LSA Divisional Affairs Gloria Salmon, Kathe Harrison, Mandy Harrison

1. 2013-2014 FACULTY RECRUITMENT OVERVIEW LSA Divisional AffairsGloria Salmon, Kathe Harrison, Mandy Harrison August 13, 2013

2. Agenda • Welcome & Introductions • Position Requests • Posting & Advertising • Pool Reports • Background Checks • Candidate Selected • Dual Career Program • College Approval • Junior & Senior Cases • Offer Worksheets & Offer Letters • Joint Appointments • What is an MOU? • Candidate’s Decision & Regents Approval • Candidate Accepts – Next Steps • Candidate’s Start Date – Key Info • What’s New? • Teaching Academy • Contact information & Questions?

3. Position Requests • 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 2013-14 is at a salary rate of $100,000. • There is a surcharge for faculty recruits with a hiring salary >$100,000 (usually a senior position) requires 1.5 position FTEs.

4. Posting & Advertising • Approved faculty positions must be posted publically via eRecruit. • Ads must be approved by Academic Affairs prior to placing ad: • Sample ad in Appendix 3 (pg. 17) • Send draft ad to Kathe or Mandy • We check for required language (pg. 3) • Ad may be placed with conditional wording if prior to EC approval of position • Use “pending authorization” or “we anticipate”. Now hiring

5. 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 public posting • Must post internally for background check

6. Pool Reports & Applicant Data LSA Pool Report used to record applicants’ ethnicity & gender (Appendix 4, pgs. 18-21) • Primary purpose - meets Federal requirements • 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 & provide unit with URL • Unit sends acknowledgement e-mail with URL (pg. 19) to applicants. Responses go Divisional AD Executive Secretaries. • Units must contact the Executive Secretary for survey results in order to prepare pg. 2 of the Pool Report.

7. Pool Reports & Campus Visits Secondary purpose – mechanism for approval of campus visit reimbursements • Approval by Divisional Associate Dean required before candidates are invited to campus (pgs. 4-5) • All senior candidates must be scheduled to meet with the Divisional Associate Dean during their visits – Contact divisional executive secretaries • Need 3 years of pool reports for position request process • New reimbursement policy for campus visits (Handout)

8. Background Checks Effective June 10, 2013, a background check is required for the final candidate in a faculty search • Effects all instructional hires (tenure track faculty, visiting professors, research faculty, lecturers) • Managed by central HR via eRecruit • Unit should initiate background check so that it can be completed parallel to EC approval process. • Flow charts & training sessions available on Academic Affairs website at: http://www.lsa.umich.edu/facstaff/academicaffairs/calendarsmeetingsandevents/handoutsfrompastsessions

9. Dual Career Program Jo Ann Munce (jomunce@umich.edu, 764-2430), LSA Dual Career Coordinator • Program provides job search assistance to partners of tenure-track or tenured faculty recruitment candidates. • Partners seeking academic positions – we assist by bringing their CV to the attention of relevant units on campus. When there is no fit at UM, we reach out to other institutions in the greater Ann Arbor area. • Partners seeking non-academic positions – we provide general support for a job search, including: • Familiarize partner with UM’s posting/application site, • Familiarize partner with potential area employers in his/her field, • Identify networking opportunities, • Scout for openings that may be of interest, and • Provide resume/interview assistance, as needed. 9

10. How Can Units Help With Partner Hires? Staff can assist in the following ways: • Contact Jo Ann with any questions about how to handle a partner situation • Notify Divisional AD and Jo Ann as early as possible of a need for dual career assistance • Be sure to provide the Dual Career flyer as part of your candidate welcome packet • Check out the Dual Career Program website at http://www.lsa.umich.edu/facstaff/academicaffairs/dualcareerprogram 10

11. Candidate Selected • Recommend units use checklist for internal tracking (Appendix 1, pg. 15) • Solicit reviewers using template letter (Appendix 7, pgs. 24-27 – senior hires only) • Template language revised – use current version • Dossier finalized using lists on the bottom of the Proposal to Hire Worksheet (Appendix 2, pg. 16) • Case forwarded to College with completed Proposal to Hire Worksheet 11

12. Submitting your recruitment case to the college • Reminders: • Proposal to hire worksheet • Funding plan • Dual career assistance (if known) • Pool report • Electronic submission of publications • We will create a SharePoint site

