New Appointment Documentation and Guidelines
Overview
The processes and documentation requirements for appointing a new faculty member can vary depending upon certain aspects of the appointment, such as the proposed title and appointment duration. First we'll review appointment documentation generally, and then discuss special circumstances and exceptions affecting documentation requirements. This web page focuses on new appointment documentation, and does not describe the faculty search and hire process, which is outlined on the Academic Human Resources web site and in the Faculty Recruitment Toolkit (DOC).
New Appointment Documentation, General Guidelines
New faculty appointments are initiated by submitting a packet of materials (called the "appointment dossier") to the Dean's Office. The Dean's Office will attach a letter to the appointment dossier and submit the complete packet to Academic Human Resources for final routing and approval by the President and Board of Regents. Once the appointment has been approved by the Board of Regents, a representative from Academic Human Resources will contact the department via email to authorize entry of the appointment into the payroll system.
The complete new appointment dossier is comprised of these elements (note that the Dean's office supplies item number 2):
- Dean's letter to the President recommending the appointment, or original concurrence signature on Chair's letter to the Dean (if it contains all of the required information).
- Chair's letter to the Dean, reporting the faculty vote, chair's recommendation, salary and appointment details, etc.
- Affirmative action information:
- Applicant Flow Report
- photocopy of advertisement(s) as published in journal(s);
- copy of position announcement posted in department (if done at the time of advertisement); and
- copy of search committee report, if produced.
- Original letter of acceptance.
- Copy of letter(s) of offer.
- Three original letters of recommendation
- Curriculum vitae or resume.
- Signed University Biography Form.
In addition, a file copies of the dossier (one copy for the dean's office, and one copy for Academic Human Resources) may accompany the original (if the appointment is to a professorial or full-time lecturer title).
Common Exceptions
- New Appointments to Higher Faculty Ranks
- New Joint or Adjunct Appointments
- Title Requirements Matrix
- Waiver of National Search Requirements
New Appointments to Higher Faculty Ranks
New appointments to higher faculty ranks (such as Associate Professor, Professor, Research Associate Professor or Research Professor) are reviewed by the College of Engineering Promotion and Tenure Committee prior to the Dean's review, and require considerably more processing time than appointments to entry-level ranks. The appointment process can be thought of as two distinct processes. The first process is the preparation and submission of the dossier to the Promotion and Tenure Committee for review; the second process is the preparation and submission of the appointment dossier which is submitted to the Dean, and ultimately to the President and Board of Regents.
More information on new appointments to higher ranks, including a list of materials to include in the dossier can be found here.
New Joint or Adjunct Appointments
The appointment process for new joint and adjunct titles require less documentation than that of a new hire appointment. A complete appointment packet for joint or adjunct titles will include:
- Original Chair's letter from new joint or adjunct department recommending the appointment, with a concurrence line for the Dean
- Concurrence from Chair of home department for adjunct appointment, or from the Chair of home department and Dean of home department's school for a joint appointment
- Appointing department faculty vote
Title Requirements Matrix
Requirements for specific titles vary. Appointments to a given title may or may not require, or may require only under specific circumstances, any of the following:
- A National Search
- Home Department Faculty Vote
- Approval of the Board of Regents
- Approval of Academic Human Resources
Please contact the Dean’s Office Human Resources Department to help you better understand which of the above is required for a given title and circumstance.
Waiver of National Search Requirements
Note that a national search is not required for every faculty appointment type. A list of faculty appointments which do not require a national search is located on the Academich HR web site. It is important to note that by not conducting a national search for these appointments, departments may impact the appointee's permanent employment options later. In situations where a national search is not required, corresponding elements of the appointment dossier may be omitted.
In some circumstances, the department may request a waiver of national search requirements for a given recruitment when a faculty search would otherwise be required. In these circumstances, the affirmative action information (item 5 in the above list) should be replaced by an approval (generally, an email message) from the Equal Opportunity Office which releases the department from national search requirements. Departments should contact Academic Human Resources at 543-5630 for information regarding national search waivers.
Community of Innovators
Nominate a student, faculty or staff member who makes exceptional and meaningful contributions to the College.
Nominations due 5 p.m. March 1.
Nominees and awardees will be honored at the Community of Innovators Awards reception.
Wednesday, May 29, 2013
3:30 to 5:00 p.m.
Paul G. Allen Center,
Microsoft Atrium.
Forms and Letters
New Appointments
Request to Advertise a Faculty Position (procedure with links)
Offer Letter Templates
Appointment Cover Sheets
Postdoctoral Titles
(e.g. Research Associate, Senior Fellow)
Professorial Titles
(including Research)
Visiting Faculty
(other than scholar/scientist)
