You might wonder why the office of the AVP for equity and diversity handles all Tenure / tenure track faculty recruitment? As a Research Intensive institution receiving federal grants, aid, and other forms of assistance, the University of Utah is legally accountable to follow federal guidelines in its faculty hiring process. And one very important guideline is addressing issues of underrepresentation in the recruitment, offer and hiring pools of the institution.
The FARRP and supporting materials are submitted to the College for Approval and Dean’s Signature. The college in turn sends the recruitment package to the office of the AVP for Diversity, where it is assigned a log number and sent on to the AVP for Budget (Paul Brinkman) for Approval. The packet is then returned to the AVP for Diversity for approval of both the FARRP and requisition forms. The office for Diversity then contacts the college to let them know the recruitment package is ready for pickup, who will then contact the department. Each department / program should allow five working days for the completion of this process.
This is a new and hopefully improved FARRP. Be sure rank is listed as assist, assoc, full or some combo of the three. List the recruitment type: that is, new position or replacement. If a replacement, type in faculty member’s name and whether she / he is retired, resigned etc. Assoc VP Paul Brinkman is trying to track why faculty members leave the University, so if you indicate Resigned, please indicate further whether that resignation was due to another offer or some other reason (and please list that reason). Always provide some reason for the departure. Use the Recruitment section to list the where and how of your activities: that is, your advertising venues and timelines. And finally the dean signs to approve the recruitment plan. Notes about recruitment: we are generally requiring two venues that target diverse audiences. These can be general or field-specific.
These are some suggestions for broad audiences. Field-specific options are organizations in the academic field that target women or underrepresented communities such as the Society for Women Engineers or a subgroup specifically for women or people from underrepresented communities in the major professional organization.
Information in this statement has been increased due to recent requirements from the Department of Education.
Per Federal Executive Order 11246, departments / programs have been required to send OEO postcards to every individual who applies for their position. In the past, those postcards were actual cards on 5x7 stock that were snail-mailed out. As we advanced technologically, we progressed to an email version of this postcard. Today, each department / program MUST utilize the Web Postcard system. If you are a new user to the system, contact the office for diversity to be added and then OEO for instructions. At this time, I’d like to invite Susie Johnson from OEO to come up and talk to you a bit about the web postcards. PLEASE NOTE that, when we close a job, we are able to keep track of who has and who has not been using the web postcard system. Those departments / programs who have not been using the system can expect to receive a notification / warning soon.
Once you have signed in, choose “Send Email to Applicants”
On the right-hand side, type in applicant’s email address, (the comma is very important) first name last name (no comma between first and last names) To send postcards to more than one person, drop to the next line by pressing “Enter” You will need to keep track of your applicants. Please either copy and paste into a Word document OR “Print Screen” each time you send to applicants. We only know who replies to the emails, not to whom the emails were sent.
For Affirmative Action, we track these categories. Postcards should be sent to all qualified applicants, without regard to citizenship. Claim Vet Preference – If an applicant checks this box, the OEO/AA office will notify your department. For further information regarding vet preference, go to the OEO/AA website http://www.hr.utah.edu/oeo
The FARRP and supporting materials are submitted to the College for Approval and Dean’s Signature. The college in turn sends the offer package to the office of the AVP for Diversity, where the compliance information is added to the file, and then sent on to the AVP for Budget (Paul Brinkman) for Approval. The packet is then returned to the AVP for Diversity for approval of both the FARRP and FRC forms. The office for Diversity then contacts the college to let them know the offer package is ready for pickup, who will then contact the department. Each department / program should allow three to five working days for the completion of this process.
List the results of each activity: that is, the number of applicants for each ad on the right hand side of the center box. Then the selected candidate’s first and last name after “Name of Person Selected.” And finally the dean signature for approval to offer.
You’ll note that this form has only enough space for four interviewees, so please print out additional forms as necessary. List every candidate interviewed on campus. Be sure to circle either selection or non-selection. When identifying ethnicity, be sure to use the categories and specific instructions identified on the form. Then AVP Villalpando signs here (left) and AVP Sperry here (right)
Be sure to include log number, department, college and position / rank. Name of every qualified applicant (interviewed or not) and reason for selection / non-selection, as well as “Selected Candidate” at the hire stage, Date application received. Interview Date, Employee of U, then Male or Female. Minority Status – if you are sure of it. Please note that these current federal categories are less extensive than the info requested on the FRC form. Finally, the recruitment contact source (from the results of each activity section of the FARRP) and indicate whether veteran preference was given to any applicant.
Please note that for A ffirmative Action purposes, an offer made is considered a hired and must be noted. Consequently, the FAFR may have more than one hire. We have given you a shortened, very general list of reasons for selection/non-selection. Please enter the number corresponding to the reason at the end of the applicant’s name on the FAFR form. You will note that this information is very general. The details to back up the reasons at a later date such as the notes and records from the interviews, CV’s considered qualified and corresponding notes, and the hiring process should be retained at the department for 3 years after the date of hire.
Offer letter MUST include contingencies of President and Board of Trustees approval and successful passing of background checks.
To begin I am going to start with Regular Faculty which include: Instructor, Assistant Professor, Associate Professor, and Professor. The Instructor title should be used if the faculty member has not completed their PhD. A faculty member can only have the Instructor title for 3 years.
The Regular and Auxiliary faculty job codes will all be found under the Faculty category. The unpaid faculty job code (6001) will be found under the Non-Employee category.
