Faculty and Unclassified Staff Hiring Process and Required Documents for Slotted, TFAC and Research Grant Funded Positions Glenda McAlister and Kimberly Long

Faculty Slotted Hires Once a faculty candidate has been selected, a request to make an offer is submitted to the Dean. The request must include: Title Appointment begin and end dates Funding Source Justification for making offer Attach CV

Cont’d Once the request is approved by the Dean or Associate Dean, the HR Director will prepare an offer letter. The offer letter will be mailed to the Department to have the candidate sign. When the candidate accepts the offer, all other paperwork should be completed at that time.

Required Paperwork Signed Offer/Acceptance Letter Academic Application(API)-For faculty hires Staff Application-For unclassified staff hires Affirmation Action information on back of API API Addendum (if clinical) EOE Summary Form (for tenure track appointments) Copy of Advertisements (required for tenure track and unclassified staff)

Cont’d 3 Letters of recommendation (for tenure track appointments) IS-1, if foreign national (must have the ability to produce an original ad for certain visa types) PBP-25 Non-State Funded Acknowledgement form-prepared by department for research faculty and all unclassified staff, to include Postdoctoral Fellows, Research Associates, etc.

Cont’d Work Locator Form Health Risk Assessment Form Reference and Background check release and check sheet form I-9 Employment Eligibility Verification Form with copies of documents Signed PD-if Unclassified Staff

Research Grant Funded Appointments When a candidate is selected the Department will submit a request to make an offer. Once approved by the Dean or Associate Dean, the HR Director will prepare an offer letter. The offer letter will be mailed to the Department to have the candidate sign. When the candidate accepts the offer, all other paperwork should be completed at that time.

Required Paperwork Signed Offer Letter PBP-2 Hire Document Checklist for Background Checks and Background Authorization Form Application signed and the information on the back completed. API for Faculty (and Addendum if Clinical)

Cont’d RGP/Time-Limited Employment Agreement I-9 Employment Eligibility Verification Form with copies of documents IS-1 Advance Notice of Prospective Non-U.S. Citizen Employee (if needed) SC Retirement Non-Election Blank, Form 1104 (must have if retirement not offered) SCRS/ORP Election Form

Cont’d Health Risk Assessment Form Work Locator Form Award Activity Sheet for Grant(s) being paid from (showing begin/end dates) Signed copy of Position Description

TFAC Appointments Department prepares a request to make an offer letter or memo. Which includes the employee name, title, salary, and account number. Once approved, an Offer Letter is prepared and sent to the Department for the employee to sign.

Required Paperwork Signed Offer Letter PBP-2 Background Authorization Form signed and submitted with the checklist Offer of Temporary Employment Form I-9 Employment Eligibility Verification Form with copies of documents

Cont’d IS-1 Advance Notice of Prospective Non-U.S. Citizen Employee (if needed) API Addendum (if Clinical Department) SCRS Non-Election Blank (if employee has elected not to contribute) Form 1104 SCRS/ORP –if elects to participate HR office will contact employee for orientation.

Cont’d Post-TERI/Retirement Offer Letter (if previously retired) After Department Head/Chair signs first send to Dean’s office for approval before making an offer and completing hiring packet. Notification of Employed Retiree Form 1114 (for Post-Teri/Retirement) Health Risk Assessment Form Work Locator Form Request for Exception to 15-Day Break

Website All of the mentioned forms can be found online at the School of Medicine website

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