1. Gloria Salmon, Kathe Harrison, Mandy Harrison August 7, 2012 August 9, 2012 2012-2013 LSA DIVISIONAL AFFAIRS F ACULTY R ECRUITMENT O VERVIEW

2. A GENDA  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? 2

3. O VERVIEW OF R ECRUITMENT 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 3

4. P OSTING & A DVERTISING 4  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. P OSTING & A DVERTISING 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 5

6. P OOL R EPORTS & A PPLICANT D ATA 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 1)Unit requests Dean’s Office facsurvey@umich.edu to initiate survey at & provide unit with URLfacsurvey@umich.edu 2)Unit sends acknowledgement e-mail (Page 18) to applicants with URL. Responses go the Divisional AD Exec Secretaries. 3)U nits contact the Exec Secretary for survey results in order to prepare Page 2 of the Pool Report 6

7. P OOL R EPORTS & C AMPUS V ISITS 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 7

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

10. N EXT S TEPS 10  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. O FFER W ORKSHEET G UIDELINES 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 9 of 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 11

12. F ACILITATING THE O FFER A PPROVAL P ROCESS 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 12

13. J OINT A PPOINTMENTS 13 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. W HAT IS AN MOU? 14 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. I SSUING THE O FFER L ETTER 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. C ANDIDATE ’ S D ECISION & R EGENTS A PPROVAL 16  Send acceptance & resignation letters or decline to Kathe Harrison (kdavids@umich.edu) for filekdavids@umich.edu  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 17

18. C ANDIDATE ’ S H IRE DATE - K EY I NFO For faculty who want to start their appointment prior to September 1 st, 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 ninths for summer salary. 18

19. T EACHING A CADEMY 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 date as soon as possible! 19

20. N EED H ELP ? 20 Go to our web page at: http://www.lsa.umich.edu/facstaf/acacemic_affair s/ policies/general Or contact us: Kathe (kdavids@umich.edu) 5-0658 Mandy (amvogel@umich.edu) 5-0659 Questions???