13. College Deadlines • Complete cases received by the Tuesday noon deadline will usually go to Executive Committee in two weeks (see EC Calendar). • Cases received by College in Dec/Jan may take longer to get EC approval since promotions are under consideration at that time. • Offer Worksheet – if received with case it will be put into the queue for Offer Group review at the same time as EC review

14. 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 DEC Meeting Kathe reviews draft offer & unit notified of approval Unit notified of EC decision Kathe reviews draft offer & unit notified of approval EC Meeting If EC decision yes AND background check passed 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 AND background check passed, OK to send offer to candidate Unit notification of Provost & President decision When Prov/Pres yes AND draft offer approved, AND background check passed, OK to send offer to candidate If no, unit may appeal decision at a future EC meeting If yes, to Provost & President for approval 14

15. Offer Worksheet Guidelines The Offer Worksheet captures the commitments the unit is proposing for the candidate. • Appendix 8 of Junior Faculty Appointments document • Appendix 10 of New Senior Faculty Appointments College approval of commitments must be in place before an offer may be sent to the candidate Basic package funded by the College: • 2 effort bearing ninths • $5K research start-up • 10% of salary (max. $15K) for moving allotment • Standard office renovation • Standard office furniture package • Standard computer package

16. Facilitating Offer Approval Process To complete the offer worksheet : • 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 Facilities staff (Bill Weber or Cynthia Alexander) Note - Incomplete worksheets will not be sent to the Offer Group

17. Issuing the Offer Letter Final offers may be sent to your faculty candidate once you have received: Junior hires: • Email indicating Executive Committee approval • Confirmation of successful background check • Approval of PFIP funding, if applicable • Email indicating draft offer/MOU approved Senior hires: • Email indicating Provost/President approval • Confirmation of successful background check • Approval of PFIP funding, if applicable • Email indicating draft offer/MOU approved 17

18. Joint Appointments • 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)

19. 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 & indirect cost returns • space • tenure review & promotion • merit review process • Templates • Appendix 10 of Junior Faculty Appointments document • Appendix 12 of Senior Faculty Appointments document

20. Candidate’s Decision & Regents Approval • Send acceptance & resignation letters to Kathe Harrison (kdavids@umich.edu) as soon as possible. • Regents endorsement needed before you can appoint senior faculty: • Associate Professors • Professors • The Regents: • Meet on the 3rd Thursday of each month except August (see Regents Calendar) • KATHE’s DEADLINE - last Friday of the month.

21. Candidate Accepts! - Next steps... Submit hiring paperwork to Deb Erskine in Divisional Affairs for: • Junior Faculty • appointment request form • background check notification document (from Kathe) • acceptance letter • resignation letter (where applicable) • faculty personnel record • employment eligibility verification (aka I9 form) • supplemental appointment information form (36100) • direct deposit authorization form • Senior faculty • all of the above AND approved Regents communication

22. Early Appointments - Key Info Faculty wishing to begin using effort bearing ninths prior to their official start date of Sept. 1st can be appointed as a Visiting Faculty Member for July and/or August. January 1st hires may also use one or two of their ninths as long as not still employed at another academic institution.

23. Visiting Instructional Faculty • Visiting Faculty can be appointed for a maximum of 1 year • To qualify for benefits, a visiting faculty member must have at least a 4-month appointment at 50% effort • A background check is required • Template offer letter must be used. • Guidelines & template on the LSA website: http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures/visitinginstructionalfaculty

24. Teaching Academy For junior faculty (asst professors & assoc professors, w/out tenure): • Must attend all sessions • Starts late August • 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 start dateas soon as possible!

25. What’s This Year • Joint appointments need: • documentation of collaborative research & • faculty candidate’s contributions that point to research independence. • Background checks for all instructional faculty hires. • Solicitation letter language modified - “public institution” • Moving expense allotment - language modified in template offer letter (pg 35)

26. What’s This Year • Senior hires: • 2 arm’s length external reviewer letters solicited by unit only • Biographical paragraph in front of each external review letter • Visiting Instructional Faculty – new guideline & template offer on website http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures/visitinginstructionalfaculty

27. Need Help? Go to our web page at: http://www.lsa.umich.edu/facstaff/academicaffairs/policiesandprocedures Or contact us: Kathe (kdavids@umich.edu) 5-0658 Mandy (amvogel@umich.edu) 5-0659 Questions???