I. Definition of TPT Faculty: II. Ways of Hiring TPTs Processed in UNMJobs: Temporary Part Time Faculty Hire Process in UNMJobs

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1 Temporary Part Time Faculty Hire Process in UNMJobs I. Definition of TPT Faculty: Temporary Part-Time and Summer Session 1 Faculty includes individuals whose primary professional responsibility is outside the University and professional staff of the University who may teach on an occasional, limited, course-by-course basis. The individuals who are hired from outside the University go through UNMJobs for their Temporary Part-Time or Summer Session assignments. The University recruits and hires from local pools for Temporary Faculty positions given the terms and conditions of these positions. These positions may be filled competitively or non-competitively. If these positions are filled competitively, they are not subject to the full search requirements of regular faculty as described in the Faculty Hiring Guidelines. For training purposes, TPT is used interchangeably for Temporary Part-Time Adjunct Faculty. II. Ways of Hiring TPTs Processed in UNMJobs: A. Competitive Actions: 1. NEW HIRE When you have a need to either replace the person who left (i.e. retired, separated from position and will not return), or to create a new position to add to your ORG, and you will conduct a search to hire someone in the position, one of the following two (2) options should be completed: a. Initiate an External/Competitive Action Submit action requesting a posting See Faculty Hiring Guidelines, Section IV.-Temporary Part-Time Faculty See TPT External/Competitive Checklist for step-by-step on the OEO website 1 Temporary Part-Time instructors are hired in the Spring, Fall, and Summer semesters. However, TPT and Summer Session titles are distinct and used according to when faculty is hired. For Spring or Fall semester hires, departments should use the Temporary Part-Time title to hire adjunct faculty members. For the Summer semester, departments should use the Summer Session title to hire adjunct faculty members. Although there are distinct titles for TPT and Summer Session in UNMJobs, the positions are equally considered adjunct temporary faculty members. Created by OEO 8/30/ Page 1

2 B. Non-Competitive Actions: 1. EMERGENCY HIRE Emergency Hires are initiated when an unexpected vacancy occurs or if a new course is unexpectedly added and the department does not have time to post the position competitively, therefore the department will select someone to teach the course. For an action to be considered an emergency hire, the following criteria must be met: 1) the class the candidate will be teaching will be starting within 30 days prior to the start of the semester; 2) the selected candidate must be someone that works outside of UNM or someone that has not worked in your Organization before as a TPT; 3) the selected candidate meets the standard, pre-determined qualifications needed to teach the position. a. Initiate an Internal/Non-Competitive Action Submit action requesting a posting See Faculty Hiring Guidelines, Section III - Alternative Faculty Appointment Procedures, 15. Emergency Hire See TPT Internal/Non-Competitive Checklists for step-by-step instructions on the OEO website 2. RE-HIRE A rehire is someone who has taught as a Summer Session or Temporary Part-time Faculty member in your organization before at any time. These individuals can be hired non-competitively. There are two distinct Rehire options (Actions) in UNMJobs: 1) Change Start-End Dates: If the candidate being hired has an approved Hiring Proposal in UNMJobs in the same position#, sequence#, ORG, and discipline you want to hire the candidate in, this is a REHIRE and the department can hire this candidate by modifying the start and end dates of the assignment. With this option, the candidate will not need to apply as they have previously been attached to the position through the approved Hiring Proposal. 2) Justify the Non-Competitive Hire: If the candidate has taught before in the same department and in same discipline as a TPT or Summer Session Faculty member but does not have an approved Hiring Proposal for that position, the candidate may be processed as a REHIRE, however the department will need to support the request for non-competitive hire by attaching a justification memo addressing the following: a). the candidate has taught in the same department, same ORG, same discipline; b) the candidate meets the pre-determined qualifications required to teach the course; and c) the candidate s prior performance. a. Initiate an Internal/Non-Competitive Action For Start/End Date actions: o Submit action requesting a Change in Start/End Dates & attach signed Offer Letter only For Rehires not in the System: o Submit action and check modification tab accordingly, request posting, & attach Justification Memo See Faculty Hiring Guidelines, Initiate a Non-Competitive Hiring Process, Section 2.1 See TPT Internal/Non-Competitive Checklists on OEO website Created by OEO 8/30/ Page 2

