LSA Divisional AffairsGloria Salmon, Kathe Harrison, Mandy
Harrison
August 13, 2013
2013-2014 FACULTY RECRUITMENT OVERVIEW
AGENDA Welcome & Introductions Position Requests Posting & Advertising Pool Reports Background Checks Candidate Selected Dual Career Program College Approval Junior & Senior Cases Offer Worksheets & Offer Letters Joint Appointments What is an MOU? Candidate’s Decision & Regents
Approval Candidate Accepts – Next Steps Candidate’s Start Date – Key Info What’s New? Teaching Academy Contact information & Questions? 2
POSITION REQUESTSRecruitment starts with a need in your unit to add or replace faculty Position requests submitted in April, EC reviews in
May, and approvals sent to units in June.
Approved or authorized position is assigned a position # by the College.
Positions normally budgeted at the junior level, which for AY 2013-14 is at a salary rate of $100,000.
There is a surcharge for faculty recruits with a hiring salary >$100,000 (usually a senior position) requires 1.5 position FTEs.
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POSTING & ADVERTISING
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Approved faculty positions must be posted publically via eRecruit.
Ads must be approved by Academic Affairs prior to placing ad: Sample ad in Appendix 3 (pg. 17) Send draft ad to Kathe or Mandy We check for required language (pg. 3)
Ad may be placed with conditional wording if prior to EC approval of position Use “pending authorization” or “we anticipate”.
Now hiring
PERSON SPECIFIC HIRE – WHAT IS IT? Target of opportunity – no search process No authorized position – no existing position
# Requires Executive Committee approval like
any other hire – follow standard procedures Still requires a pool report No ethnicity/gender survey Need waiver of UM public posting Must post internally for background check
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POOL REPORTS & APPLICANT DATALSA Pool Report used to record applicants’ ethnicity & gender (Appendix 4, pgs. 18-21) Primary purpose - meets Federal requirements LSA ethnicity/gender survey is required – results of
survey are recorded on the Pool Report 1) Unit requests Dean’s Office [email protected] to
initiate survey & provide unit with URL2) Unit sends acknowledgement e-mail with URL (pg. 19) to
applicants. Responses go Divisional AD Executive Secretaries.
3) Units must contact the Executive Secretary for survey results in order to prepare pg. 2 of the Pool Report.
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POOL REPORTS & CAMPUS VISITSSecondary purpose – mechanism for approval of campus visit reimbursements
Approval by Divisional Associate Dean required before candidates are invited to campus (pgs. 4-5)
All senior candidates must be scheduled to meet with the Divisional Associate Dean during their visits – Contact divisional executive secretaries
Need 3 years of pool reports for position request process
New reimbursement policy for campus visits (Handout)
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BACKGROUND CHECKS
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Effective June 10, 2013, a background check is required for the final candidate in a faculty search Effects all instructional hires (tenure track faculty,
visiting professors, research faculty, lecturers) Managed by central HR via eRecruit Unit should initiate background check so that it can be
completed parallel to EC approval process. Flow charts & training sessions available on Academic
Affairs website at:http://www.lsa.umich.edu/facstaff/academicaffairs/calendarsmeetingsandevents/handoutsfrompastsessions
DUAL CAREER PROGRAMJo Ann Munce ([email protected], 764-2430 ),LSA Dual Career Coordinator
Program provides job search assistance to partners of tenure-track or tenured faculty recruitment candidates.
Partners seeking academic positions – we assist by bringing their CV to the attention of relevant units on campus. When there is no fit at UM, we reach out to other institutions in the greater Ann Arbor area.
Partners seeking non-academic positions – we provide general support for a job search, including: Familiarize partner with UM’s posting/application site, Familiarize partner with potential area employers in his/her field, Identify networking opportunities, Scout for openings that may be of interest, and Provide resume/interview assistance, as needed.
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HOW CAN UNITS HELP WITH PARTNER HIRES?
Staff can assist in the following ways: Contact Jo Ann with any questions about how to
handle a partner situation Notify Divisional AD and Jo Ann as early as
possible of a need for dual career assistance Be sure to provide the Dual Career flyer as part
of your candidate welcome packet Check out the Dual Career Program website at
http://www.lsa.umich.edu/facstaff/academicaffairs/dualcareerprogram
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CANDIDATE SELECTED
Recommend units use checklist for internal tracking (Appendix 1, pg. 15) Solicit reviewers using template letter
(Appendix 7, pgs. 24-27 – senior hires only) Template language revised – use current version
Dossier finalized using lists on the bottom of the Proposal to Hire Worksheet (Appendix 2, pg. 16)
Case forwarded to College with completed Proposal to Hire Worksheet
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SUBMITTING YOUR RECRUITMENT CASE TO THE COLLEGE
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Reminders: Proposal to hire worksheet Funding plan Dual career assistance (if known) Pool report
Electronic submission of publications We will create a SharePoint site
COLLEGE DEADLINES
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Complete cases received by the Tuesday noon deadline will usually go to Executive Committee in two weeks (see EC Calendar).
Cases received by College in Dec/Jan may take longer to get EC approval since promotions are under consideration at that time.
