Create a Position

What is a "position?" In ByCommittee, the term "position" refers to a faculty, staff or fellowship opportunity. The position is the object of the search.

So, what is a "search?" You can think of a search in ByCommittee as an academic, staff or fellowship position that gathers together application materials to be evaluated by a committee. A search is a single place to collect, store, view, and review applicant materials.

Creating a search is a guided step-by-step process that involves adding information about your search and instructions for applicants, creating a set of requirements for your position, appointing a search committee, and creating a landing page with a unique URL that will serve as the on-line application for your open position.

It may be useful to familiarize yourself with the process from an applicant's point of view. See our Job Applicant's Guide to ByCommittee Faculty Search for more information on the applicant experience of applying to a ByCommittee position.

Positions can be created for any organizational unit in the program. For instance, a position can be created by the unit Demo University or by any lower organizational unit within that university, such as a school or department, or any unit within the school or department and so on.

Administrators can add positions to any organizational unit at or below the unit they have been assigned to administer, and Committee Managers can create positions for any unit at or below the unit for which they have been assigned as a Committee Manager.

When applications are no longer being considered, either because a hire was made or some other reason, Committee Managers and Administrators can close a position and indicate which applicants were selected to fill the position.

This article explains the steps involved in creating a position in ByCommittee Faculty Search. 

Note: By creating a position you will also generate a landing page that applicants will use to learn about and apply for your position.

Note: By creating a position you will also generate a landing page that applicants will use to learn about and apply for your position.

To get started, select "View Positions" on your Faculty Search Account Dashboard

Select "View Positions" on your Faculty Search Account Dashboard

Click "New Position" on the Positions page

Select the unit for the position you are creating

Choose to create the new position from scratch or use settings from an existing position

  • Select the appropriate department and click "Create New Positon."
  • -or- Select "Create from Existing Position" to re-use settings, requirements, and basic information from an existing position.

Now you're ready to create your position!

1. Add position description and dates

1.1. Provide general information about the position

  • Position Title: e.g., Assistant Professor
  • Location
  • Position Type: Faculty, Staff, or Fellowship
  • Position Opens: Date when new applications will first be accepted for the position.
  • Position Closes: Date when new applications will no longer be accepted.
Provide general information about the position

1.2. Describe the position including specific qualifications

Describe the position in as much detail as possible, and list specific qualifications.

Describe the position including specific qualifications

1.3. Provide instructions for applying (required documents, formats, etc.)

Provide instructions for applying (required documents, formats, etc.)

1.4. Enter an Equal Employment Opportunity Statement, and click "Save & Continue"

Note: Your institution may already have the EEO statement set up for you.

Enter an Equal Employment Opportunity Statement, and click "Save & Continue"
2. Add required documents

Here you can add the documents your applicants must submit with their application. You can set the document type such as C.V., or Peer Evaluations, and set the number of documents necessary to fulfill the requirement. For instance, you might require one C.V., and three peer evaluations.

Your applicant can upload these documents and submit them electronically when applying for a ByCommittee position. The applicant will need to upload the exact number of each document type that you set in order to fulfill the requirement. When a requirement is filled the check mark will turn green.  

The "Number Required" sets the number of individual documents the applicant will need to upload to satisfy the requirement. If, for instance you want three references, but want them in one document, you will need to set the number required to one, instead of three.

We accept the following file types:

  • DOC
  • DOCX
  • DOT
  • ODT
  • WPD
  • RTF
  • TXT
  • HTML
  • PDF
  • Links to webpages
  • Links to videos hosted by YouTube and Vimeo

2.1. Click "Add Requirement"

Click "Add Requirement"

2.2. Select the document type from the dropdown list

You will be presented with a list of typical documents such as cover letters, C.V., transcripts, and letters of recommendation.  

Select the document type from the dropdown list

2.3. Set the number required of that document type

The "Number Required" sets the number of individual documents the applicant will need to upload to satisfy the requirement. If, for instance you want three references, but want them in one document, you will need to set the number required to one, instead of three.

Set the number required of that document type

2.4. Add an optional note with any special instructions or other information about the requirement and click "Save" when you are finished

Add an optional note with any special instructions or other information about the requirement and click "Save" when you are finished

2.5. You have the option to allow applicants to add additional documents

You have the option to allow applicants to add additional documents

3. Create an automated message to send applicants when they submit an application

You can also create an automated message to send applicants when they submit an application
4. Create custom evaluation criteria and edit evaluation settings

If your institution allows, you can establish custom evaluation criteria for rating applicants on a 5-star scale. This allows Evaluators to rate and compare applicants on criteria such as scholarship, teaching, research, publishing, or whatever criteria you add. We will calculate the average score of an applicant by both category and overall rating. You can set whether or not Evaluators can view comments and ratings given by other users.

