Gloria Salmon, Kathe Harrison, Mandy Harrison

1. 2012-2013 LSA DIVISIONAL AFFAIRS Faculty Recruitment Overview Gloria Salmon, Kathe Harrison, Mandy Harrison August 7, 2012 August 9, 2012

2. 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?

3. 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

4. Posting & Advertising • 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.)

5. Posting & Advertising Person Specific Hire – What is it?? • Target of opportunity – no search process • No authorized position – no existing position # • Requires Executive Committee approval like any other hire – follow standard procedures • Still requires a pool report • No Ethnicity/Gender Survey • Need Waiver of UM posting

6. Pool Reports & Applicant Data LSA Pool Report used to record applicants’ ethnicity & gender (Appendix 4, pgs 17-19) • Primary purpose - meets Federal requirements • The LSA ethnicity/gender survey is required – results of survey are recorded on the Pool Report • Unit requests Dean’s Office facsurvey@umich.edu to initiate survey at & provide unit with URL • Unit sends acknowledgement e-mail (Page 18) to applicants with URL. Responses go the Divisional AD Exec Secretaries. • Units contact the Exec Secretary for survey results in order to prepare Page 2 of the Pool Report

7. Pool Reports & Campus Visits Secondary purpose – mechanism for approval of campus visit reimbursements • Approval by the Divisional Associate Dean required before candidates are invited to campus (see policy page 4) • All senior candidates must be scheduled to meet with the Divisional Associate Dean during their visits – Contact the Executive Secretary

8. 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 8

9. Junior Hire Request Senior Hire Request When unit emails offer worksheet to Kathe Harrison, it is scheduled for next available Offer Group agenda When unit emails offer worksheet to Kathe Harrison, it is scheduled for next available Offer Group agenda Unit deadline for EC review is Tuesday noon Unit deadline for EC review is Tuesday noon If no – hold case until issues resolved; then back to Dean’s Subgroup Meeting Dean’s Subgroup Meeting - decision whether case ready for EC consideration If no – hold case until issues resolved; then back to Dean’s Subgroup Meeting Dean’s Subgroup Meeting - decision whether case ready for DEC and EC consideration If yes - EC binders distributed by Wed noon Offer Group approves commitments & unit notified of approval Yes - DEC materials & EC binders distributed by Wed noon Offer Group approves commitments & unit notified of approval EC Meeting Kathe reviews draft offer & unit notified of approval DEC Meeting Unit notified of EC decision Kathe reviews draft offer & unit notified of approval EC Meeting If EC decision yes AND draft offer approved, can now discuss terms of offer verbally with candidate If no, unit may appeal decision at a future EC meeting Unit notified of EC decision If yes AND draft offer approved, OK to send offer to candidate Unit notification of Provost & President decision When Prov/Pres yes AND draft offer approved, OK to send offer to candidate If yes, to Provost & President for approval If no, unit may appeal decision at a future EC meeting 9

10. Next Steps • 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)

11. Offer Worksheet Guidelines The Offer Worksheet is used for College approval of the unit’s commitments for a faculty candidate: • Appendix 7 of Junior Faculty Appointments document • Appendix 9of 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

12. 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

13. Joint Appointments • 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)

14. What is an MOU? • MOU = Memorandum of Understanding • An MOU captures agreements between units for jointly appointed faculty regarding: • effort • funding • teaching load • grants management • space • tenure review & promotion • merit review process • Templates • Appendix 9 of Junior Faculty Appointments document • Appendix 11 of Senior Faculty Appointments document

15. Issuing the Offer Letter Final offers may be sent to the faculty candidate once you have received: Junior hires: • Email indicating Executive Committee approval AND • Email indicating draft offer/MOU approved Senior hires: • Email indicating Provost/President approval (not just Executive Committee approval) AND • Email indicating draft offer/MOU approved 15

16. Candidate’s Decision & Regents Approval • Send acceptance & resignation letters or decline to Kathe Harrison (kdavids@umich.edu) 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

17. 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

18. Candidate’s Hire date- Key Info For 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 ninthsfor summer salary.

19. Teaching Academy For junior faculty (assistant & associate professors, without tenure): • Must attend all sessions • Starts August 20 & 21, 2013 • Other dates throughout the academic year • If faculty attend all sessions, they receive $2,000 at end of academic year. Notify Kathe of changes in in start dateas soon as possible!

20. Need Help? Go to our web page at: http://www.lsa.umich.edu/facstaf/acacemic_affairs/ policies/general Or contact us: Kathe (kdavids@umich.edu) 5-0658 Mandy (amvogel@umich.edu) 5-0659 Questions???