsibility for certain administrative processes is rotated, or when the unit has some other process than one in which candidates "apply," so long as these local processes have the ongoing approval of the members of that unit.

Reviewed and Approved By: 
President's Staff
Issued by: 
President Brand
Revision History: 

04 October 2016 - Policy name updated for clarification (formerly: “Faculty: Internal Candidates for Instructional and Administrative Academic Positions”)

08 February 2010 - Policy number revised from 3.120 to 02.01.02

Original Source: 
UO Policy Statement