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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

4.1

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.

 

4.2

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.

 

4.3

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:

4.4

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. 

 

Custom FieldValue
Start Date

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

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

Source

Defaults from Requisition

Hiring Manager

Defaults from Requisition

Location

Defaults from Requisition

Compensation 

Defaults from Requisition

Currency

Defaults from Requisition

Wage Type

Defaults from Requisition

Salary

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

NotesUsed for information directed to the employment area
Work-Study Type (Student Only) --Not used for Faculty--
UNM ID (Student Only) --Not used for Faculty--
Position NumberEnter the position number or "Create New" if a new position is being requested.
Index and Account CodeOnly 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 
Personnel DateFor Academic Year (9 Month) Faculty: Enter the first day 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 day of the month of the employee's start date. Cannot exceed 1 year.

For Fiscal Year (12 Month) Faculty: Employee's start date. Cannot exceed 1 year.

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

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

Job End DateDo not enter
Probation/Trial Period End Date--Not used for Faculty--
Supervisor NameEnter Supervisor Name
Supervisor UNMIDEnter Supervisor UNMID
Supervisor Title--Not used for Faculty--
Supervisor Phone--Not used for Faculty--
Supervisor Email--Not used for Faculty--
Position "Reports To" Name (Staff Only)--Not used for Faculty--
Position "Reports To" UNM ID (Staff Only)--Not used for Faculty--
Moving Expenses (Staff Only)--Not used for Faculty--
Annual Salary (Contract Staff Only) 
Lobo U (New Employee Orientation) Date (Staff Only)--Not used for Faculty--
Subject to Overtime (Staff Only)
 --Not used for Faculty--
Benefits Eligible Position (Staff Only) --Not used for Faculty--
Shift (Staff Only) --Not used for Faculty--
Pre-Employment, Post-Offer Physical Exam Required (Staff Only) --Not used for Faculty--
Covered by Collective Bargaining (Staff Only) --Not used for Faculty--
Primary Discipline (Faculty Only)Visible to HSC Academic Depts. Only
CIP Code (Faculty Only)CIP codes can be found at https://nces.ed.gov/ipeds/cipcode
Academic Title (Faculty Only)

Format as "Rank of Discipline"

Faculty Type (Faculty Only)

Select the employee's rank

Rank (Faculty Only)

Select the employee's rank

Appointment Status or Track (Faculty Only)

Tenure-Track Appointments: Probationary

Tenured Appointments: Tenured

Lecturer/Professor of Practice Appointments: Non-probationary

Research/Visiting appointments: Visiting or temporary

Review Typle (Faculty Only)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 (Faculty Only)

If applicable, Mid-probationary review date

Tenure Review Date (Faculty Only)

If applicable, Tenure review date

Build SAC Only (Main/Branch Campus Faculty Only, If Applicable)

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

SAC Title (Main/Branch Campus Faculty Only)

Title of administrative assignment

SAC Total Payment (Main/Branch Campus Faculty Only)

Total amount of SAC payment

SAC Contract Start Date (Main/Branch Campus Faculty Only)

Entered as the 1st of the month when the SAC is to be effective

SAC Contract End Date (Main/Branch Campus Faculty Only)

Entered as the last day of the month when the SAC is to end.


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.

 

4.5

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.

 

4.6

Onboarding and New Hire Paperwork

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

 

4.7

Pre-provisioning

Pre-provisioning is initiated by the on-boarding process at the Employment Area. In order for an applicant to be pre-provisioned they must have accepted their offer letter and competed the electronic version of the Employee Demographic Form (EDF) as part of their on-boarding tasks.  The selected hire will receive an email with their UNM ID number and instructions to create a UNM NetID.

 

Support

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

  • Phone: 505-277-4528