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Office of the Associate Vice President for Equity and Diversity Office of Equal Opportunity and Affirmative Action Office of the Associate Vice President.

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Presentation on theme: "Office of the Associate Vice President for Equity and Diversity Office of Equal Opportunity and Affirmative Action Office of the Associate Vice President."— Presentation transcript:

1 Office of the Associate Vice President for Equity and Diversity Office of Equal Opportunity and Affirmative Action Office of the Associate Vice President for Faculty

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3 Like most higher education institutions in the United States, the University of Utah recognizes that diverse faculty, student and staff populations benefit and enrich the educational experiences of the entire campus and greater community. To this end, the Office of the Associate Vice President for Diversity is committed to removing barriers that have been traditionally encountered by individuals from underrepresented groups; strives to recruit students, faculty and staff who will further enrich our campus diversity; and makes every attempt to support their academic, professional and personal success while they are here. The presence and success of these students, faculty and staff enhances the educational experience of everyone.

4  Approval to Recruit  Approval to Offer  Approval to Hire

5 Approval to Recruit Stages 1. Approval to Recruit Submission Process FARRP OEO & Values Diversity Statements Diversity Advertising 2. OEO Meeting with Search Committees 3. OEO Web Postcards

6 Approval to Recruit Cycle 3) AVP for Equity & Diversity to College 2) College to AVP for Equity & Diversity 1) Department to College

7 Chair / Director sends to College Dean …  Faculty Appointment Request & Recruitment Plan (FARRP) Rank Activities Dean Signature  Letter to Dean identifying Need for Recruitment How Hire Supports Strategic Plan of Department/College/University Funding Information  Job Advertisement Include OEO Statement and diversity values statement  Job Description More thorough description of duties  Requisition Forms Signed & Ready for Purchasing Office

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9 Chronicle of Higher Education – & Diverse Issues in Higher Education – DiversityInc Careers – Hispanic Outlook in Higher Education – Jobs4Education – Additional listings provided at Faculty Search Training Area Specific Organizations and Subgroups

10 The University of Utah values candidates who have experience working in settings with students from diverse backgrounds, and possess a [strong or demonstrated] commitment to improving access to higher education for historically underrepresented students. Be sure to select either “strong” or “demonstrated.”

11 The University of Utah is fully committed to affirmative action and to its policies of nondiscrimination and equal opportunity in all programs, activities, and employment. Employment decisions are made without regard to race, color, national origin, sex, age, status as a person with a disability, religion, sexual orientation, gender identity or expression, and status as a protected veteran. The University seeks to provide equal access for people with disabilities. Reasonable prior notice is needed to arrange accommodations. Evidence of practices not consistent with these policies should be reported to: Director, Office of Equal Opportunity and Affirmative Action, (801) (V/TDD). Please refer to our website at for more complete information.

12 In an effort to ensure the University of Utah’s compliance with federal guidelines, all tenure / tenure-track faculty search committees must meet with OEO at the start of the search process.  Meetings can be scheduled as part of normal search committee or faculty meetings  Generally takes minutes  Multiple searches may schedule a single meeting for all committees  OEO representatives present important information on compliance with federal requirements and laws  Contact the Office of Equal Opportunity and Affirmative Action,

13 Human Resources Applications Portal Authorized Login Required Please enter your UNID and password for access UNID Password Forgot your password? Try resetting it yourself with the online application through the Campus Information System. If you have difficulty, call the Campus Help Desk at [option "1"]. Access this page at Faculty Hiring Webpage, or

14  Manage My Jobs Manage My Jobs  Manage My Users Manage My Users  Send to Applicants Send to Applicants

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16 Self Identification * Gender Male Female I choose not to identify my gender * Ethnicity Are you Hispanic or Latino/a - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Yes No I choose not to identify * Race Choose all that apply White: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Black or African American: (Not Hispanic or Latino/a) - A person having origins in any of the Black racial groups of Africa. Native Hawaiian or Other Pacific Islander: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Asian: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. American Indian or Alaska Native: (Not Hispanic or Latino/a) - A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliations or community attachment.

