Updated September 2023

Faculty searches in which there are internal candidates are difficult for all concerned and can result in feelings of resentment among colleagues.  The situation is invariably awkward for everyone, but following these guidelines may go a long way toward minimizing the awkwardness. 

As a general principle, internal candidates should be treated the same as external candidates, particularly insofar as what is required of them during the interview process. Still, an internal candidate is not, in fact, the same as an external candidate.  Internal candidates are members of the Kenyon community and are present when other candidates are on campus. 

Note: As soon as an internal candidate is identified, the department or program chair (rather than the search chair) should discuss the policies outlined in this document with that candidate. 

Recommendations

  1. At the beginning of the search, the internal candidate should be fully informed of the procedure that the search committee plans to follow (e.g., schedule, format of presentations, interviews). Openly discussing the search at this stage might minimize the tension that inevitably occurs. At later stages, colleagues should try not to let the search prevent normal interaction with the candidate.
  2. Every effort should be made to hold search committee meetings outside the department’s general area. Search committee members and department members should avoid discussing the search in hallways, etc.
  3. Search business should not be conducted during normal department meetings; nor should the candidate be asked to leave a meeting for such discussion. When discussion of the search with the entire department is necessary, a time should be scheduled either before the start of a regular meeting or at some other time.
  4. Student representatives on a search committee should be selected in such a way as to avoid introducing potential bias, either for or against the internal candidate. The chief factors to be considered are the size of the department and the length of time the internal candidate has been here. With a large department and/or a candidate in his or her first year at Kenyon, it will be best to exclude students who have taken the candidate’s classes. In the case of a small department or a candidate who has been here a few years, students should be selected randomly, not excluding those who have taken classes with the internal candidate.
  5. No visiting faculty member should be told that their application for a tenure-track position will not be accepted. This should not rule out frank appraisals regarding the person’s suitability for the position.
  6. The internal candidate and all department members should be given full schedules of all external candidate visits. The internal candidate should be advised against attending any of the public presentations. However, since the publicly announced events are open to all members of the Kenyon community, the internal candidate cannot absolutely be forbidden to attend.
  7. The same procedure should be followed for all internal and external candidates.  This includes teaching demonstrations, scholarly presentations, meetings with members of the department, reception and/or dinner with members of the students and other College constituencies as needed. Internal candidates should receive the same consideration and courtesy during the interview as do the other candidates.
  8. The internal candidate’s formal class presentation should be handled in precisely the same fashion as the presentations by all other candidates.
  9. Search committee members and other faculty who meet external candidates should be advised how to respond to questions about internal candidates. In general, if asked, one should not go beyond saying that there is an internal candidate and that we treat internal and external candidates equally.
  10. Informal communications with internal candidates often lead to misunderstanding.  Communications sent in writing to external candidates should be sent in writing to internal candidates.
  11. An internal candidate should not be asked about their prospects in other searches.\
  12. An internal candidate should not be informed that they have not been selected for an interview (either Zoom or on-campus) until confirmations are received from all those who were selected. However, if the internal candidate is no longer being considered, it is only thoughtful and courteous to inform them of that decision.
  13. When a decision is made to offer the position to an external candidate, the internal candidate should not be informed before the offer has actually been accepted. If asked about the status of the search prior to an acceptance, indicate that an offer has been made but not accepted.
  14. It is inadvisable to provide reasons for a negative decision to an unsuccessful candidate. Comments on the candidate’s performance are acceptable, especially if they might benefit his or her performance in subsequent searches, as long as they are not comparative (in reference to other candidates).
  15. A successful internal candidate should be given the same time frame in which to accept or reject the offer as an external candidate.
  16. No candidate, internal or external, successful or unsuccessful, should be given any details concerning department voting results.

Protocol for Searches Involving Spouses/Partners

Faculty searches that involve candidates who are spouses or partners of department members can also lead to difficult and awkward situations.  In order to eliminate any potential for conflicts of interest, a faculty member who is the spouse or partner of a candidate for a faculty position may not participate in that faculty search.

The set of recommendations for searches involving internal candidates should be adapted for searches involving spouses or partners. While faculty members whose spouses or partners are candidates may not be involved in the evaluation of candidates, they may meet with candidates as part of the campus visit. This may be essential when the faculty member is the only person who can supply specific information about the open position.  It also seems courteous to offer candidates an opportunity to meet with all of their prospective departmental colleagues when possible.