FACULTY Hiring Guidelines & Recruitment Process. Faculty Personnel Services

Transcription

1 FACULTY Hiring Guidelines & Recruitment Process Faculty Personnel Services Updated November 2017

2 TABLE OF CONTENTS Approvals... 1 Regular & Medical Faculty... 1 Fixed-Term Faculty... 1 Postdoctoral Research Fellows... 1 Initiating a Posting... 2 Create New Faculty Posting... 2 Create from Posting... 3 Editing Posting... 7 Posting Details... 7 Applicant Documents Documents Guest User Reference Letters Posting Specific Questions Submitting Posting for Approval Posting Faculty Advertisements Externally Creating the Advertising Copy Graystone Group Advertising Agency Screening/Interviewing Applicants Screening Applicants Reviewing Applicant Material Selecting and Interviewing Candidates Moving Applicants in Workflow Screening Interviews Campus Interviews Requesting Reference Letters TABLE OF CONTENTS

3 Recommending Candidate(s) for Hire Hiring a Candidate Setting a Salary Making a Verbal Offer Completing a Hiring Proposal Editing Hiring Proposal Submitting Hiring Proposal Appointment Letters Closing the Posting Appendices Faculty Justification Document (Pre-Interview)... Appendix A Faculty Justification Document (Conclusion)... Appendix B TABLE OF CONTENTS

4 APPROVALS A formal search must be conducted through PeopleAdmin, CMU s applicant tracking system, for all benefit-eligible faculty and postdoctoral research fellow appointments. A benefit eligible appointment is any appointment at half-time or greater (i.e. appointed to teach six (6) credit hours or more), for at least one (1) semester for academic year faculty or for at least six (6) months for twelve (12) month faculty. REGULAR & MEDICAL FACULTY All regular and medical faculty searches must be pre-approved by the Provost s office. To request permission to fill a tenure-track position, the department or college must complete a Tenure Track Request form, available on the FPS website under Forms & Instructions Pre- Employment Tenure Track Request. Completed Tenure Track Request forms should be submitted to the Provost s office for consideration. FIXED-TERM FACULTY All new, full-time, fixed-term faculty searches must be pre-approved by the Provost s office. To request permission to hire a new, full-time, fixed-term faculty, the department or college must complete a Fixed Term Faculty Request form, available on the FPS website under Forms & Instructions Pre-Employment Fixed Term Faculty Request. Completed Fixed-Term Faculty Request forms should be submitted to the Provost s office for consideration. Less-than-full-time, fixed-term faculty searches do not require Provost approval, but do need to be approved by the college dean. POSTDOCTORAL RESEARCH FELLOWS Requests to search for postdoctoral research fellows must be approved by the college dean. 1

5 INITIATING A POSTING Positions may be initiated by department support staff, a hiring committee chairperson, or the department chairperson through CentralLink MyAccount My Work Day Job Postings and Searches. It is recommended that you add Post a Position to your CentralLink favorites for easy access. If you are a new department chair or a hiring committee chair who does not have Hiring Manager access in PeopleAdmin, contact Faculty Personnel Services. To confirm that you are logged in to PeopleAdmin in the correct role, verify that your current group is listed as Initiator Faculty or Hiring Manager. If you need to change your role, click on the down arrow and choose the correct role from the drop-down list. You will know that you have successfully changed roles when a light blue message ribbon appears at the top of your screen, confirming your transition to the new group. CREATE NEW FACULTY POSTING You may create a new posting from scratch, or you may choose to begin with a copy of a prior posting. To begin, click on Create New Faculty Posting. 2

6 You will be asked what you would like to use to create this new posting. If you want to begin a new position from scratch, select Create from Position Type; if you want to begin with a copy of a prior posting, select Create from Posting. CREATE FROM POSTING If you choose to create your posting from a prior posting, you will need to select which posting you wish to copy. Once you click Create from Posting, you will be presented with a list of active postings in the department. If you do not see the desired posting in your list of active postings, hover over saved searches, and select (Group) Historical Postings from the drop down. This will present you with a list of the historical postings available. Click on the position title to open the posting and review the posting summary. To create your posting from this posting, click on Create Posting from this Posting in the upper, right-hand corner. 3