3 3. COMPETITIVELY CHOSEN BY OUTSIDE ENTITY An individual who has been chosen by an outside entity according to pre-determined criteria may be hired under these alternative appointment procedures. The UNM hiring officer must provide OEO with a statement from the outside entity certifying that the individual was selected through an open, competitive process. The hire is subject to review and approval by the Provost/Executive Vice President for Academic Affairs Office or the Chancellor/Executive Vice President for Health Sciences Center (HSC) and OEO. a. Initiate an Internal/Non-Competitive Action Submit action requesting a posting See Faculty Hiring Guidelines, Section III- Alternative Faculty Appointment Procedures, 10. Competitively Chosen By Outside Entity See TPT Internal/Non-Competitive Checklists for step-by-step instructions on OEO s website Created by OEO 8/30/ Page 3

4 III. Tutorial A. Position Management Before initiating any action in UNMJobs, check your ORG for availability of positions. If you do not have a position to use, you will need to follow the instructions for creating a new position. If you have a position to use, always modify the position to either rehire someone in it or replace someone in the position. If you wish to review your positions go to UNMJobs and choose Search Positions from the navigation menu. Search by Position Class Title for Temp Parttime Faculty or Summer Session in the drop down menu. This will show all positions associated with your organization and will also provide a history of all actions that have been processed on that position. To check the history on the position, click on the View History link on the far right under Last Action. To view the summary of the position, click on the View Summary link to see the details of that action. 1. Temporary Part-Time Screenshot: Figure 1 Created by OEO 8/30/ Page 4

5 2. Summer Session Screenshot Figure 2 Review your existing Temporary Part-Time and Summer Session positions and position sequence numbers to determine if you have a unique sequence number for each of your TPT or Summer Session hires. If you do, proceed to the Initiating a Non-Competitive Action for Rehires tutorial below. Remember that in order to modify a position to change the start/end dates only for rehires, your candidate must have an approved Hiring Proposal in UNMJobs in the same position#, sequence#, ORG, and discipline you want to hire the candidate in. If you do not have a unique position sequence number for each of your candidates, follow the Multiple Hires Checklist on OEO s website to create additional TPT position sequence numbers to accommodate your hires. Created by OEO 8/30/ Page 5

6 B. Initiating a Non-Competitive Action (Re-Hire): This tutorial will guide you through an action where a department is REHIRING a TPT or Summer Session Faculty member who has worked in the same position#/ sequence#/organization/department/& taught in the same discipline in the past. 1. Modifying an Existing Position for a Re-Hire a. TPT Internal/Non-Competitive Checklist. Once you have determined the position to modify, Start Action as shown below. Figure 3 Created by OEO 8/30/ Page 6

7 b. Complete Modification Purpose either by selecting changing start/end dates only if the applicant has an approved Hiring Proposal in UNMJobs or requesting a posting if applicant does not have an approved Hiring Proposal in UNMJobs. i. Approved Hiring Proposal: Change Start/End Date only This process only applies to those Temporary Part Time (TPT) faculty who have already applied as a TPT (or Summer Session) in your department (and org code) in UNMJobs and have an approved Hiring Proposal in UNMJobs as outlined in Screenshot 1 above. Figure 4 Created by OEO 8/30/ Page 7

8 ii. No Approved Hiring Proposal: Modifying a Position for Rehires: a. Complete Modification Purpose. Select Request Posting for this Position Select any other applicable items Select Change Start/End Date Continue to Section 3 below Figure 5 Created by OEO 8/30/ Page 8

9 2 Creating a Position for Rehires not in UNMJobs (Do not have an Existing Position): (skip this section and continue to Section 3, if modifying existing position) This tutorial will guide you through the creation of a new position for rehires who have worked previously in your organization yet have not been hired in UNMJobs prior. If the department does not have an available position to rehire or seat the candidate in, the department cannot use the modify option. The department must then select the New Faculty Position option to request a new position and posting so that the candidate can be hired to that position. If the candidate returns to teach as a TPT for the identical position and description in future semesters, the candidate s position can then be modified simply by changing the start/end dates without having to apply as described in Section B above. a. Begin New Action in the navigation menu (see Figure 6) Select New Faculty Position Continue with Section 3 Figure 6 Created by OEO 8/30/ Page 9

