The invitation to an applicant to visit campus, i.e., to become a candidate, is made by the Chair of the Search Committee unless another individual is designated by the Chair or by the Provost. Initial contact is usually made by telephone.
The Chair of the Search Committee should communicate relevant details of the visit and reach agreement with the candidate on its timing and length, within the guidelines for the campus visit of candidates, given below. It is important that all candidates have the same understanding of what will happen and what is expected of them during the visit, especially in connection with presentations they will make.
The Chair of the Search Committee should always ask whether the candidate has any preferences or needs regarding diet and accommodations during the visit.
Before answering questions by the candidate during this or any other conversations with candidates, search committee members should consult the Guidelines for Communicating with Applicants and Candidates. Copies of these guidelines should be distributed to those who will meet the candidate: e.g., Search Committee and department members.
All reasonable travel expenses of candidates, e.g., coach airfare, will be paid by the College (meals enroute are not covered). Candidates who need to book air travel should be instructed to call the College’s travel agency as soon as possible. They should inform the travel agency that they are coming to campus as a faculty job candidate. The travel agency will then email the proposed flight itinerary to the Administrative Assistant to the Provost, who will forward the flight itinerary to the Search Chair for approval, and after receiving that will complete the booking. The college travel agency will bill the Provost’s Office directly, keeping the College’s interests in mind in scheduling an economical flight while accommodating the candidate’s schedule. Receipts documenting other travel expenses are required for reimbursement (except for mileage reimbursement). The Search Chair should forward the candidate’s receipts and W-9 to the Provost’s Office for direct reimbursement to the candidate.
Fair employment practices allow us to invite candidates for a campus visit before the date stated in advertisements. However, no offer can be made until all timely applications have been fairly reviewed after the closing date for application.
Whenever possible, Chairs should follow telephone invitations to candidates with an email message confirming the relevant details.