7 NEW POSTING To create a new posting, you will need to complete all required fields. If you are creating a posting from the copy of a prior posting, modify the fields as applicable. Position Title The position title should identify the teaching area and appointment type. Examples include Art Education (Tenure-Track, Assistant Professor) and Counselor Education Lecturer. FPS may modify this field to be ensure that it accurately reflects any collective bargaining considerations, and to be consistent with formatting of other postings. Organizational Unit These fields will default, based on your user profile. If you have access to more than one department, select the correct department from the drop down list. Applicant Workflow Applicant Workflow refers to the workflow state that new applications will automatically be placed in when received. Select Under Review. References When requesting letters of reference as part of the employment application, departments must utilize the online references tool for soliciting confidential letters of reference for select applicants. Do not request letters of reference to be mailed. During the application process, all applicants will be required to provide the name and of as many references desired by the department (FPS recommends a maximum of 3). When the search committee has identified those candidates whose application it wishes to consider further, confidential letters of reference may be requested. To initiate this request, the hiring manager must change the applicants workflow statuses to Seek References. In doing so, an 4

8 automatic is generated and sent to the applicants references. The includes instructions as well as a unique URL. The individual submitting the confidential letter of reference will click on the URL and be directed to the applicant tracking system where he/she will be prompted to upload a reference letter. The applicant will not be able to view the letters provided; however, the returned letters will be viewable by the hiring manager and any member of the search committee who has guest user access. To set up References, select from the drop-downs as indicated below. Online Application/Profiles The message to the applicant will default to read: You must submit an online application to be considered an applicant for this position. You may add to this message, but do not delete the original message. If you are using a copy of a posting, you may need to amend this message for your current posting, as any previously used message will carry over. Ensure that Accept online application/profiles? is checked. Accept Application/Profile Forms Ensure that Faculty Profile is checked. 5

9 Posting Documents You do not need to make any changes to this section, unless you are creating a posting from an existing posting. If you are creating a posting from an existing posting, un-check the attached documents. These documents are specific to the old posting, and cannot be used for your current posting. When you have completed all of the required fields, click the orange Create New Posting button, located in both the upper and lower, right-hand corner. 6

10 EDITING POSTING Complete the fields on the screen, then click Next to move through all pages of the posting process. The posting will automatically save (or prompt you to save) when you move to a different section or click the Next button. POSTING DETAILS Posting Number The Posting Number will be automatically assigned by PeopleAdmin once the posting has been successfully moved out of the draft stage. Position Title The position title will populate from title you assigned to the posting on the prior screen. You may edit this field if you need to make a change. Position Number Only regular and medical faculty positions are assigned a position control number (PCN). This is the position number of the new position, or the position being vacated, if the posting is a replacement. Position control numbers will be 8XXXX, or 9XXXX for medical faculty. For fixed-term faculty or postdoctoral research fellow postings, this field should be left blank. Division Select the appropriate division for your department. If your department is in an academic college, you will select Academic Affairs from the drop down menu. College/Unit Select the appropriate college or unit from the drop down menu. Employee Group Select the appropriate employee group from the drop down menu: Athletic Coach (Faculty), Fixed-Term Faculty Academic Year, Fixed-Term Faculty 12 Month, Medical Faculty, Postdoctoral Research Fellow, Tenure-Track Faculty Academic Year, or Tenure-Track Faculty 12 Month. 7

11 Employment Status Select from the drop down menu whether this is a part-time or full-time position. FTE Enter the appropriate Full Time Equivalency (FTE). A full-time, academic year appointment is 1.00 FTE, while a full-time 12-month appointment is 1.22 FTE. A full-time appointment for a single academic semester is 0.50 FTE. Position Type Indicate the appropriate position type by clicking the radio button. Select 9 month (Academic Year) for academic year appointments. Position Classification Select from the drop down menu the appropriate position classification: Athletic Coach, Fixed- Term Faculty, Medical Faculty, Postdoctoral Research Fellow, or Tenure Track Faculty. Position Begin Date For academic year appointments, the position start date is generally the first day of Faculty Prep Week for the appropriate semester. For 12-month faculty, this date should reflect the actual expected start date. Position End Date For academic year appointments, the position end date is generally the grade submission date for the appropriate semester. If the posting does not have a foreseeable end date (i.e. regular or medical faculty, or a fixed-term positon with an ongoing need), this field may be left blank. Position Summary The position summary should provide an introduction to the position and the unit the new hire will be part of. This may include a description of the classes that may be taught, the format of the classes (i.e. face-to-face, online, or a hybrid of formats), other responsibilities that the position may be assigned, etc. Required Qualifications The required qualifications should include the minimum qualifications for consideration for this position. This includes academic credentials, licensures/certifications, or minimum years of experience. If you will be including a years of experience requirement, clarify whether these are academic years or calendar years of experience. 8

