University of Utah Faculty Hiring Overview Recruitment Appointments

University of Utah Faculty Hiring Overview Recruitment, Appointments and e. PAFs 2009 Office of the Associate Vice President for Equity and Diversity Office of Equal Opportunity and Affirmative Action Office of the Associate Vice President for Faculty

Website www. diversity. utah. edu/faculty

Office for Equity and Diversity Mission Like most higher education institutions in the United States, the University of Utah recognizes that diverse faculty, student and staff populations benefit and enrich the educational experiences of the entire campus and greater community. To this end, the Office of the Associate Vice President for Diversity is committed to removing barriers that have been traditionally encountered by individuals from underrepresented groups; strives to recruit students, faculty and staff who will further enrich our campus diversity; and makes every attempt to support their academic, professional and personal success while they are here. The presence and success of these students, faculty and staff enhances the educational experience of everyone.

Tenure / Tenure Track Faculty Hiring Stages Recruit Approval to Offer Approval to Hire Ø Approval to Ø Ø

Tenure / Tenure Track Faculty Hiring Stages Approval to Recruit Stages 1. Approval to Recruit Submission Process FARRP OEO & Values Diversity Statements Diversity Advertising 2. OEO Meeting with Search Committees 3. OEO Web Postcards

Approval to Recruit Cycle 2) College to AVP for Equity & Diversity 1) Department to College 3) AVP for Equity & Diversity to College

Approval to Recruit Package Chair / Director sends to College Dean … Ø Faculty Appointment Request & Recruitment Plan (FARRP) Rank Activities Dean Signature Ø Letter to Dean identifying Need for Recruitment How Hire Supports Strategic Plan of Department/College/University Funding Information Ø Job Advertisement Include OEO Statement and diversity values statement Ø Job Description More thorough description of duties Ø Requisition Forms Signed & Ready for Purchasing Office

Diversity Advertising Options Suggested Resources / Venues for Expanding Candidate Pool Chronicle of Higher Education – http: //careers. chronicle. com/ http: //chronicle. com/jobs/ & Diverse Issues in Higher Education – www. diverseeducation. com Diversity. Inc Careers – www. diversityinc. com Hispanic Outlook in Higher Education – www. hispanicoutlook. com Jobs 4 Education – www. jobkite. com Additional listings provided at Faculty Search Training Area Specific Organizations and Subgroups

Diversity Values Statement The University of Utah values candidates who have experience working in settings with students from diverse backgrounds, and possess a [strong or demonstrated] commitment to improving access to higher education for historically underrepresented students. Be sure to select either “strong” or “demonstrated. ”

OEO Statement The University of Utah is fully committed to affirmative action and to its policies of nondiscrimination and equal opportunity in all programs, activities, and employment. Employment decisions are made without regard to race, color, national origin, sex, age, status as a person with a disability, religion, sexual orientation, gender identity or expression, and status as a protected veteran. The University seeks to provide equal access for people with disabilities. Reasonable prior notice is needed to arrange accommodations. Evidence of practices not consistent with these policies should be reported to: Director, Office of Equal Opportunity and Affirmative Action, (801) 581 -8365 (V/TDD). Please refer to our website at http: //www. hr. utah. edu/oeo/access/ for more complete information.

Search Committee / OEO Meeting In an effort to ensure the University of Utah’s compliance with federal guidelines, all tenure / tenure-track faculty search committees must meet with OEO at the start of the search process. ØMeetings can be scheduled as part of normal search committee or faculty meetings ØGenerally takes 20 -30 minutes ØMultiple searches may schedule a single meeting for all committees ØOEO representatives present important information on compliance with federal requirements and laws ØContact the Office of Equal Opportunity and Affirmative Action , 581 -8365

Web Postcards Human Resources Applications Portal Authorized Login Required Please enter your UNID and password for access UNID Password Forgot your password? Try resetting it yourself with the online application through the Campus Information System. If you have difficulty, call the Campus Help Desk at 801. 581. 4000 [option "1"]. Access this page at Faculty Hiring Webpage, or www. hr. utah. edu/sip/admin

First Screen of Postcard Process Manage My Jobs Manage My Users Send Email to Applicants

Second Screen – Split Screen

Applicant Postcard Self Identification * Gender Male Female I choose not to identify my gender * Ethnicity Are you Hispanic or Latino/a - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Yes No I choose not to identify * Race Choose all that apply White: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of Europe, the Middle East , or North Africa. Black or African American: (Not Hispanic or Latino/a) - A person having origins in any of the Black racial groups of Africa. Native Hawaiian or Other Pacific Islander: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Asian: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. American Indian or Alaska Native: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliations or community attachment.