17 Approval to Offer Stages 1. Approval to Offer Submission Process FARRP Faculty Recruitment Flow Record Faculty Recruitment Compliance Form 2. OEO Postcards

18  Faculty Appointment Request & Recruitment Plan  Faculty Recruitment Compliance Form Include ALL on-campus interviewees, their gender & ethnicity  Faculty Application Flow Record Include Log number, Department/College and Position Title and reasons for non-selection  Selected Candidate’s File Offer Letter Vita Three Letters of Recommendation Any Other Information Requested of Applicants on Advertisement  Letter to Dean Selection Process Description (including faculty vote) Basis for Selection Statement Indicating Salary Level

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20 No offers may be forwarded to selected candidate without formal approval.  Should list appear too homogenous, a meeting will be requested between Department Chair, Dean, cognizant Associate Vice President & Senior Vice President.  If determined that search has been biased or the candidate pool is not sufficiently diverse then permission to make an offer may be denied.  Associate Vice President for Equity and Diversity may make recommendations on faculty interviews and offers, and departmental progress towards those goals.

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23  1. Selected for position  2. Qualified – not selected  3. Offer made - declined  4. Still under consideration  5. Withdrew

24 In accordance with University of Utah policy, this offer of appointment is contingent upon final approval of the President and Board of Trustees of the University of Utah. Utah state law requires the university to perform a background check on new employees. This offer of employment is conditioned upon your successfully passing a pre-employment criminal background check and a verification of your education.

25 Approval to Hire Stages 1. ePAF creation and submission 2. Uploaded documents

26 3) AVP for Equity and Diversity to AVP for Faculty Approval to Hire Cycle 2) College to AVP for Equity and Diversity ePAF approved by AVP for Equity and Diversity 1) Department to College ePAF submitted

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28 Regular Faculty  Instructor (for tenure track faculty prior to degree completion)  Assistant Professor  Associate Professor  Professor

29 Auxiliary Faculty Categories  Adjunct  (Clinical) *use for paid position  Clinical *use when position is unpaid  (Lecturer)  Research  Visiting

30  ACADEMIC STAFF  Associate Instructor  Associate Instructor (AOCE)  Research Associate  EDUCATIONAL TRAINEES:  Teaching Fellow  Research Fellow  Graduate Teaching Assistant  Graduate Research Assistant  Graduate Assistant  POSTDOCTORAL SCHOLARS  Post Doctoral Fellow  Academic Post Doctoral Fellow-PdDirect  Post Doctoral Research Assoc

31 Academic Non-Faculty Administration Athletic Coaches Exempt FacultyFaculty: Includes all Paid Faculty titles House Staff Non-EmployeeNon-Employee: Unpaid Faculty Non-Exempt Staff Physician

32 Unpaid Faculty  The rules for Unpaid Faculty have changed  Unpaid Faculty are only Auxiliary  Job Code (6001) and Job Title (Faculty-Unpaid) can be found under category Non-Employee  Documents required for Unpaid Faculty include :  Curriculum Vitae  Chairperson’s/Dean recommendation (Dean can sign Chair’s letter)  Offer, Acceptance letters (offer letter to applicant, signed letter of acceptance)  If Unpaid ePAF changes to Paid, 2 external letters of recommendation are required, offer & acceptance letter, & if.75 FTE or higher then Criminal Background check results are required  Effective date is the date that this appointment will begin  Enter Annualized Base Amount (ABA) and Compensation Rate as the number “0”  Enter hours as 1 and then the FTE will automatically populate as 0.03  Distribution needs an appropriate chartfield string

33 Documentation Required for Regular Faculty Appointments  CV (Curriculum Vitae)  Letters of Rec (Three external letters of recommendation)  Chair and Dean Rec (Chairperson’s/Dean’s recommendation - Dean can sign Chair’s letter)  FARRP, FAFR, FRCF  FARRP (Faculty Appointment Request and Recruitment Plan)  FAFR (Faculty Application Flow Record)  FRCF (Faculty Recruitment Compliance Form)  Offer, Acceptance ltrs (offer letter to applicant, Signed letter of acceptance)  Famous Form (School of Medicine Form)  Funding letter for tenure (School of Medicine Form)  Criminal Background (notification that Criminal Background Check has been completed by HR & is clear to hire)  I-9 paperwork (any paperwork that HR needs)  Include date faculty voted and vote in comment box (Approval/Disapproval/Abstention/Absence )

