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Purpose

Procedures for submitting a hiring request for a temporary part-time 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.

  • For more information on how to change an application status, see the “Changing Applicant Status and Disposition Reason” guide.

Complete the DRA, if necessary. See the Completing the DRA.

 

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 dropdown. Enter a title, browse for the required document, and select Save to upload a document.
  • For a competitive hire, required documents include:
    1. Justification memo
    2. Composite screening tools
    3. Interview Itineraries (if applicable)
  • For a non-competitive hire, required documents include:
    1. Justification memo

4.4

Complete Offer Details & LOU

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.

Should match start date stated on LOU.

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 *

Per Course or Per Credit

Defaults from Requisition

Salary*

Annualized salary from TPT Salary Calculator

Salary Calculator can be found on OFAS website under the Resources tab.

Moving Expenses

Leave Blank

 

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. Should match total Appt% given on LOU.

Pay Installments (AY Faculty Only)

Leave Blank

For academic year (9 month) faculty only, leave back for fiscal year (12 month) faculty, TPTs and postdocs

Personnel Date*

Start Date

Should match start date stated on LOU.

Contract Start Date

Leave Blank

 

Contract End Date

Leave Blank

 

Job End Date*

End date of teaching assignment.

Should match end date stated on LOU.

Supervisor Name*

Supervisor Name

 

Supervisor ID*

Supervisor UNM ID

 

Academic Title

Leave Blank

 

Faculty Type

Leave Blank

 

Rank

Leave Blank

 

Appointment Status or Track

Leave Blank

 

Review Type

Leave Blank

 

Mid-Probationary Review Date

Leave Blank

 

Tenure Review Date

Leave Blank

 

Build SAC Only

Do not check

 

SAC Title

Leave Blank

 

SAC Total Payment

Leave Blank

 

SAC Contact Start Date

Leave Blank

 

SAC Contract End Date

Leave Blank

 
Org Code*
Org Code 

*Required Field

Select the Save and Create New Letter button.

 

The Letter of Understanding (LOU) will display in the create offer letter text box.

  1. Enter the description of duties and course assignment on the LOU. The LOU is editable and you can add an image of a signature, if desired.
  2. You can preview the LOU by selecting the PDFicon to download a PDF or the preview  icon to preview the LOU within the offer letter text box.
  3. To create the offer letter, select the Save and Create Offer button.

Finally, select the Submit for Approval button to submit the hiring request. The required approval queue will be determined by OFAS based on the type of faculty position.

 

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,

The University of New Mexico

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. New hire paperwork will be send 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