Tenure / Tenure Track Faculty Hiring Stages Approval to Offer Stages 1. Approval to Offer Submission Process FARRP Faculty Recruitment Flow Record Faculty Recruitment Compliance Form 2. OEO Postcards

Approval to Offer Package Faculty Appointment Request & Recruitment Plan Ø Faculty Recruitment Compliance Form Ø Include ALL on-campus interviewees, their gender & ethnicity Ø Faculty Application Flow Record Include Log number, Department/College and Position Title and reasons for non-selection Ø Selected Candidate’s File Offer Letter Vita Three Letters of Recommendation Any Other Information Requested of Applicants on Advertisement Ø Letter to Dean Selection Process Description (including faculty vote) Basis for Selection Statement Indicating Salary Level

Faculty Recruitment Compliance No offers may be forwarded to selected candidate without formal approval. ØShould list appear too homogenous, a meeting will be requested between Department Chair, Dean, cognizant Associate Vice President & Senior Vice President. ØIf determined that search has been biased or the candidate pool is not sufficiently diverse then permission to make an offer may be denied. Ø Associate Vice President for Equity and Diversity make recommendations on faculty interviews and offers, and departmental progress towards those goals.

Reasons for Selection/Nonselection FAFR 1. Selected for position 2. Qualified – not selected 3. Offer made - declined 4. Still under consideration 5. Withdrew

Offer Letter must include this text: In accordance with University of Utah policy, this offer of appointment is contingent upon final approval of the President and Board of Trustees of the University of Utah state law requires the university to perform a background check on new employees. This offer of employment is conditioned upon your successfully passing a pre-employment criminal background check and a verification of your education.

Tenure / Tenure Track Faculty Hiring Stages Approval to Hire Stages 1. e. PAF creation and submission 2. Uploaded documents

Approval to Hire Cycle 2) College to AVP for Equity and Diversity 1) Department to College e. PAF approved by AVP for Equity and Diversity e. PAF submitted 3) AVP for Equity and Diversity to AVP for Faculty

Academic Appointments and e. PAFS

Regular Faculty Ø Instructor (for tenure track faculty prior to degree completion) Ø Assistant Professor Ø Associate Professor Ø Professor

Auxiliary Faculty Categories ØAdjunct Ø(Clinical) *use for paid position ØClinical *use when position is unpaid Ø(Lecturer) ØResearch ØVisiting

Academic Non-Faculty Ø ACADEMIC STAFF Ø Associate Instructor (AOCE) Ø Research Associate Ø EDUCATIONAL TRAINEES: Ø Teaching Fellow Ø Research Fellow Ø Graduate Teaching Assistant Ø Graduate Research Assistant Ø Graduate Assistant Ø POSTDOCTORAL SCHOLARS Ø Post Doctoral Fellow Ø Academic Post Doctoral Fellow-Pd. Direct Ø Post Doctoral Research Assoc

e. PAF Categories Academic Non-Faculty Administration Athletic Coaches Exempt Faculty: Includes all Paid Faculty titles House Staff Non-Employee: Unpaid Faculty Non-Exempt Staff Physician

Unpaid Faculty Ø The rules for Unpaid Faculty have changed Ø Unpaid Faculty are only Auxiliary Ø Job Code (6001) and Job Title (Faculty-Unpaid) can be found under category Non-Employee Ø Documents required for Unpaid Faculty include: Ø Curriculum Vitae Ø Chairperson’s/Dean recommendation (Dean can sign Chair’s letter) Ø Offer, Acceptance letters (offer letter to applicant, signed letter of acceptance) Ø If Unpaid e. PAF changes to Paid, 2 external letters of recommendation are required, offer & acceptance letter, & if. 75 FTE or higher then Criminal Background check results are required Ø Effective date is the date that this appointment will begin Ø Enter Annualized Base Amount (ABA) and Compensation Rate as the number “ 0” Ø Enter hours as 1 and then the FTE will automatically populate as 0. 03 Ø Distribution needs an appropriate chartfield string

Documentation Required for Regular Faculty Appointments Ø Ø Ø Ø Ø CV (Curriculum Vitae) Letters of Rec (Three external letters of recommendation) Chair and Dean Rec (Chairperson’s/Dean’s recommendation - Dean can sign Chair’s letter) FARRP, FAFR, FRCF Ø FARRP (Faculty Appointment Request and Recruitment Plan) Ø FAFR (Faculty Application Flow Record) Ø FRCF (Faculty Recruitment Compliance Form) Offer, Acceptance ltrs (offer letter to applicant, Signed letter of acceptance) Famous Form (School of Medicine Form) Funding letter for tenure (School of Medicine Form) Criminal Background (notification that Criminal Background Check has been completed by HR & is clear to hire) I-9 paperwork (any paperwork that HR needs) Include date faculty voted and vote in comment box (Approval/Disapproval/Abstention/Absence)