12 NOTE: Candidates who do not meet these minimum qualifications will be excluded from consideration, so if it is not an essential requirement, consider including it as a preferred qualification below. If the position requires a doctoral degree but the hiring committee will consider candidates who are ABD, this needs to be made clear in the requirements, otherwise ABDs will be excluded from consideration. For example, A doctorate degree is required; however, an ABD will be considered if it is clear the degree will be conferred by the time of appointment. All postings must include the following required qualification: Ability to perform the essential functions of the job with or without reasonable accommodations. This may be added at the end of the Required Qualifications section and must be included in all external job postings as well. Preferred Qualifications This section should include any other qualifications that the hiring committee would like to see in the ideal candidate. These qualifications are not required, and candidates who do not possess these qualifications may still be considered. This section is not required and may be left blank if it is not applicable to your posting. Message to Applicants All postings should include the default language, You must submit an online application to be considered an applicant for this position. You may use this section to communicate any other details of the search that you want to make applicants aware of. This may include specific instructions on application materials, application deadlines, or to whom questions may be directed. Recommended language if the hiring committee wishes to include an application deadline: Position is open until filled, although priority consideration will be given to applications completed by DATE. About the Department Departments may include any information that it wishes about the department. Before posting, FPS will include a hyperlink to the department s website on the CMU website. Department Support Staff The name of a department support staff may be included to assist FPS with questions regarding this posting. This field is not required. 9

13 Responsible Hiring Manager Select from the drop down the name of the hiring manager for this search. Departments may add more than one hiring manager if more than one person will be acting as hiring manager in the system. Department chairs automatically have hiring manager rights for all postings in her/his department and do not need to be added as the responsible hiring manager if he/she is not serving as the search committee chair. If a new hiring manager needs to be added, contact FPS. Temporary hiring manager access can be granted for the duration of the specific search. NOTE: Anyone with hiring manager access will have access to all searches in the department. Contact Phone Number Provide the best phone number for the responsible hiring manager, should FPS need to contact the hiring manager in regards to the posting. Department Advertising Sources If the department intends to post the position external to CMU s job page, a list of all recruitment sources should be listed here. This should include all recruitment efforts, including professional journals, websites, LISTSERVs, etc. If these sources have not been identified yet, this field should be updated at a later date by sending an to the FPS contact assigned to the posting. If the department will not be posting this position externally, indicate None. When selecting external recruitment sources, consider sources that target a diverse pool of qualified applicants. FPS can assist you in this effort Faculty Recruitment Goal & AAP Code As an employer that receives federal contracts and grant funds, CMU must maintain an affirmative action plan. The plan is evaluated, monitored, and updated annually. As part of its commitment to affirmative action, CMU sets annual recruitment goals for women and minorities, utilization goals for individuals with disabilities, and hiring benchmarks for protected veterans. The affirmative action plan outlines expectations that CMU will make and monitor good faith effort to reach its goals through advertisement and recruitment. Affirmative action goals are established by analyzing existing CMU workforce data, census data, and faculty availability data to identify job groups where women and minorities may be underutilized. 10

14 To find your department s recruitment goal, select the department s designator from the drop down menu. A YES next to either Women or Minority indicates that for the current affirmative action plan year, your department has an affirmative action goal for that demographic. For example, above, ACC does not have a recruitment goal for women but does have a recruitment goal for minorities. The responsibilities of the search committee is to implement recruitment efforts which specifically outreach to identified groups (such as advertising in specialty publications and making other targeted recruitment efforts) to attract a diverse, qualified pool of applicants. The search committee should seek to interview a diverse pool of qualified candidates, and to conduct a fair and unbiased selection process. Comments This box is used for internal comments only. These comments can be seen by the dean s office and by FPS, but cannot be seen by applicants. To save your work, select Save; to save your work and move to the next section, select Next. 11

15 APPLICANT DOCUMENTS This section allows you to indicate which documents are required for uploading by the applicant and which documents may optionally be attached. If a document is required, the applicant MUST upload a document to that field in order to proceed with their application. Document types marked Not Used cannot be uploaded and will not be seen by applicants. You may change the order in which the documents will appear to the applicant by reordering the numbers on the left hand side, or you may click on the name of the document and drag it to the new location within the list. To save your work, select Save; to save your work and move to the next section, select Next. 12

16 DOCUMENTS To add a document to the posting, select the Actions link to the right of the Document Type. Documents may be uploaded by browsing for a document, creating a new document, or selecting a previously created document. All documents will be converted to a.pdf file. If you intend to advertise your position externally, you must provide a copy of your advertising copy. This advertising copy will be reviewed by FPS to ensure that the language in the external posting is consistent with the online posting. For more information on creating your advertising copy, see POSTING FACULTY ADVERTISEMENTS EXTERNALLY. To save your work, select Save; to skip this section or to save your work and move to the next section, select Next. 13