4.1. Click "Add Criterion"

4.2. Type in the evaluation criterion and click "Save"

Type in the evaluation criterion and click "Save"

4.3. Specify "Blind Review" if you don’t want evaluators to see the comments and ratings of their fellow committee members

Specify "Blind Review" if you don’t want evaluators to see the comments and ratings of their fellow committee members
5. Attach application forms
  • Application forms are used to gather additional information from applications
  • All Admins and Committee Managers can create forms
  • Forms can be specific to any institution, college, department or position

Note: Application forms are attached during the process of creating or editing a position, but forms are created from the Administration page.

Attach application forms

5.1. Click "Add Form"

Click "Add Form"

5.2. Select form from the dropdown list and click "Save"

A list of forms that have already been created (from the Administration page) will appear in the dropdown list.

Select form from the dropdown list and click "Save"

5.3. You can click "Preview" to see how applicants will see the form you have added

You can click "Preview" to see how applicants will see the form you have added

5.4. If necessary, make EEO forms a requirement, and click "Save & Continue" when you are done

You can Make EEO forms a requirement by checking box labeled "Applicants must complete an Equal Employment Opportunity Form."

If necessary, make EEO forms a requirement, and click "Save & Continue" when you are done
6. Create a search committee

You have the option to add members to a search committee as part of the position creation process. Note that in order to be assigned to a search, potential committee members must be added to the program as ByCommittee users.

Note: You can also add committee members after a position is created from the Review Position screen. For more information, see How do I add members to a search committee?

6.1. Click "Add Member" to call up a list of available ByCommittee users who can serve on your committee

Click "Add Member" to call up a list of available ByCommittee users who can serve on your committee

6.2. Search for the user by first or last name, and click "Add" to add them to the committee

As you are typing, matches of existing ByCommittee users will appear. If you don't see the user you are looking for, you may need to add them as ByCommittee user.  

Search for the user by first or last name, and click "Add" to add them to the committee

6.3. Click "Add Manager" to call up a list of available Committee Managers for your committee

Click "Add Manager" to call up a list of available Committee Managers for your committee

6.4. Click "Add" to add the user as manager for the committee

This list displays users who have been assigned the role of Committee Manager for the unit in which you are creating the position. If you don't see the user you are looking for you may need to add them to the program as a ByCommittee user, or assign the user the role of Committee Manager for the unit in which you are creating the position.

Click "Add" to add the user as manager for the committee

6.5. Keep adding members and/or managers until you have your committee assembled, and click "Save & Continue"

To remove a member, simply click the X next to the user's information.

Keep adding members and/or managers until you have your committee assembled, and click "Save & Continue"
7. Enter internal notes

You will be taken to the "Internal Notes" page of the position. Internal notes are optional, are only accessible to users at your institution and will never be seen by applicants. They are available to all committee members for the position.

Here you can add a position ID number, enter a salary range, select a term length for the position you have created, identify the funding source, writer out a hiring plan, add general notes, and upload files that will become available for committee members evaluating the position.

Enter internal notes
You may need to submit your positon for approval by an administrator before it can be published

If approval is required, click "Submit for Approval." An email will be sent to the administrator responsible for approving the position and he or she will be notified that your position requires approval when they log into the program.

You may continue making edits and preparing the position while awaiting approval. You will receive a notification once your position is approved or if changes need to be made to the position.

See here for more information on submitting a position for approval.

You will be notified if changes need to be made before the position can be approved

You will be notified if changes need to be made before the position can be approved

You will receive a notification once your position is approved and you can continue with the steps below

You will receive a notification once your position is approved and you can continue with the steps below
8. Review and open your position

Your position will automatically be published when the Open date passes -or- you can click "change" to publish the "Apply Now" page manually.

Click "Update Status" to set an initial status for the position

You will need to set an initial status for the position (such as "Accepting Applications").

Click "Update Status" to set an initial status for the position

Select the initial status from the dropdown list, or click "Add New Status" to create a new one

Select the initial status from the dropdown list, or click "Add New Status" to create a new one

Set permissions related to the status

Set whether or not applicants can view or update their materials, and whether or not evaluators can review applications when the status is active.

Set permissions related to the status

Publish Your Position

When the open date passes your "Apply Now" page will automatically be published, but you can click "change" to publish it manually.

Publish Your Position

The URL of your position will display on the review page. You can use this URL wherever you want to announce your position.

Position Announcement:

After you create a position and the position has passed it's open date, or you have manually published the URL, ByCommittee generates a landing page announcing the position. The landing page includes details and application instructions. It also provides applicants with a free Interfolio Dossier & Portfolio account, which they use to apply for your position.