10 4. Completing the tabs In a Modification/Re-Hire action: a. Complete the following tabs: In Classification Tab: Search for Temp Parttime Faculty or Summer Session in the Position Class Title menu Find a TPT template and Select and Continue or Use the Copy Position tab if you have a similar position to copy as a template Skip Copy Position tab if you have selected a template through the Classification Tab In Position Details tab: Request a Posting for rehires not in UNMJobs or hired previously in a different position; check the CV box on Required Documents Continue to complete all required fields including position summary, qualifications, etc; Note: Non-Competitive Reason Code = 21 Temp Part Time Rehire Complete Funding tab In Documents tab: a. for rehires in UNMJobs and rehiring for same position, seq#, discipline & Org,: ATTACH a signed Offer Letter (requires candidate & Dean or Chair signature) b. for rehires not in UNMJobs: ATTACH a Justification Memo per Section B.2. Enter Comments: state the time frame for hiring, i.e. TPT rehire for Fall 2011 or rehire not in UNMJobs If posting is requested, OEO will provide department with a QUICKLINK; Dept will then instruct candidate to apply to the internal posting; once Candidate applies, the Dept will go to the Posting to complete the DRA (if not self-identified) and initiate the Hiring Proposal See the Non-Competitive Hiring Proposal Checklists on OEO s website Created by OEO 8/30/ Page 10

11 C. Initiating a TPT Competitive Action: This tutorial will guide you through the process of initiating an external competitive TPT process. Remember to review your positions to check if you have a vacant position to modify. Post the job the department wishes to recruit for. 1. If you have a vacant position to use: a. Begin New Action in the navigation menu (see figure 7) Select Modify Existing Position & Search for position you will use (see figure 8 & 9) Start Action Figure 7 Created by OEO 8/30/ Page 11

12 Figure 8 Figure 9 Created by OEO 8/30/ Page 12

13 2. If you do not have a vacant position to use: a. Begin New Action in the navigation menu (see Figure 10) Select New Faculty Position Start Action Continue with Section 3 below Figure 10 Created by OEO 8/30/ Page 13

14 3. Completing the Tabs in an External/Competitive action: a. If creating a new position, Complete the following tabs: In Classification tab: Search for Temp Parttime Faculty or Summer Session in the Position Class Title menu In Copy Position tab, search by Position Class if you have a similar position to copy In Position Details tab: o Select YES under Requesting a Posting o Select Working Title, Work Location, Organization, Dept, Employee Class from drop-down menu o Enter Position Summary and Qualifications o Select Pooled position o Select Faculty-Temporary Faculty from Appointment Type o Enter 1.0 for Full Time Equivalency Skip Section Two: Budgeting Complete Funding tab (distribution must equal to 100%) (See Figure 11) In Posting Form tab: Enter the number of positions you are recruiting for o Enter posting and FBC dates (15 calendar days required) o Check the Open Until Filled box o Check CV and any other required documents applicant will need to attach o Required Advertisement source is New Mexico Workforce Solutions (enter this source in list any other advertising sources area) o Search Committee: List the members of the search committee and ensure that it complies with diverse requirements: (composed of 3 members: 1 minority, 1 female, and any other members- the minority and female must not be the same person) OR the Hiring Official o Select Search Coordinate from drop-down menu o Posting Scope: External o Posting Type: Competitive (see figure 12) o Non-Competitive Hire Reason Code: No Response o OPTIONAL: URL of Posting Department o OPTIONAL: Salary In Documents tab: Attach Advertisement that Department will be sending to NM Workforce Solutions (see figure 13) Enter Comments that you want approvers to note Once approved Department will receive notification that position has been posted and Dept will then dispense the pool of applicants in the Posting when the search has been completed. See Non-Competitive Hiring Proposal Checklists on OEO s website Created by OEO 8/30/ Page 14