Offer Worksheet – if received with case it will be put into the queue for Offer Group review at the same time as EC review
Unit deadline for EC review is Tuesday noon
Unit deadline for EC review is Tuesday noon
When unit emails offer worksheet to Kathe Harrison, it is scheduled for next available Offer Group agenda
Dean’s Subgroup Meeting - decision whether case ready for EC consideration
Dean’s Subgroup Meeting - decision whether case ready for DEC and EC consideration
If yes - EC binders distributed by Wed noon
Yes - DEC materials & EC binders distributed by Wed noon
If no – hold case until issues resolved; then back to Dean’s Subgroup Meeting
If no – hold case until issues resolved; then back to Dean’s Subgroup Meeting
EC Meeting
Unit notified of EC decision
If yes AND draft offer approved AND background check passed, OK to send offer to candidate
If no, unit may appeal decision at a future EC meeting
DEC Meeting
EC Meeting
Unit notified of EC decision
If EC decision yes AND background check passed AND draft offer approved, can now discuss terms of offer verbally with candidate
If yes, to Provost & President for approval
If no, unit may appeal decision at a future EC meeting
Unit notification of Provost & President decision
When Prov/Pres yes AND draft offer approved, AND background check passed, OK to send offer to candidate
Junior Hire Request Senior Hire Request
When unit emails offer worksheet to Kathe Harrison, it is scheduled for next available Offer Group agenda
Offer Group approves commitments & unit notified of approval
Offer Group approves commitments & unit notified of approval
Kathe reviews draft offer & unit notified of approval
Kathe reviews draft offer & unit notified of approval
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OFFER WORKSHEET GUIDELINESThe Offer Worksheet captures the commitments the unit is proposing for the candidate. Appendix 8 of Junior Faculty Appointments document Appendix 10 of New Senior Faculty Appointments
College approval of commitments must be in place before an offer may be sent to the candidate
Basic package funded by the College: 2 effort bearing ninths $5K research start-up 10% of salary (max. $15K) for moving allotment Standard office renovation Standard office furniture package Standard computer package
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FACILITATING OFFER APPROVAL PROCESS
To complete the offer worksheet : Address all commitments outside the norm:
higher salary rates than other faculty at that rank in your unit more than 3 years to spend start-up packages (senior hires)
Start-up packages must include: itemized list of items needed for start-up expected cost per item (equipment, research travel, student
employment) short-code for unit’s share of start-up
Renovations larger than standard must include estimate from Facilities staff (Bill Weber or Cynthia Alexander)
Note - Incomplete worksheets will not be sent to the Offer Group
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ISSUING THE OFFER LETTERFinal offers may be sent to your faculty candidate once you have received:Junior hires: Email indicating Executive Committee approval Confirmation of successful background check Approval of PFIP funding, if applicable Email indicating draft offer/MOU approved
Senior hires: Email indicating Provost/President approval Confirmation of successful background check Approval of PFIP funding, if applicable Email indicating draft offer/MOU approved
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JOINT APPOINTMENTS
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Tenure-track or tenured appointments: In multiple LSA units with effort & tenure split In multiple schools / colleges with effort & tenure
splitNon-tenure-track appointments:
In one LSA unit with effort in a non-tenure granting unit (i.e., History & the Residential College)
In one LSA unit with a courtesy (or dry) appointment in another unit (could be non-LSA)
WHAT IS AN MOU?
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MOU = Memorandum of Understanding An MOU captures agreements between
units for jointly appointed faculty regarding: effort funding teaching load grants management & indirect cost returns space tenure review & promotion merit review process
Templates Appendix 10 of Junior Faculty Appointments document Appendix 12 of Senior Faculty Appointments document
CANDIDATE’S DECISION & REGENTS APPROVAL
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Send acceptance & resignation letters to Kathe Harrison ([email protected]) as soon as possible. Regents endorsement needed before you can
appoint senior faculty: Associate Professors Professors
The Regents: Meet on the 3rd Thursday of each month except August
(see Regents Calendar) KATHE’s DEADLINE - last Friday of the month.
Candidate Accepts! - Next steps...
Submit hiring paperwork to Deb Erskine in Divisional Affairs for: Junior Faculty
appointment request form background check notification document (from Kathe) acceptance letter resignation letter (where applicable) faculty personnel record employment eligibility verification (aka I9 form) supplemental appointment information form (36100) direct deposit authorization form
Senior faculty all of the above AND approved Regents communication
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EARLY APPOINTMENTS - KEY INFO
Faculty wishing to begin using effort bearing ninths prior to their official start date of Sept. 1st can be appointed as a Visiting Faculty Member for July and/or August.
January 1st hires may also use one or two of their ninths as long as not still employed at another academic institution.
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VISITING INSTRUCTIONAL FACULTY Visiting Faculty can be appointed for a
maximum of 1 year To qualify for benefits, a visiting faculty
member must have at least a 4-month appointment at 50% effort
A background check is required Template offer letter must be used. Guidelines & template on the LSA
website: http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures/visitinginstructionalfaculty
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TEACHING ACADEMYFor junior faculty (asst professors & assoc professors, w/out tenure): Must attend all sessions Starts late August Other dates throughout the academic year If faculty attend all sessions, they receive
$2,000 at end of academic year.
Notify Kathe of changes in start date as soon as possible!
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WHAT’S THIS YEAR
Joint appointments need: documentation of collaborative research & faculty candidate’s contributions that point
to research independence. Background checks for all instructional faculty
hires. Solicitation letter language modified - “public
institution”
Moving expense allotment - language modified in template offer letter (pg 35)
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WHAT’S THIS YEAR
Senior hires: 2 arm’s length external reviewer letters
solicited by unit only Biographical paragraph in front of each
external review letter Visiting Instructional Faculty – new guideline &
template offer on website http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures/visitinginstructionalfaculty
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NEED HELP?
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Go to our web page at: http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures
Or contact us:Kathe ([email protected]) 5-0658 Mandy ([email protected]) 5-0659
Questions???