17 GUEST USER A guest user is an individual that is able to view applicant information related to the posting. A guest user has view only access and is not able to take action on the posting or applicants. To create a guest user account, click the Create Guest User Account button. This will automatically generate a guest username and password. You cannot change the username, but you may update the password if desired, by changing the password and clicking the Update Password button. Passwords must be at least 6 characters in length. Once you have created a guest user account and password, please share the username and password with the guest user(s) as appropriate. Guest users can log in through CentralLink by going to the FPS website Guest User Access or at If you would like guest users to receive an notification for this posting, enter the addresses of your guest user(s) in the space provided. Click Update Guest User Recipient List to save the addresses. Guest users will receive the posting guest user name and directions on how to log in to the search. Passwords are not included. Please share the password with guest user(s) as appropriate. To save your work, select Save; to skip this section or to save your work and move to the next section, select Next. 14

18 REFERENCE LETTERS This section should be completed by departments who are using the Reference Letter tool. The department may select the number of reference letters required, but three (3) is the most common. For more information, see REQUESTING REFERENCE LETTERS. To save your work, select Save; to skip this section or to save your work and move to the next section, select Next. 15

19 POSTING SPECIFIC QUESTIONS All faculty postings include a supplemental question asking how the applicant learned of the vacancy. This is a required question which must be completed as part of the application. FPS and departments can use this information to evaluate the effectiveness of various recruitment sources. Departments may add additional supplemental questions. Posting specific questions can be used to help screen applicants. Answers to questions can be set up to assign points to assist with ranking applicants, or can be set to disqualify applicants based on their responses. To include additional supplemental questions, click on the orange Add a question button. There are several pre-approved questions available to choose from. To add a question to your posting, check the box to the left of the question and click Submit in the bottom, left-hand corner of the pop-up screen. 16

20 If you do not see the question you would like to ask, click on Add a new one, complete the required fields, and click Submit in the bottom, left-hand corner. New questions will be reviewed for appropriateness by FPS prior to posting. To save your work, select Save; to skip this section or to save your work and move to the next section, select Next. Once you have completed the position details, you will be returned to the Summary tab. The Summary tab allows you to review and edit any portion of your posting before it is submitted to the dean s office for approval. To edit the posting, click on the Edit link next to the title of the position or next to the appropriate section to be edited. 17

21 SUBMITTING POSTING FOR APPROVAL Once the posting has been finalized, it must be forwarded to the dean s office for approval. To submit the posting, hover over the orange Take Action on Posting button and select Submit to Senior Manager (move to Posting Submitted to Senior Manager). If you are creating the posting as an Initiator and not the Hiring Manager, you will select Submit to Hiring Manager (move to Posting Submitted to Hiring Manager). The hiring manager must then approve and forward to the dean s office for approval, as directed above. Once approved by the dean s office, the posting will be forwarded to FPS for approval. When the posting has been approved by FPS, you will receive an notifying you that your posting has been approved by FPS. At that time, the posting is live on the CMU website and the department may proceed with any external advertising or recruitment efforts. Your posting will be available in your Inbox until you are ready for the next step in the recruitment process. You may access your posting by clicking on the posting title. POSTING FACULTY ADVERTISEMENTS EXTERNALLY CREATING THE ADVERTISING COPY All external postings must refer interested applicants to the CMU job posting website to apply. Direct applicants to: Do NOT accept application materials any other way. If materials are received by or hard copy, direct the individual to apply online for consideration. Language in an external posting can be abbreviated if there is concern with costs, but it must be consistent with the full ad on the CMU website. 18

22 All external faculty job advertisements must include: title of the position at CMU; start date of the job; minimum requirements; how to apply (including a link to CMU s website); and the University s official affirmative action statement (confirm you are using the current statement). To ensure recruitment efforts reach all qualified applicants and are effective in developing a balanced applicant pool that promotes equal employment opportunity, FPS posts all faculty positions to the following sources (subject to change): CMU Jobs website Pure Michigan Talent Connect Higher Education Recruitment Consortium HigherEdJobs.com Indeed.com (indexed) National Labor Exchange I US.jobs (indexed) Veterans Advantage Job and Career Network (indexed) Departments will be charged a fee of $100 per position by way of a journal entry initiated by FPS. This fee helps to defray the cost of annual recruitment source subscriptions and fees associated with required criminal background checks. Departments may advertise their positions with additional sources at their own effort and cost. It is encouraged that departments consider sources that attract a diverse candidate pool. In addition to specific industry journals and associations, departments may want to consider AcademicKeys.com, ScholarlyHires.com, or any other source that is proactive in reaching a broad and inclusive pool of qualified job seekers. Please contact FPS should you need additional assistance in identifying other recruitment resources. GRAYSTONE GROUP ADVERTISING AGENCY Departments who chose to advertise their positions to sources not listed above place their faculty postings using Graystone Group Advertising Agency. FPS has worked with Graystone to develop a CMU template for all display (or box) advertisements, to ensure that CMU ads have a consistent look and the CMU logo is included. There is no fee associated with using Graystone for their services, with the exception of a $25 fee per publication if requesting the agency to place web only ads. To submit an advertisement to Graystone, go to and select Submit Ad. Include your approved ad copy and a list of the desired publications/websites where the department would like the ad to run. You may also ads@graystoneadv.com. Include the department name, cost center and GL for invoicing. 19