Step 1 will ask: Is this a Staff hire for a job posted by Human Resources? For Faculty always answer No.
If the Contract box is checked then a Summer Pay box will appear. If summer pay is your intent make sure to mark the Summer Pay box. When this box is marked the approval route skip Academic Affairs. Currently all Annual pay both for regular faculty and auxiliary Summer pay is set up to include Academic Affairs approval. Summer dates time frame include May 16 – August 15 th.
This is a document that can be e-mailed or handed to the new hire to complete. Never fill in the Gender, Ethnic Group, or Military status for the new hire.
The ethnic group is a critical field for University reporting. Never guess.
The comment box is a key to let us know what you are wanting to process. Make sure to Add the date that faculty voted and the vote in the comment box. Approval/Disapproval/Abstention/Absence On all new hire faculty ePAF’s.
Contract Faculty can be 9/12, 10/12, or 11/12. This means that the faculty member works during the 9,10, or 11 months and the pay is spread over 12 months. If the faculty member is on a 9 month contract they can have a 2.0 FTE between August 16 th and May 15 th .
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 on the drop down, then type in one word in the school name. Make sure it is in ALL CAPS. If you still can not locate the school code call us.
When processing a Termination remember to attach a letter of resignation or other documents of support this will help so the ePAF will not be recycled.
The purpose of a manual ePAF is to correct or remove data. Make sure to list in the comment box the purpose of your request.
Attach the letter from President Young when processing a promotion.
Faculty Hiring Overview
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
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.
Approval to Recruit Approval to Offer Approval to Hire
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
2) College to AVP for1) Department Equity &to College Diversity 3) AVP for Equity & Diversity to College
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
Chronicle of Higher Education – http://chronicle.com/jobs/ & http://careers.chronicle.com/Diverse Issues in Higher Education – www.diverseeducation.comDiversityInc Careers – www.diversityinc.comHispanic Outlook in Higher Education – www.hispanicoutlook.comJobs4Education – www.jobkite.comAdditional listings provided at Faculty Search TrainingArea Specific Organizations and Subgroups
The University of Utah values candidates who haveexperience working in settings with students from diversebackgrounds, and possess a [strong or demonstrated]commitment to improving access to higher education forhistorically underrepresented students. Be sure to select either “strong” or “demonstrated.”
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) 581-8365 (V/TDD).Please refer to our website at http://www.hr.utah.edu/oeo/access/for more complete information.
In an effort to ensure the University of Utah’s compliancewith federal guidelines, all tenure / tenure-track facultysearch committees must meet with OEO at the start of thesearch process. Meetings can be scheduled as part of normal search committee or faculty meetings Generally takes 20-30 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 , 581-8365
Human Resources Applications PortalAuthorized Login RequiredPlease enter your UNID and password for accessUNIDPassword submitForgot your password? Try resetting it yourself with theonline application through the Campus Information System.If you have difficulty, call the Campus Help Desk at801.581.4000 [option "1"].Access this page at Faculty Hiring Webpage, or www.hr.utah.edu/sip/admin
Manage My Jobs Manage My Users Send Email to Applicants
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.
Approval to Offer Stages 1. Approval to Offer Submission Process FARRP Faculty Recruitment Flow Record Faculty Recruitment Compliance Form 2. OEO Postcards
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
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.
1. Selected for position 2. Qualified – not selected 3. Offer made - declined 4. Still under consideration 5. Withdrew
In accordance with University of Utah policy,this offer of appointment is contingent uponfinal approval of the President and Board ofTrustees of the University of Utah. Utah statelaw requires the university to perform abackground check on new employees. This offerof employment is conditioned upon yoursuccessfully passing a pre-employment criminalbackground check and a verification of youreducation.
Approval to Hire Stages 1. ePAF creation and submission 2. Uploaded documents
2) College to AVP for Equity1) Department to and DiversityCollege ePAF approved by AVP for Equity ePAF submitted and Diversity 3) AVP for Equity and Diversity to AVP for Faculty
Instructor (for tenure track faculty prior to degree completion) Assistant Professor Associate Professor Professor
Categories Adjunct (Clinical) *use for paid position Clinical *use when position is unpaid (Lecturer) Research Visiting
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
Academic Non-FacultyAdministrationAthletic CoachesExemptFaculty: Includes all Paid Faculty titlesHouse StaffNon-Employee: Unpaid FacultyNon-ExemptStaff Physician
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
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)
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.
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
Hire an EmployeeEdit Existing JobChange Employment StatusUpdate Employee Personal DataSubmit a Manual RequestManage Personal Workflow
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.
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.
When the employee ID is assigned the next day all IT functions like provisioning an Email 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.
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.
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)
Recruitment - Main Campus Jennifer Aoyagi Bangerter, Office of the Associate Vice President for Diversity firstname.lastname@example.org 581-7569 204 Park Building www.diversity.utah.eduAppointments / ePAF - Main Campus Tami Garff, Office of the Associate Vice President for Faculty Heather Call, Office of the Associate Vice President for Faculty email@example.com 585-5355 205 Park Building firstname.lastname@example.org 581-8763 120 Park Building www.admin.utah.edu/facdevOffice of Equal Opportunity/Affirmative Action Susie Johnson email@example.com 581-8365 135 Park Building http://www.hr.utah.edu/oeo/Human Resources/ePAF and Benefits Matrix http://www.hr.utah.edu/ePAF/ http://www.regulations.utah.edu/humanResources/5-308.Matrix.pdf