IUPUI Academic Search & Screen Checklist
1. Academic Position Vacancy
The department chairperson or hiring designee should ensure that a position requiring a search
is posted to the IUPUI Faculty Applicant Monitoring System (FAM) with a position description,
proposed advertisement(s), recruitment sources, and members of the search and screen committee.
After the vacancy is added to FAM, the vacancy will be placed on FAM’s “To Do” approval list
for the school dean, the Office of Equal Opportunity and the Office of Academic Policies,
Procedures, and Documentation. Approvals and dates will appear on FAM’s “Authorization Tab”
of the vacancy.
2. Acknowledgement of Application & the Equal Employment Opportunity Form
Enter the applicants’ name, address, e-mail and phone number to FAM. The Office of
Equal Opportunity will electronically send to, and receive back from the applicant, equal
opportunity employment information. If the applicants’ e-mail address is not available, a cover
letter that directs them to the on-line form will be forwarded through U.S. mail.
3. Interview Request
After receiving and screen applicants, complete (by reference number) FAM’s interview request.
Indicate interviews with a checkmark and date, as well as the reasons for the exclusion of other
applicants. Interviews should not proceed without AAO approval. The Office of Equal Opportunity
may request that a second review of protected-class applicants be conducted.
4. Request for Approval of Candidate
Complete the final rank information including HRMS title code, administrative title (if any), and
tenure status on FAM’s vacancy screen. Select and checkmark offer candidate and insert date of
offer request. Provide reasons for the rejection of other interviewees. Insert electronic draft copy
of offer letter, copy of curriculum vitae/resume and other documentation required for the level of
appointment into FAM, or submit printed versions to the Office of Academic Policies, Procedures,
and Documentation. After approval, the Office of Equal Opportunity and the Office of Academic
Policies, Procedures, and Documentation’s acknowledgements will appear next to the incumbent.
If the desired candidate declines the offer, replace alternate offer request in FAM, and repeat the
process. Additionally, the candidate will be required to complete a self-disclosure questionnaire
and a consent form for a formal background check.
5. Human Resources Management Systems (HRMS) Electronic Document
Upon acceptance of the offer, complete the appointing HRMS Electronic Document and Personal
Profile Forms. These will be routed to the Office of Academic Policies,
Procedures, and Documentation
and the Office of Equal Opportunity for search and screen verification and authorization to fill a
position at the level and scope specified.
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