Transcript LSA Natural Science Research by Agency

2013-2014
FACULTY RECRUITMENT OVERVIEW
LSA Divisional Affairs
Gloria Salmon, Kathe Harrison, Mandy Harrison
August 13, 2013
AGENDA
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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?
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POSITION REQUESTS
Recruitment 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
 Approved faculty positions must be posted publically via
eRecruit.
 Ads must be approved by Academic Affairs prior to placing ad:
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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
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Use “pending authorization” or “we anticipate”.
Now hiring
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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 DATA
LSA 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 URL
2) 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 VISITS
Secondary 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
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/academic
affairs/calendarsmeetingsandevents/hando
utsfrompastsessions
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DUAL CAREER PROGRAM
Jo 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:
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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)
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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:
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Proposal to hire worksheet
Funding plan
Dual career assistance (if known)
Pool report
Electronic submission of publications
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We will create a SharePoint site
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COLLEGE DEADLINES
 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
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Junior Hire Request
Unit deadline for EC review
is Tuesday noon
Dean’s Subgroup Meeting decision whether case ready
for EC consideration
If yes - EC binders distributed
by Wed noon
EC Meeting
Unit notified of
EC decision
If no, unit may
appeal decision at a
future EC meeting
Senior Hire Request
When unit emails offer worksheet to
Kathe Harrison, it is scheduled for
next available Offer Group agenda
If no – hold
case until
issues
resolved;
then back to
Dean’s
Subgroup
Meeting
Dean’s Subgroup Meeting decision whether case ready
for DEC and EC consideration
Yes - DEC materials & EC binders
distributed by Wed noon
Offer Group approves
commitments & unit
notified of approval
If no – hold
case until
issues
resolved;
then back to
Dean’s
Subgroup
Meeting
DEC Meeting
Kathe reviews draft offer
& unit notified of approval
If yes AND draft
offer approved
AND background
check passed, OK
to send offer to
candidate
When unit emails offer worksheet to
Kathe Harrison, it is scheduled for
next available Offer Group agenda
Unit deadline for EC
review is Tuesday noon
Kathe reviews draft offer
& unit notified of approval
EC Meeting
If EC decision yes AND
background check passed AND
draft offer approved, can now
discuss terms of offer verbally
with candidate
Unit notified of EC
decision
If no, unit
may appeal
decision at a
future EC
meeting
If yes, to
Provost &
President
for approval
Offer Group
approves
commitments & unit
notified of approval
Unit notification
of Provost &
President
decision
When Prov/Pres yes AND
draft offer approved, AND
background check passed,
OK to send offer to candidate
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OFFER WORKSHEET GUIDELINES
The 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:
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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:
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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:
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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 LETTER
Final offers may be sent to your faculty candidate
once you have received:
Junior hires:
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Email indicating Executive Committee approval
Confirmation of successful background check
Approval of PFIP funding, if applicable
Email indicating draft offer/MOU approved
Senior hires:
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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
Tenure-track or tenured appointments:
 In multiple LSA units with effort & tenure split
 In multiple schools / colleges with effort & tenure split
Non-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)
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WHAT IS AN MOU?
MOU = Memorandum of Understanding
 An MOU captures agreements between units for
jointly appointed faculty regarding:
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effort
funding
teaching load
grants management & indirect cost returns
space
tenure review & promotion
merit review process
 Templates
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Appendix 10 of Junior Faculty Appointments document
Appendix 12 of Senior Faculty Appointments document
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CANDIDATE’S DECISION &
REGENTS APPROVAL
 Send acceptance & resignation letters to
Kathe Harrison ([email protected])
as soon as possible.
 Regents endorsement needed before you can appoint senior
faculty:
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Associate Professors
Professors
 The Regents:
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Meet on the 3rd Thursday of each month except August (see Regents
Calendar)
KATHE’s DEADLINE - last Friday of the month.
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Candidate Accepts! - Next steps...
Submit hiring paperwork to Deb Erskine in Divisional Affairs for:
 Junior Faculty
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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)
 Senior faculty
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all of the above AND approved Regents communication
If the candidate has non-resident alien or resident alien tax status, he/she must complete
hardcopy tax forms. For more information go to the Payroll web site URL at
http://www.finance.umich.edu/finops/payroll/forms#t74
If the candidate is currently appointed to a UM instructional title, then only an HR submittal form
is required.
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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
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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/visi
tinginstructionalfaculty
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TEACHING ACADEMY
For junior faculty (asst professors & assoc professors, w/out tenure):
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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:
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documentation of collaborative research &
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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:
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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/policiesandproced
ures/visitinginstructionalfaculty
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NEED HELP?
Go to our web page at:
http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandpr
ocedures
Or contact us:
Kathe ([email protected]) 5-0658
Mandy ([email protected]) 5-0659
Questions???
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