Documentation Required for Auxiliary Faculty Appointments Ø Ø Ø Ø Ø CV (Curriculum Vitae) Letters of Recommendation (Two external letters of) recommendation Chair and Dean Recommendation (Chairperson’s/Dean’s recommendation -Dean can sign Chair’s letter) Offer, Acceptance Letters (offer letter to applicant, Signed letter of acceptance) Famous Form (School of Medicine) Funding letter for tenure (School of Medicine) If. 75 FTE then Criminal Background (notification that Criminal Background Check has been completed from HR & is clear to hire) I-9 paperwork (any paperwork that HR needs) Include date faculty voted and vote in comment box. (Approval/Disapproval/Abstention/Absence) If you change an Unpaid e. PAF to a paid e. PAF, 2 external letters of recommendation must be attached.

e. PAF Attachments Use the following when naming attachments and the order of the attachments: 1. 2. 3. 4. 5. 6. 7. 8. 9. *** CV (Curriculum Vitae) Letters of Recommendation (Three external letters of recommendation) Chair and Dean Recommendation (Chairperson’s/Dean’s recommendation - Dean can sign Chair’s letter) FARRP, FAFR, FRCF FARRP (Faculty Appointment Request and Recruitment Plan) FAFR (Faculty Application Flow Record) FRCF (Faculty Recruitment Compliance Form) Offer, Acceptance Letters (offer letter to applicant, Signed letter of acceptance) Famous Form (School of Medicine Form) Funding letter for tenure (School of Medicine Form) Criminal Background (notification that Criminal Background Check has been completed by HR & is clear to hire) I-9 paperwork (any paperwork that HR needs) Include date faculty voted and vote in comment box (Approval/Disapproval/Abstention/Absence

e. PAF Transactions Hire an Employee Edit Existing Job Change Employment Status Update Employee Personal Data Submit a Manual Request Manage Personal Workflow

Ethnic List for New Employees

e. PAF Tips Ø If you have an employee that is teaching and does not have an appointment in your Department you must use title Associate Instructor (9124). -Even if the employee has an appointment on campus Ø If there is an individual who is not showing up in your DJobs and their appointment has previously been approved, please submit an e. PAF and state in the comment box “appt previously approved” Ø If you are submitting an e. PAF for a regular faculty member and do not have the I-9, you will still use the regular faculty title, not unpaid faculty.

e. PAF Tips - continued Ø If a faculty member’s pay is ending but the appointment will continue, you will need to submit an e. PAF to change them to unpaid faculty. This will ensure that your record number stays with your department. You can then use that same record number when you need to pay them again. Ø If there is something that you would like us to know or think would be helpful, please add it to the comment box. Ø It is critical to list all education not just terminal degree! First click on the magnifying glass, click on the description box and choose “contains” in the drop down box, then type the institution name or one word in the description box. Make sure it is in ALL CAPS. Call us if you still can not locate the school code.

e. PAF Tips - continued Ø When the employee ID is assigned the next day all IT functions like provisioning an Email account, UCard, Building Badge, and Library Labs access will be available. Ø The current Bus Pass/Trax Pass business policy only allows bus passes to be given once the individual is paid. The bus pass, or transportation fee, is an employer paid benefit and until the individual is paid is not available for use by the individual. Ron Wells in the Ucard Office is the contact on bus pass issues. Ø W-4 forms should be send directly to tax services for processing (411 Park Building) or completed on line in CIS by the employee. They can complete on line once their e. PAF has had final approval and job data is in People. Soft.

e. PAF Tips - continued Ø Direct Deposit forms can be mailed directly to payroll or completed on line in CIS by the employee. They can complete on line once their e. PAF has had final approval and job data is in People. Soft.

Reminders Ø The faculty title on the e. PAF must be the same title in the chair’s letter of recommendation Ø List all education (not just terminal degree) and school codes to go along with each degree Ø All appropriate documentation needs to be labeled and attached separately Ø Please include date the faculty met and the faculty vote in the comment box Ø e. PAF filled out correctly and completely (titles matching, pay, etc)

Faculty Hiring Contacts Recruitment - Main Campus Jennifer Aoyagi Bangerter, Office of the Associate Vice President for Diversity j. aoyagi. bangerter@utah. edu 581 -7569 204 Park Building www. diversity. utah. edu Appointments / e. PAF - Main Campus Tami Garff, Office of the Associate Vice President for Faculty Heather Call, Office of the Associate Vice President for Faculty heather. call@utah. edu 585 -5355 205 Park Building tami. garff@utah. edu 581 -8763 120 Park Building www. admin. utah. edu/facdev Office of Equal Opportunity/Affirmative Action Susie Johnson susie. johnson@utah. edu http: //www. hr. utah. edu/oeo/ 581 -8365 135 Park Building Human Resources/e. PAF and Benefits Matrix http: //www. hr. utah. edu/e. PAF/ http: //www. regulations. utah. edu/human. Resources/5 -308. Matrix. pdf