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Purpose

Procedures for submitting a hiring request for a regular, research, or visiting faculty position.

Applicability

For Hiring Coordinators who will be responsible for submitting hiring requests.

Prerequisites

Hiring Coordinator access is managed via the Hiring Coordinator role which can be requested via the Banner Authorization Requests (BAR) system.

Procedure

Verify Employment Area

Your employment area must be Main and Branch Campus Faculty to work on main and branch campus faculty requisitions. See SOP – Selecting Your Employment Area.

Initiate Hiring Request

Hover over Recruit on the navigation bar and select Manage Requisitions.        

  • To view the applicant information for a requisition, select the value (numeric) under the Applicants column in the requisition listing
     
  • Once selected, you will be brought to the Manage Applications page.
  • Select the applicant’s name for which you will submit a hiring request.
     

For the hired applicant, change the applicant’s status to Recommended for Hire.

Complete the DRA, if necessary. See the Changing Applicant Status and Disposition Reason guide.

Attach Required Documents

Attach the documents required by OFAS to review the hiring request.

  • Go to the Documents tab and select Add Attachment  to upload the required documents.
  • Within the Upload Attachment box, select Recommended for Hire from the Attach To drop-down. Enter a title, browse for the required document, and select Save to upload a document.
  • For a competitive hire, required documents include:
    • Justification memo
    • Composite screening tools
    • Interview Itineraries
    • Draft Offer Letter (MSWord format)
  • For a non-competitive hire:
    • Draft Offer Letter (MSWord format)

Complete Offer Details

To initiate the hiring request, go to the Statuses tab on the applicant’s Application Profile. The Recommended for Hire section should be expanded.

Complete the Offer Details information using the table below to identify the appropriate fields. 

*Required Field

Field Name

Value

Notes

Start Date*

Employee's start date.

For academic year (9 month) faculty, the start date is typically the week before classes begin.

Hiring Manager*

Committee Chair or Hiring Official

Defaults from Requisition

Location*

Hiring Department

Defaults from Requisition

Compensation*

9 Month Base or 12 Month Base

Defaults from Requisition

Currency*

United States Dollar

Defaults from Requisition

Wage Type*

Annual

 

Salary*

Base Salary

Enter the full-time equivalent 9 month or 12 month base salary

Moving Expenses

Amount of Moving Expenses, if applicable

 

Position Number*

Enter position number or "Create New" if a new position is being requested.

 

Index*

Index

Only one index can be used to set up a new position. If multiple indices are required, a labor distribution ePAF can be submitted once the employee's job record has been created. You will receive an email notification when the job record has been created.

Appointment Percent*

Appointment Percent

Format as XXX.XX

Personnel Date*

For Academic Year (9 Month) Faculty: Enter the first of the month of the employee's start date.

 

For Fiscal Year (12 Month) Faculty: Employee's start date

Contract Start Date*

For Academic Year (9 Month) Faculty: Enter the first of the month of the employee's start date.

 

For Fiscal Year (12 Month) Faculty: Employee's start date.

Contract End Date*

For Academic Year (9 Month) Faculty: Enter the last day of the month for the contract period (Ex. 5/31/2017).

Contact start and end dates cannot exceed 1 year.

For Fiscal Year (12 Month) Faculty: The last day of the contract period.

Job End Date

Do not enter

 

Supervisor Name*

Supervisor Name

 

Supervisor ID*

Supervisor UNM ID

 

Academic Title*

Format as "Rank of Discipline"

Ex. Assistant Professor of Biology

Faculty Type*

Select the employee's rank

 

Rank*

Select the employee's rank

 

Appointment Status or Track*

Tenure-Track Appointments: Probationary

 

Tenured Appointments: Tenured

Lecturer/Professor of Practice Appointments: Non-probationary

Research/Visiting appointments: Visiting or temporary

Review Type*

Tenured Appointments: Blank

 

Tenure-Track Appointments With a Mid-Probationary Review: Mid-Probationary

Tenure-Track Appointments Without a Mid-Probationary Review: Probationary

Lecturer/Professor of Practice Appointments: Non-Probationary

Research Appointments: Visiting Research

Visiting Appointments: Visiting or Temporary

Mid-Probationary Review Date

If applicable, Mid-probationary review date

Ex. 6/30/2019

Tenure Review Date

If applicable, Tenure review date

Ex. 6/30/2022

Build SAC Only

Select if applicable

For administrative faculty postings only. Select only if hire results only in the addition of a Special Administrative Component.

SAC Title

If applicable, title of administrative assignment

 

SAC Total Payment

If applicable, total amount of SAC payment

 

SAC Contact Start Date

If applicable, entered as the 1st of the month when the SAC is to be effective

Ex. 8/1/2016

SAC Contract End Date

If applicable, entered as the last day of the month when the SAC is to end.

Ex. 5/31/2017

*Required Field

Select the Save and Create New Letter button.

The offer letter will not display in the create offer letter text box. The draft offer letter you attached will be sent to the selected candidate by OFAS once the hiring request has been approved.

To create the offer letter, select the Save and Create Offer button.

Select the Submit for Approval button to submit the hiring request. The required approval queue will be determined by the type of requisition.

Approved Hiring Request

Once the hiring request is approved, you will receive the following email notification.

Dear RECIPIENT.FIRST.NAME RECIPIENT.LAST.NAME:


The hiring request for JOB.TITLE (JOB.REQUISITION.ID) has been
OFFER.APPROVAL.DECISION. Below is a summary of the comments that were entered by the hiring request approvers for your review. If the hiring request was not approved, the requested changes will be noted in the approver comments below.

Comments: OFFER.APPROVAL.COMMENT 

Please note: An offer letter may be issued once JOB.OU.DIVISION.TITLE has completed their required review. Refer to the employment area's standard operating procedure for the offer letter process.

Regards,

UNMJobs

The offer letter will be sent by OFAS to the candidate’s UNMJobs application profile. Once the offer letter is signed you will receive the following email.

The offer letter for PROFILE.USER.NAME.FIRST PROFILE.USER.NAME.LAST was OFFER.RESPONSE.DECISION on OFFER.RESPONSE.DATE. If the offer letter was declined, the candidates comments will be listed below. If accepted, the appropriate employment area will initiate onboarding.

Offer Letter Comments:

OFFER.NOTES

Job Title: JOB.TITLE

Hiring Department: OFFER.LOCATION

Start Date: OFFER.START.DATE

Regards,

UNMJobs

You can find the completed offer letter and check on the status of the hiring request by reviewing the Offer Details section on the Statuses tab. You can print or save a copy of the completed offer letter by clicking on the search  icon.

Onboarding and New Hire Paperwork

Once the candidate has accepted the offer letter, OFAS will initiate electronic onboarding for the applicant. New hire paperwork will be sent to and completed by the hired candidate via UNMJobs. Please refer to the new faculty checklists found on OFAS’s website. 


Support

 For questions and support concerning Main & Branch Campus Faculty contact the Office of Faculty Affairs and Services:

  • Phone: 505-277-4528