gloria salmon, kathe harrison, mandy harrison

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Gloria Salmon, Kathe Harrison, Mandy Harrison August 7, 2012 August 9, 2012 2012-2013 LSA DIVISIONAL AFFAIRS FACULTY RECRUITMENT OVERVIEW

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2012-2013 LSA DIVISIONAL AFFAIRS Faculty Recruitment Overview. Gloria Salmon, Kathe Harrison, Mandy Harrison. August 7, 2012 August 9, 2012. Agenda. Welcome & Introductions Overview of Recruitment Posting & Advertising Person Specific Hires Pool Reports - PowerPoint PPT Presentation

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Page 1: Gloria Salmon, Kathe Harrison, Mandy Harrison

Gloria Salmon, Kathe Harrison, Mandy Harrison

August 7, 2012August 9, 2012

2012-2013 LSA DIVISIONAL AFFAIRS

FACULTY RECRUITMENT OVERVIEW

Page 2: Gloria Salmon, Kathe Harrison, Mandy Harrison

AGENDA 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?2

Page 3: Gloria Salmon, Kathe Harrison, Mandy Harrison

OVERVIEW OF 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 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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Page 4: Gloria Salmon, Kathe Harrison, Mandy Harrison

POSTING & ADVERTISING

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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.)

Page 5: Gloria Salmon, Kathe Harrison, Mandy Harrison

POSTING & ADVERTISINGPerson 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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Page 6: Gloria Salmon, Kathe Harrison, Mandy Harrison

POOL REPORTS & APPLICANT DATALSA 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) Unit requests Dean’s Office [email protected] to initiate survey

at & provide unit with URL2) Unit sends acknowledgement e-mail (Page 18) to applicants with URL.

Responses go the Divisional AD Exec Secretaries. 3) Units contact the Exec Secretary for survey results in order to

prepare Page 2 of the Pool Report

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Page 7: Gloria Salmon, Kathe Harrison, Mandy Harrison

POOL REPORTS & CAMPUS VISITSSecondary 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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Page 8: Gloria Salmon, Kathe Harrison, Mandy Harrison

CANDIDATE SELECTED

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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Harrison, Amanda
Should we modify based on new promo guidelines?
Page 9: Gloria Salmon, Kathe Harrison, Mandy Harrison

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, 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 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, 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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Page 10: Gloria Salmon, Kathe Harrison, Mandy Harrison

NEXT STEPS

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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)

Page 11: Gloria Salmon, Kathe Harrison, Mandy Harrison

OFFER WORKSHEET GUIDELINESThe 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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Harrison, Amanda
May change to electronic process
Page 12: Gloria Salmon, Kathe Harrison, Mandy Harrison

FACILITATING THE OFFER APPROVAL PROCESS

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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Page 13: Gloria Salmon, Kathe Harrison, Mandy Harrison

JOINT APPOINTMENTS

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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)

Page 14: Gloria Salmon, Kathe Harrison, Mandy Harrison

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 space tenure review & promotion merit review process

Templates Appendix 9 of Junior Faculty Appointments document Appendix 11 of Senior Faculty Appointments document

Page 15: Gloria Salmon, Kathe Harrison, Mandy Harrison

ISSUING THE OFFER LETTERFinal 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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Page 16: Gloria Salmon, Kathe Harrison, Mandy Harrison

CANDIDATE’S DECISION & REGENTS APPROVAL

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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

Page 17: Gloria Salmon, Kathe Harrison, Mandy Harrison

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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Page 18: Gloria Salmon, Kathe Harrison, Mandy Harrison

CANDIDATE’S HIRE DATE- KEY INFOFor faculty who want to start their appointment prior to September 1st, 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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Page 19: Gloria Salmon, Kathe Harrison, Mandy Harrison

TEACHING ACADEMYFor 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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Page 20: Gloria Salmon, Kathe Harrison, Mandy Harrison

NEED HELP?

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Go to our web page at: http://www.lsa.umich.edu/facstaf/acacemic_affairs/ policies/general

Or contact us:Kathe ([email protected]) 5-0658 Mandy ([email protected]) 5-0659

Questions???