23 You may request a quote for: Display ads will be graphically enhanced in the approved CMU ad template, proofed, and returned to you via for final approval. The cost of the ad(s) will be quoted. Display ads are not released for publishing without department approval. Line ads are placed directly with the publication. These are text only ads; no CMU logo or box around the ad. Estimated costs are available prior to the ad release. Web only ads: Graystone charges a $25 fee to place the ad on a website in addition to the website ad cost. Departments may choose to place web only ads on its own to avoid this fee. Graystone will send an electronic invoice for the ad(s) directly to Payable Accounting and will include the department name, cost center, and proof of placement of the ad. CMU has established terms of a 2% discount if the invoice is paid within 10 days. Payable Accounting will pay Graystone within 10 days and will charge the appropriate department cost center. The discount will be passed on to the department. 20

24 SCREENING/INTERVIEWING APPLICANTS SCREENING APPLICANTS To review applicants, open the posting from your Inbox and click on the Applicants tab. You will be presented with a list of your active applicants, their documents, the date of application, and current workflow state. All new applicants will be in the workflow state of Under Review. You may sort applicants by any column by hovering over the column title and then clicking on either the up (ascending) or down (descending) arrow. You can also remove a column by clicking on the x. You may also add additional columns by clicking on More Search Options and selecting additional criteria from the Add Column drop down. Address is often a useful column to add. 21

25 REVIEWING APPLICANT MATERIAL To review an applicant s job application, click on the candidate s last name, or by hovering over the orange Actions button and select View Application/Profile. You will be able to view the applicant s personal information, references, supplemental question answers, and all of an applicant s uploaded documents. You may also view an applicant s documents directly by clicking on any of the attached documents individually. To review documents for multiple or all applicants, click on the box to the left of the applicants you wish to view, or click the box at the top of the column to select all. Hover over the orange Action button and select Download Application/Profiles as PDF. You may choose to download applications and all documents, or selected document types. Once you click Submit, the system will generate a file containing the documents for all of the selected applicants. This may take several minutes if multiple applicants were selected at once. 22

26 SELECTING AND INTERVIEWING CANDIDATES Regular and medical faculty searches generally include both a screening interview (i.e. phone or Skype) and a campus interview. It is common for fixed-term faculty searches to include one or the other, or both. To move the posting forward, you must take action on both the applicants and the posting. MOVING APPLICANTS IN WORKFLOW From the Applicant tab of your posting, you may update applicants workflow states one at a time or you may update several at a time in bulk. To update a single applicant s workflow state, click on the applicant s last name, which will direct you to the applicant s application profile. When you hover over the orange Take Action on Job Application button, you will be presented with a drop down of possible workflow actions. 23

27 To update the workflow state of more than one applicant at once, click the box to the left of each applicant whose status you want to update. Hover over the orange Action button. Under Bulk, select Move in Workflow. Workflow state can be changed for all applicants using the Change for all applicants option, or individually below. Tier 1 (move to Tier 1), Tier 2 (move to Tier 2), and Tier 3 (move to Tier 3) may be used to internally rank applicants. These are not required workflow states, but are available to assist hiring managers with organizing candidates. To recommend a candidate for screening interviews, select Screening Interview (move to Screening Interview); for campus interviews, select Interview (move to Interview). As you proceed through the hiring process, additional workflow status will become available, such as Recommended Candidate and Offered Job. For applicants who do not meet the minimum qualifications, or who the search committee is otherwise not interested in interviewing, select Not Hired (moved to Not Hired). 24

28 When a candidate is moved to the workflow state of Not Hired (moved to Not Hired), a reason is required. Click on the Please Select drop down to be presented with a list of pre-established reasons. Select the reason that most closely describes why the candidate was not hired. It is imperative that hiring managers select the most accurate disposition, as this information is used to evaluate CMU s effectiveness at sourcing a qualified, diverse applicant pool. Any candidates who were interviewed during either the screening interview or campus interview stage but were not selected for hire, should be moved to the workflow state of Interviewed, Not Hired (move to Interviewed, Not Hired (No ), and a reason selected. SCREENING INTERVIEWS Once you have identified which candidates will be invited for a screening interview, you will need to update those applicants work statuses to Screening Interview (move to Screening Interview). Additionally, you will need to complete the Pre-Screening Interviews Information portion of the Faculty Justification Document (Pre-Interview) form (APPENDIX A). This document is available 25

