Procedures Series 100: Recruitment

Procedure number: 110

Revised: September 2014

Subject: Recruitment-Fully Affiliated Faculty (Regular)

The recruitment of a faculty member is the responsibility of the hiring department, including the financial support for all recruitment activities. These procedures are in compliance with the Code of Federal Regulations (e-CFR § 656.17 and § 656.18).

The job posting is an online process. Only those individuals trained to use the PeopleAdmin Online Employment System and have Originator status may create a job posting. Contact the Wright State University Human Resources (937-775-2120 or human_resources@wright.edu) for training information.

The person who enters and updates the position posting is considered the Originator. When creating the position, the Originator may designate other individuals as "Originator" under the section "Departmental Users with Access." Only Originators can make changes to an applicant's status in PeopleAdmin. It is recommended that the search committee chair be listed as an Originator.
NOTE: The added Originators must have PeopleAdmin accounts prior to the position being created.

In addition to this procedure, consult the PeopleAdmin User Guides available on the "Login to PeopleAdmin" web page.

When recruiting faculty, follow the guidelines in these steps:

  1. Source of Funding
  2. Search Committee
  3. Advertisement
  4. Interviews
  5. Request for Contract/Request to Offer Position
  6. Background Check
  7. Letter of Offer
  8. Candidate Response to Offer
  9. Completion of Recruitment
  10. Moving Expenses

Source of Funding

Before creating the posting on PeopleAdmin, the department should determine the source of funding for the position. If the position is funded entirely or in part by an affiliated hospital, the department will need a letter of intent. The department should:

  1. request the letter of intent from senior administration (vice president of academic affairs, vice president of development, or director of medical education) of the supporting hospital
    NOTE: If Premier Health is the funding affiliated hospital, no letter of intent is required. However, a budget discussion by the clinical department business manager or chair is required with the BSOM Executive Director.
  2. wait for the letter of intent before posting on PeopleAdmin
    • keep a copy of the letter of intent for department files
    • attach the letter of intent as a document when posting the position on PeopleAdmin OR add "Premier Health funded" to the comments section.

Search Committee

The department creates a search committee, which may consist of faculty, staff, students, and residents and should be as diverse as possible.

The search committee must be identified and receive compliance training prior to the submission of the PeopleAdmin posting. Contact the Office of Equity and Inclusion for training information, oei@wright.edu, 937-775-3207.

Committee members will be assigned a guest username and password to view the applicants in PeopleAdmin.

The department will create the advertisement for the position.

  1. The advertisement must match the requirements listed in the PeopleAdmin fields.
    • Only current WSU-employed faculty and staff are eligible for an internal position posting.
    • Applicants must meet the posted minimum candidate requirements at the time of application. Therefore, the wording in the posting is critical to the candidate's eligibility. Examples:
      • If the candidate must possess a specified degree to apply, then candidates may not be interviewed/considered for employment unless they have completed the degree prior to the date of their application.
      • If the candidate needs to possess a specified degree by the start dates, include a qualifying statement in the offer letter. "This offer is contingent upon the successful completion of your [-required degree] by [specified date].."
      • If the department requires that the candidate anticipates completing a specified degree within one year of the start date, the offer letter should include a qualifying statement. "The [required degree] is a requirement for this position. You must complete your [required degree] within one year of your start date. Continuation of your employment beyond the first year contingent upon the successful completion of [required degree] by [specific date]."
    • The job description and required qualification field in PeopleAdmin should specifically state if graduate assistantships, internships, and/or undergraduate work experience may count towards a years -of-experience requirement.
  2. The advertisement must state that all applicants must apply online at https://jobs.wright.edu/.
  3. The advertisement should state "open until filled" if the department wants to keep the posting open for an extended search period.
  4. The advertisement must us the following tagline for all job posting/ads: "Wright State University, an equal opportunity/affirmative action employer, is committed to an inclusive environment and strongly encourages applications from minorities, females, veterans, and individuals with disabilities."
    NOTE: The following tagline should ONLY be used for job posting/ads that have a line/word limit or pay per line/word pricing structure: "Wright State University: AA/EOE/M/F/Vet/Disability."

