Preliminary Approvals of Contracts

The hiring of new faculty and professional employees is handled by the employing department. The Budget Office, Affirmative Action, the Personnel Office, and the Office of the Provost may all be involved in the new hire procedure.

The F/P Position Request/Notice of Appointment Form consolidates all the information and approvals necessary to create a budgeted position and to appoint all new faculty and professional employees. The F/P Form is divided into two parts. The top half is to be used to: (1) create a new position in the budget; (2) "unfreeze" a vacant line in a period of a position freeze; or (3) advise the Budget Office of the intent to fill a vacant line in a period of no position freeze. The top half of the F/P should be completed by the department and signed by the Chairperson before sending the form to the Dean for signature.

After signing, dean/vice president sends F/P form to:

  1. Budget Office for appropriate account code and line number;
  2. Budget Office will contact the President or Provost (depending on source of funding) for approval of new position.
When Budget Office sends F/P back to requesting department, this completed top portion of the F/P indicates approval to recruit. At this point, the department MUST contact the Affirmative Action Officer who:

  1. is ex-officio member of all search committees;
  2. advises department regarding Affirmative Action advertising;
  3. sends department "Affirmative Action Guidelines for Recruiting and Hiring;"
  4. can answer questions regarding promotion within the department.
Department receives assistance in placing advertising from Employment Office which uses an advertising agency.

  1. All positions are placed on the Hotline.
  2. Other advertising is at discretion of department with advice from Affirmative Action Office.
  3. Advertising is charged to requesting department.
  4. Employment Office sends department "Interviewing Guidelines" to assist in planning interview.
Department accepts applications and sends each applicant:

  1. Supplemental Form (blue Affirmative Action card) to be completed and returned to Affirmative Action Office;
  2. department completes top portion of blue card (Name of department, Position applied for, and Date mailed) before sending to each candidate.

    NOTE: It is essential that department keep applicants informed of progress of search, particularly at completion of search.

Search Committee reviews applications and conducts interviews.

When department is ready to select finalist, it:

  1. completes Affirmative Action/Personnel Development sign-Off form (AA/PD);
  2. obtains signatures from search chair, department head, and dean or vice president (personnel development signature is not needed);
  3. sends AA/PD form to Affirmative Action Officer for approval;
  4. President's approval is also required for defined senior professional positions.
When AA/PD form is returned to department signed by Affirmative Action Officer, department is authorized to make offer to finalist. NO offers may be made BEFORE Affirmative Action approval.

In order to make salary offer, department must have ADEQUATE MONEY IN THE LINE. (New professional positions are budgeted with 25 percent above the minimum in the line.) If additional monies exist, the following guidelines apply:

  1. If candidate is external, offer may not be greater than 50 percent above minimum for position without written approval from Vice President for Employee Relations via appropriate Dean or Vice President.
  2. If candidate is internal, the offer may not be greater than the minimum for position OR 10 percent above candidate's current salary (whichever is greater) without written approval from Vice President for Employee Relations via appropriate Dean or Vice President.
  3. If position is a lateral move for the internal candidate, no salary increase may be offered without written approval from Vice President for Employee Relations via appropriate Dean or Vice President.

    NOTE:Exceptions for defined senior professional positions are approved by the President. If candidate DECLINES job offer, Affirmative Action Officer MUST be notified before another offer is made.

    If candidate ACCEPTS offer, department:

    1. completes bottom portion of F/P "Notice of Appointment;"
    2. obtains signatures from chair/director and dean/vice president;
    3. sends letter of regret to ALL unsuccessful candidates.
    Department sends the following completed forms to Personnel Records Office at least two weeks before start date in order to place the NEW HIRE on payroll:

    1. 1. F/PFaculty/Professional Position Request
    2. 2. AA/PD Affirmative Action/Personnel Development Sign-Off
    3. 3. Resume/Vita
    4. 4. Biographic Data Form
    5. 5. W-4Employee Withholding Exempt Certificate
    6. 6. I-9INS Employment Eligibility
    7. 7. Personal Data Form
    8. 8. U.S. Tax Authorization
    If appointment is a TRANSFER or PROMOTION, department sends the following forms to APO two weeks before effective date:

    1. 1. F/PFaculty/Professional Position Request (Department need not complete Notice of Appointment - bottom section)
    2. 2. AA/PD Affirmative Action/Personnel Development Sign-Off
    3. 3. PAF Department obtains employee's PAF from previous department and makes all necessary changes in red ink
Forms are available from Central Stores.


March 19, 1995