29 under Documents on the position Summary tab, by clicking on Edit. This document is also available on the FPS website under Forms and Instructions Pre- Employment Justification Document Pre-Interview. Click on the document name to open the document on your computer. Your justification document should provide a list of the recommended candidates for prescreening interviews, and a brief explanation of how the candidates were selected for interview (i.e. include information about the candidates qualifications in relation to the requirements of the position). You should also describe the method of pre-screening interviews you will be conducting. Once complete, the Faculty Justification Document (Pre-Interview) must be uploaded to the posting. From the Documents page, hover over the Actions button to the right of Faculty Justification Document (Pre-Interview), and select Upload New from the drop down menu. Click on, locate the document on your computer, and click on Submit. PDF conversion must be completed for the document to be successfully created. 26

30 Pre-Screening Interview Questions: Departments are encouraged to upload their pre-screening interview questions for review. While it is not required, FPS will review these questions for appropriateness (i.e. legal and relevant to the job) when provided. Lastly, the recommended candidates for screening interviews must be forwarded to the Senior Manager (dean s office) for approval. From the Summary Tab, hover over the orange, Take Action on Posting button in the upper, right-hand corner. Select Submit Screening Interviews (move to Screening Interviews Submitted to Senior Manager) from the drop down menu. When the Take Action box pops up, click Submit. Any comments you include in the Comments (optional) box will be included in the notification sent to the Senior Manager (dean s office). Once approved by the senior office (dean s office), the recommended candidates will be reviewed and approved by FPS. You will receive an notification of these approvals. Once you receive notification of FPS approval, the department may proceed with scheduling screening interviews. 27

31 CAMPUS INTERVIEWS Once the department has completed screening interviews and has determined which candidates it would like to invite to campus for a campus interview, update the workflow status of those applicants to Interview (move to interview). Move candidates who were invited for screening interviews but are no longer being considered to Interviewed, Not Hired (moved to Interviewed, Not Hired (No )). Additionally, complete the Campus Interviews Information portion of the Faculty Justification Document (Pre-Interview) form. List the recommended candidates for campus interviews, including a brief explanation of how the candidates were selected for interview (i.e. why they were selected to moved forward in the search process over the other candidates who were also were interviewed during the pre-screening interview stage). Once updated, replace the Faculty Justification Document (Pre-Interview) form previously uploaded to the position with the amended document. To do so, navigate to the Documents page by clicking on Edit next to Documents on the position Summary tab. Remove the previous Faculty Justification Document (Pre-Interview) form by hovering over the Actions button next to the document and selecting Unassign. The updated form may then be uploaded in its place. 28

32 Campus Interview Questions: Departments should upload their campus interview questions for review. FPS will review these questions for appropriateness (i.e. legal and relevant to the job). Lastly, the recommended candidates for campus interviews must be forwarded to the Senior Manager (dean s office) for approval. From the Summary Tab, hover over the orange, Take Action on Posting button in the upper, right-hand corner. Select Submit Campus Interviews (move to Campus Interviews Submitted to Senior Manager) from the drop down menu. When the Take Action box pops up, click Submit. Any comments you include in the Comments (optional) box will be included in the notification sent to the Senior Manager (dean s office). Once approved by the senior office (dean s office), the recommended candidates will be reviewed and approved by FPS. You will receive an notification of these approvals. Once you receive notification of FPS approval, the department may proceed with scheduling campus interviews. REQUESTING REFERENCE LETTERS If the department is requiring confidential letters of reference as part of the application process, these letters may be requested at any time during the interview process. To initiate the request, change the workflow status of the applicant(s) to Interviewed Seek References (move to Seek References). This will generate an notification to each of the references provided by the applicant, requesting a confidential letter of reference for the named applicant. The includes a unique URL that allows reference providers to upload a confidential letter directly to the candidate s application material. Submitted reference letters are saved to the candidate s application documents and can be viewed by the hiring manager and all guest users. Once the number of required reference letters are received back, the status of the applicant will automatically update to References Received. Changing an applicant s workflow status again before all references are received will 29

33 not prohibit the remaining letters from being received; however, the automatic status update to References Received will be disabled. If necessary, a second request can be sent to the reference provider. Under the Applicants tab, click on the candidate s last name to open the candidate s job application. Click on the Recommendations tab. The numbers next to Recommendations indicates how many responses have been received out of how many were sent. If a reference request has been completed, the date and time the reference was receive will be listed under the Respond? column. To send a new request, click Resend. 30