15 b. If modifying an existing position, complete the following tabs: Find a TPT position to use and Select and Continue In Modification Purpose tab, select Request Posting for this Position In Position Details tab: o Select Working Title, Work Location, Organization, Dept, Employee Class from drop-down menu o Enter Position Summary and Qualifications o Select Pooled position o Select Faculty-Temporary Faculty from Appointment Type o Enter 1.0 for Full Time Equivalency Skip Section Two: Budgeting Complete Funding tab (distribution must equal to 100%) (See Figure 11) In Posting Form tab: Enter the number of positions you are recruiting for o Enter posting and FBC dates (15 calendar days required) o Check the Open Until Filled box o Check CV and any other required documents applicant will need to attach o Required Advertisement source is New Mexico Workforce Solutions (enter this source in list any other advertising sources area) o Search Committee: List the members of the search committee and ensure that it complies with diverse requirements: (composed of 3 members: 1 minority, 1 female, and any other members- the minority and female must not be the same person) OR the Hiring Official o Posting Scope: External o Posting Type: Competitive (see figure 12) o Non-Competitive Hire Reason Code: No Response o OPTIONAL: URL of Posting Department o OPTIONAL: Salary In Documents tab: Attach Advertisement that Department will be sending to NM Workforce Solutions (see figure 13) Enter Comments that you want approvers to note Once approved Department will receive notification that position has been posted and Dept will then dispense the pool of applicants in the Posting when the search has been completed. See Non-Competitive Hiring Proposal Checklists on OEO s website Created by OEO 8/30/ Page 15

16 Funding tab: Figure 11 External Competitive Posting Figure 12 Created by OEO 8/30/ Page 16

17 Attach Advertisement under: Moderately Abbrv d, Abbrv d and/or Complete Ad(s) Figure 13 Created by OEO 8/30/ Page 17

18 4. When Search is Complete: This tutorial will guide you through the process of dispensing the applicant pool in the posting. This process should be completed when the search committee has provided you with the details of the search, including the justification memo and screening matrices. a. Complete the following in the Posting: Go to Posting and check the Active and Inactive Applicants boxes then hit Refresh o Review Reports List to see if the applicants who were interviewed in person self-identified their ethnicity/race and gender If the applicants who were interviewed in person did not self-identify, complete DRA tab (see figures 14 & 15) Change the status of the applicants by clicking on Change Status option Enter the appropriate Reason Code for each applicant (must match justification memo) For the applicant you want to hire, select Recommend for Hire In Documents tab: o Attach Matrices for Screening Minimum and Preferred Qualifications Save Posting Department can now initiate the Hiring Proposal for the selected Applicant (applicant) Created by OEO 8/30/ Page 18

19 Figure 14 Created by OEO 8/30/ Page 19

20 Enter Ethnicity/Race & Gender for Applicants who were interviewed in person or Skype Figure 15 Created by OEO 8/30/ Page 20

21 IV. Hiring Proposal A. Initiating the Hiring Proposal: 1. In the Posting a. Select Begin Hiring Proposal (ensure status has been changed to Recommend for Hire ) There are two options to choose from: Hiring Proposal for Position Description Listed Below o Use this option when hiring only 1 applicant from the pool o You can also use this option for the last applicant being hired (when hiring multiple hires) Hiring Proposal for Different Position Description - select this for hiring all but the last applicant from the applicant pool o Use this option to conduct a search for the position you want to fill o Please ensure you are hiring each applicant into a different position sequence number o Continue this process to fill all of the position sequence numbers you have available Appointment Type should be Faculty Temporary Faculty Verify Org code and Department Enter Pay Rate and select Rate Type Per Month Enter Start Date and End Date Enter Position Appointment Percent Complete Section 2- Hiring Proposal o Select appropriate Rank o Tenure Code is Visiting or Temporary o Review Type is Visiting or Temporary o FTE is 1.0 Verify Funding information In Documents tab: Attach the following: o Signed Offer Letter or Summer Session Agreement o Justification Memo Don t forget the DRA before you begin the hiring proposal! Created by OEO 8/30/ Page 21