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 facsurvey@umich.edu 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 (jomunce@umich.edu, 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 (kdavids@umich.edu) 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 (kdavids@umich.edu) 5-0658 Mandy (amvogel@umich.edu) 5-0659

Questions???