34 RECOMMENDING CANDIDATE(S) FOR HIRE Once the department has completed screening interviews and has determined which candidate(s) it would like to recommend for hire, update the workflow status of the applicant(s) to Recommended Candidate (move to Recommended Candidate). Move candidates who were invited for campus interviews but are no longer being considered to Interviewed, Not Hired (moved to Interviewed, Not Hired (No )). Additionally, complete the Faculty Justification Document (Conclusion) form (APPENDIX B). This document is available under Documents on the position Summary tab, by clicking on Edit. This document is also available on the FPS website under Forms and Instructions Pre- Employment Justification Document Conclusion. Click on the document name to open the document on your computer. Under the Candidate Information section of the justification document, provide a list of the candidates who were interviewed but not selected, and a brief explanation of why those candidates were not selected. If any of these candidates would be considered for hire should the recommended candidate decline the offer, note that in this section. Under Recommended Candidate Information, list the recommended candidate(s) with an explanation of why this candidate is being recommended for hire. Provide the name, title, and organization of references contacted for the recommended candidate (whether verbally or through confidential letter of reference) under the Reference Information section. Once complete, the Faculty Justification Document (Conclusion) must be uploaded to the posting. From the Documents page, hover over the Actions button to the right of Faculty Justification Document (Conclusion), and select Upload New from the drop down menu. 31

35 Click on, locate the document on your computer, and click on Submit. PDF conversion must be completed for the document to be successfully created. Lastly, the recommended candidates must be forwarded to the Senior Manager (dean s office) for approval. From the Summary Tab, hover over the orange, Take Action on Posting button in the upper, right-hand corner. Select Recommend Candidate (move to Recommended Candidate Submitted to Senior Manager) from the drop down menu. 32

36 HIRING A CANDIDATE Upon Senior Manager and FPS approval of the recommended candidate, a contingent verbal offer can be made. The Senior Manager determines whether he/she or the department chair will extend the offer and the appropriate salary. SETTING A SALARY For full-time positions, compensated by a base salary, FPS will prepare a salary range recommendation, taking into consideration available market salary data and current CMU faculty. Contact FPS if you have not already been provided a recommended salary range for the position. Fixed-term faculty employed on a part-time basis are generally compensated in accordance with the Fixed-Term Faculty Credit Hour Guidelines. New faculty may be placed in this salary schedule at the discretion of the department and/or college. MAKING A VERBAL OFFER Verbal offers are always contingent upon a satisfactory criminal background screening. The candidate should be made aware of this when the verbal offer is extended. Within a few days of a completed hiring proposal, the candidate will receive an from HireRight. CMU has partnered with HireRight to conduct its background verifications. The candidate should follow the instructions provided in the to begin processing her/his verification. Offers may also be contingent upon completion of a doctorate degree, depending on the requirements outlined in the posting. COMPLETING A HIRING PROPOSAL Once a candidate has accepted a verbal offer, update her/his workflow status to Offered Job Start Hiring Proposal (move to Offered Job). 33

37 Once the candidate s status is updated, a Start Hiring Proposal button will appear. Click on Start Hiring Proposal. Confirm that you want to start the hiring proposal by clicking Start Hiring Proposal. EDITING HIRING PROPOSAL Complete all the applicable fields of the hiring proposal. Posting Information and Selected Candidate Information will prepopulate with information from the posting details and the candidate s application profile respectively; confirm that this information is accurate. Salary, commuting allowance, and/or negotiated moving expenses is entered under Hiring Information. Any other negotiated terms of the offer that will be included in the appointment letter (ex. start-up funds) should be listed in the Special Conditions/Comments box. Posting Information Information in these fields will prepopulate with information from the posting details. Confirm that this information is accurate. 34

38 Position Number: This field will default from the posting. Only regular and medical faculty positions are assigned a position control number (PCN). If more than one PCN will be filled by the search, update this field to reflect which PCN this new hire should be placed into. Posting Number: This field will default from the posting and cannot be overridden. Position Title: This field will default from the posting. If the rank of the position was not specified in the search (i.e. open rank), indicate the rank at which the candidate will be hired. Department Applicant View: This field will default from the position and should not need to be corrected, but may be modified if necessary. Selected Candidate Information These fields will prepopulate from the candidates application. Please ensure that the information is correct, paying particular attention to the name and address, as these will be used in addressing and sending the appointment letter. Hiring Information It is imperative that the information provided in these fields is accurate, as this information will be used both to draft the appointment letter and to key the new hire s appointment into SAP. Faculty Hiring Type: Indicate whether the candidate is a new hire, a reclassification (ex. moving fixed-term to a regular faculty position), or is being rehired to CMU. This is a required field. Campus ID Number (if current employee): If the candidate is a reclassification or rehire, provide the Campus ID, if known. Effective Date of New Appointment: This field will default from the posting and should not need to be corrected, but may be modified if a different start date was negotiated. This is a required field. Employment End Date (if applicable): If this appointment is for a fixed period, indicate the appointment end date. All medical faculty, fixed-term faculty, and postdoctoral research fellow appointments must include an appointment end date. This is the only way FPS knows the length of the initial appointment. Contract Type: This field will default from the posting and should not need to be corrected, but may be modified if necessary. This is a required field. 35