34  CV (Curriculum Vitae)  Letters of Recommendation (Two external letters of) recommendation  Chair and Dean Recommendation (Chairperson’s/Dean’s recommendation-Dean can sign Chair’s letter)  Offer, Acceptance Letters (offer letter to applicant, Signed letter of acceptance)  Famous Form (School of Medicine)  Funding letter for tenure (School of Medicine)  If.75 FTE then Criminal Background (notification that Criminal Background Check has been completed from HR & is clear to hire)  I-9 paperwork (any paperwork that HR needs)  Include date faculty voted and vote in comment box. (Approval/Disapproval/Abstention/Absence)  If you change an Unpaid ePAF to a paid ePAF, 2 external letters of recommendation must be attached.

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36 Use the following when naming attachments and the order of the attachments: 1.CV (Curriculum Vitae) 2.Letters of Recommendation (Three external letters of recommendation) 3.Chair and Dean Recommendation (Chairperson’s/Dean’s recommendation - Dean can sign Chair’s letter) 4.FARRP, FAFR, FRCF FARRP (Faculty Appointment Request and Recruitment Plan) FAFR (Faculty Application Flow Record) FRCF (Faculty Recruitment Compliance Form) 5.Offer, Acceptance Letters (offer letter to applicant, Signed letter of acceptance) 6.Famous Form (School of Medicine Form) 7.Funding letter for tenure (School of Medicine Form) 8.Criminal Background (notification that Criminal Background Check has been completed by HR & is clear to hire) 9.I-9 paperwork (any paperwork that HR needs) ***Include date faculty voted and vote in comment box (Approval/Disapproval/Abstention/Absence

37 Hire an Employee Edit Existing Job Change Employment Status Update Employee Personal Data Submit a Manual Request Manage Personal Workflow

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49 ePAF Tips  If you have an employee that is teaching and does not have an appointment in your Department you must use title Associate Instructor (9124). -Even if the employee has an appointment on campus  If there is an individual who is not showing up in your DJobs and their appointment has previously been approved, please submit an ePAF and state in the comment box “appt previously approved”  If you are submitting an ePAF for a regular faculty member and do not have the I-9, you will still use the regular faculty title, not unpaid faculty.

50  If a faculty member’s pay is ending but the appointment will continue, you will need to submit an ePAF to change them to unpaid faculty. This will ensure that your record number stays with your department. You can then use that same record number when you need to pay them again.  If there is something that you would like us to know or think would be helpful, please add it to the comment box.  It is critical to list all education not just terminal degree! First click on the magnifying glass, click on the description box and choose “contains” in the drop down box, then type the institution name or one word in the description box. Make sure it is in ALL CAPS. Call us if you still can not locate the school code.

51  When the employee ID is assigned the next day all IT functions like provisioning an account, UCard, Building Badge, and Library Labs access will be available.  The current Bus Pass/Trax Pass business policy only allows bus passes to be given once the individual is paid. The bus pass, or transportation fee, is an employer paid benefit and until the individual is paid is not available for use by the individual. Ron Wells in the Ucard Office is the contact on bus pass issues.  W-4 forms should be send directly to tax services for processing (411 Park Building) or completed on line in CIS by the employee. They can complete on line once their ePAF has had final approval and job data is in PeopleSoft.

52  Direct Deposit forms can be mailed directly to payroll or completed on line in CIS by the employee. They can complete on line once their ePAF has had final approval and job data is in PeopleSoft.

53  The faculty title on the ePAF must be the same title in the chair’s letter of recommendation  List all education (not just terminal degree) and school codes to go along with each degree  All appropriate documentation needs to be labeled and attached separately  Please include date the faculty met and the faculty vote in the comment box  ePAF filled out correctly and completely (titles matching, pay, etc)

54 Recruitment - Main Campus Jennifer Aoyagi Bangerter, Office of the Associate Vice President for Diversity 204 Park Building Appointments / ePAF - Main Campus Tami Garff, Office of the Associate Vice President for Faculty Heather Call, Office of the Associate Vice President for Faculty Park Building 120 Park Building Office of Equal Opportunity/Affirmative Action Susie Johnson Park Building Human Resources/ePAF and Benefits Matrix


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