2012-2013 LSA DIVISIONAL AFFAIRS F

ACULTY

R

ECRUITMENT

O

VERVIEW

Gloria Salmon, Kathe Harrison, Mandy Harrison

August 7, 2012 August 9, 2012

A

GENDA

                Welcome & Introductions Overview of Recruitment Posting & Advertising Person Specific Hires Pool Reports Candidate Selected / Proposal to Hire Worksheet Junior & Senior Approval Process Offer Worksheets Joint Appointments What is an MOU?

Issuing the Offer Letter Candidate’s Decision & Regents Approval Candidate Accepts – Next Steps Candidate’s Start Date – Key Info Teaching Academy Contact information & Questions?

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O

VERVIEW OF

R

ECRUITMENT

 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 2012-13 is at a salary rate of $90,000  There is a surcharge for faculty recruits with a hiring salary > 90K (usually a senior position) requires 1.5 position ftes

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P

OSTING

& A

DVERTISING

 Approved faculty positions must be posted on eRecruit   Ads must be approved by the Dean’s office prior to placing ad: Sample ad in Appendix 3, pg 16   Send draft ad to Kathe or Mandy We check for required language (page 3)   Ad may be placed with conditional wording if prior to EC approval of position Use “pending authorization” or “we anticipate,” etc.)

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P

OSTING

& A

DVERTISING

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 posting

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P

OOL

R

EPORTS

& A

PPLICANT

D

ATA

LSA Pool Report used to record applicants’ ethnicity & gender (Appendix 4, pgs 17-19)   Primary purpose - meets Federal requirements The LSA ethnicity/gender survey is required – results of survey are recorded on the Pool Report 1) 2) 3) Unit requests Dean’s Office [email protected]

unit with URL to initiate survey at & provide Unit sends acknowledgement e-mail (Page 18) to applicants with URL. Responses go the Divisional AD Exec Secretaries. U nits contact the Exec Secretary for survey results in order to prepare Page 2 of the Pool Report

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P

OOL

R

EPORTS

& C

AMPUS

V

ISITS

Secondary purpose – mechanism for approval of campus visit reimbursements

  Approval by the Divisional Associate Dean required before candidates are invited to campus (see policy page 4) All senior candidates must be scheduled to meet with the Divisional Associate Dean during their visits – Contact the Executive Secretary

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C

ANDIDATE

S

ELECTED

    Recommend units use checklist for internal tracking (Appendix 1, pg 14) Solicit reviewers using template letter (Appendix 6, pgs 22-23 – senior hires only) Dossier finalized using lists on the bottom of the Proposal to Hire Worksheet (Appendix 2, pg 15) Case forwarded to College with completed Proposal to Hire Worksheet

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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

Junior Hire Request

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 Offer Group approves commitments & unit notified of approval Unit deadline for EC review is Tuesday noon Dean’s Subgroup Meeting decision whether case ready for DEC and EC consideration Yes - DEC materials & EC binders distributed by Wed noon DEC Meeting Kathe reviews draft offer & unit notified of approval EC Meeting Unit notified of EC decision If yes AND draft offer approved, OK to send offer to candidate If no, unit may appeal decision at a future EC meeting If yes, to Provost & President for approval 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 Unit notification of Provost & President decision Offer Group approves commitments & unit notified of approval Kathe reviews draft offer & unit notified of approval If EC decision yes AND draft offer approved, can now discuss terms of offer verbally with candidate When Prov/Pres yes AND draft offer approved, OK to send offer to candidate

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N EXT S TEPS

 Complete cases received by the Tuesday noon deadline will usually go to Executive Committee in two weeks (see EC Calendar)  All new faculty hire cases must include a completed Proposal to Hire Worksheet (Appendix 2, pg 15),  Offer Worksheet & Guidelines (Appendix 9, pgs 29-30) & MOUs (if joint, Appendix 11, pgs 35-36)

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O

FFER

W

ORKSHEET

G

UIDELINES

The Offer Worksheet is used for College approval of the unit’s commitments for a faculty candidate:   Appendix 7 of Junior Faculty Appointments document Appendix 9 of Senior Faculty Appointments document Basic package funded by the College:       2 effort bearing ninths $5K research start-up 10% of salary for moving allotment Standard office renovation Standard office furniture package Standard computer package

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F

ACILITATING THE

O

FFER

P

ROCESS

A

PPROVAL

 Use offer worksheet to communicate information to Offer Group: 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 Bob Johnston’s office Note - Incomplete worksheets will not be sent to the Offer Group

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J

OINT

A

PPOINTMENTS

Could be: 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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W

HAT IS AN

MOU?

MOU = Memorandum of Understanding

         An MOU captures agreements between units for jointly appointed faculty regarding : effort funding teaching load grants management space tenure review & promotion merit review process   Templates Appendix 9 of Junior Faculty Appointments document Appendix 11 of Senior Faculty Appointments document

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I

SSUING THE

O

FFER

L

ETTER

Final offers may be sent to the faculty candidate once you have received:

Junior hires:   Email indicating Executive Committee approval

AND

Email indicating draft offer/MOU approved

Senior hires:

  Email indicating Provost/President approval (not just Executive Committee approval)

AND

Email indicating draft offer/MOU approved

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C

ANDIDATE ’ S

R

EGENTS

D

ECISION

A

PPROVAL

&

   Send acceptance & resignation letters or decline to Kathe Harrison ( [email protected]

) for file Regents endorsement needed for senior faculty:  Associate Professors, with or without tenure  Professors, with or without tenure The Regents:   meet on the third Thursday of each month, except August (see Regents Calendar) deadline to submit regents communication is last Friday of the month

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Candidate Accepts! - Next steps...

Submit hiring paperwork to Deb Erskine in Divisional Affairs:



Junior Faculty

 appointment request form     faculty personnel record employment eligibility verification (aka I9 form) supplemental appointment information form (36100) direct deposit authorization form 

Senior faculty

 All of the above plus  Regents approval

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C

ANDIDATE ’ S

H

IRE DATE

- K

EY

I

NFO

For faculty who want to start their appointment prior to September 1

st

, College must have:

   acceptance & resignation letters Regents approval (for senior hires only) appointment paperwork submitted to Deb Erskine

Then can be appointed as a visitor for July and/or August and use their effort bearing ninths for summer salary.

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T

EACHING

A

CADEMY

For junior faculty (

assistant & associate professors, without tenure

):

    Must attend all sessions Starts August 20 & 21, 2013 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 in start date as soon as possible!

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N

EED

H

ELP

?

Go to our web page at:

http://www.lsa.umich.edu/facstaf/acacemic_affair s/ policies/general

Or contact us:

Kathe (

[email protected]

) 5-0658 Mandy (

[email protected]

) 5-0659

Questions???

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