39 Faculty Classification: This field will default from the posting and should not need to be corrected, but may be modified if necessary. This is a required field. FTE and/or Appointment Percentage: This field will default from the posting and should not need to be corrected, but may be modified if necessary. This is a required field. Base Salary/ Credit Hour Rate: If the new hire will be paid a base salary, record the full-time, annualized salary. If the new hire will be paid a credit hour rate, record the credit hour rate for a single credit hour. This is a required field. Actual Salary: This field should reflect the total earnings for the contract period. For example, if the base salary in the field above is $50,000, but the appointment is full-time for a single semester, the actual salary should be reflected as $25,000. Similarly, if the credit hour rate in the field above is $1,200 per credit hour, and the appointment is for half-time for the full academic year (12 credit hours total), the actual salary should be reflected as $14,400. Commuting Allowance: If the dean s office has approved a commuting allowance, indicate the total in this field. This will be included in the appointment letter. Note: Only part-time, fixed term faculty are eligible for a commuting allowance. Moving Expenses (if applicable): If the dean s office has approved relocation assistance, indicate the total in this field. This will be included in the appointment letter. Please refer to CMU s Moving Expenses policy for more information on guidelines, terms of eligibility and specific procedures regarding reimbursement of moving expenses. For New TT Fac, Teaching Area: For new regular faculty, it must be indicated the new hire s teaching areas. This will be included in the appointment letter. For New TT Fac, Scholarship Areas: For new regular faculty, it must be indicated the new hire s scholarship areas. This will be included in the appointment letter. Highest Degree and Date Received: Indicate the candidate s highest degree received and the date the degree was received. For example, PhD This is a required field. Cost Center Number/ WBS Element Number: Generally, this will be hiring department s 5-digit cost center (21XXX), where the employee s salary and benefits will be charged. This is a required field. 36

40 Is This a Federal Contract?: Select from the drop down, yes or no, as to whether this is a federal contract. Generally, for most faculty hires, this answer is no. This is a required field. Work Address and Phone Number: Provide the CMU work address and phone number for this new hire. If it is not yet known, provide the hiring department s campus address and phone number. This is a required field. Person Replacing: If this is not a new position, provide the name of the person this is replacing. This information aides FPS with ensuring that the proper vacancy is filled. Person Responsible To: Generally, this is the department chair, or the direct supervisor of the employee. Special Conditions/ Considerations: Provide any other negotiated terms of the offer that will be included in the appointment letter (ex. start-up funds or course releases). Also provide any contingencies that need to be included in the appointment letter, such as completing of a terminal degree prior to the start date, if the candidate is presently ABD. To save your work, select Save; to save your work and move to the next section, select Next. You may return to a saved hiring proposal at any time by clicking on the Hiring Proposal tab on the postings homepage. The hiring proposal summary will be presented. Changes can be made by clicking Edit. 37

41 SUBMITTING HIRING PROPOSAL Hover over Take Action on Hiring Proposal and click on the workflow action Verbal Offer Accepted (move to Verbal Offer Accepted). The completed hiring proposal notifies FPS that a verbal offer has been accepted and an appointment letter should be generated. APPOINTMENT LETTERS FPS will generate an appointment letter, based on the details provided in the completed hiring proposal. For regular and medical faculty, FPS will provide the draft appointment letter to the department chair and college dean for review and approval prior to sending it to the candidate. For fixed-term faculty and postdoctoral research fellows, the department dean and department support staff will be included on the when the appointment letter is sent to the candidate; however, if there are unique terms, the department chair may request reviewing the appointment letter prior to it being sent to the applicant, by contacting FPS. CLOSING THE POSTING Unless directed otherwise by the department, a position will remain posted on the CMU website until a recommended candidate has been approved. Once a signed appointment letter has been received back from the recommended candidate, formalizing the candidate s acceptance of CMU s offer, FPS will close the posting by moving it to the workflow status of Filled. In order to complete this, all applicants who were not selected for hire must be moved to the workflow status of Not Hired. When the position is closed by FPS, an will be generated and sent to the candidates who were not selected for hire, notifying them that the position has been filled. Any candidate who was interviewed by the department should be notified personally (through or telephone) that the position has been filled and he/she was not selected for the position. 38

42 APPENDICES APPENDIX A Faculty Justification Document (Pre-Interview) APPENDIX A

43 APPENDIX B Faculty Justification Document (Conclusion) APPENDIX B