The Originator will:

  1. attach the advertisement at the Document tab under "Document," "Ad Copy"
    The advertisement should be placed in a least one national professional journal (e-CFR § 656.18).
  2. list all locations where the advertisement will be posted. Post in locations that will encourage diverse populations to apply. Contact the Office of Equity and Inclusion for assistance identifying resources.
    Advertise in all appropriate publications and keep a listing of all agencies and institutions contacted about the position.

The Office of Equity and Inclusion will assign an Affirmative Action Number.

WSU Human Resources will provide the official first consideration date.

The department or Originator will:

  1. submit the approved advertisement to the listed locations after Human Resources notifies the Originator when the position is posted on the WSU employment site
  2. send a copy of each advertisement as it appears in journals or on-line to Human Resources, Attention: Employment Manager, who will upload the copies into PeopleAdmin. The department does not need to keep a copy in its files as long as it is is uploaded into PeopleAdmin.

Interviews

Reviewing Applications
The search committee's duties are to

  1. accept applications until the deadline or begin reviewing them after the first consideration date for open positions
  2. screen the applications in compliance with federal, state, and Wright State hiring policies and procedures
  3. select the candidates for interview. First visits are normally limited to three candidates.

Screening Applications
The Originator must

  1. list each applicant on the screening chart and complete information for each. Retain the chart with the search records according to the WSU Records Retention Schedule.
  2. update PeopleAdmin record for each applicant by selecting the appropriate workflow action in the "Take Action On Job Application" box.

Requesting Interview
After the search committee has identified the applicants to be interviewed, the Originator must

  1. click "Take Action on Job Application" and select "Recommend for Interview," which will trigger and send an email to the Office of Equity and Inclusion. When the Office of Equity and Inclusion approves applicants for interview, the system will trigger and send an email notifying that the applicants have been "Approved for Interview."

Conducting Interviews
The search committee will

  1. invite the candidates approved by the Office of Equity and Inclusion
    • The committee should be consistent with all candidates by using the same basic itinerary for each candidate and using the same general questions.
  2. interview the candidates
    • The committee should review the "Employment Guide-Questioning Applicants" brochure prior to conducting the interview and contact the Office of Equity and Inclusion with any questions or concerns.
  3. make a recommendation to the chair

Request for Contract/Request to Offer Position

The department must

  1. send a request to hire to the affiliated hospital if the position is supported in part or in total by the hospital. The hospital's administration MUST approve the hire PRIOR to the completion of the PeopleAdmin documentation and the offer letter to the candidate.
  2. send the name of the appointee to wspcredentialing@wspi.org at Wright State Physicians to begin the claims history
  3. change the status of the finalist's application in PeopleAdmin to "Recommend for Hire" and click on "Start Hiring Proposal" to being the hiring proposal process

Hiring Proposal
If the posted rate is to be offered to the applicant, roll over "Take Action on Job Application" and submit it to the next appropriate approver.

If a higher annual salary is proposed, follow these steps:

  1. Click on "Edit" link.
  2. Enter the proposed salary in the " Proposed Annual or Hourly Rate" field. No compensation should be discussed with the applicant prior to Compensation approval.
  3. Enter a justification in the "Justification" field. With justification, proposals will be returned to the Originator.
  4. Click on "Save" and "Next."

On the Summary page roll over the "Take Action on Job Application" button and click "Recommend for Hire." This action will trigger and send an email to the Office of Equity and Inclusion.

After the application is approved, an email will be triggered and sent to the Originator with a notification "Make a Verbal Offer."

Background Check

The department makes a verbal and conditional offer contingent upon a successful background check. Upon acceptance of the verbal offer, the department must

  1. notify the candidate that HireRight (background check vendor) will send an email with login instructions to access the screening application
  2. go to the posting in PeopleAdmin and click on the "hiring Proposal" tab. Click on the application. Roll over the "take Action on Job Application" button and click "Send to HR Employment for Background Check" to change the application's status to complete the process.
  3. Request an official transcript to be sent to Chair who will need to verify and sign off with the following attachment and send to HR (transcript verification). 
  4. Exceptions to qualifications to faculty credentials (exceptions form).

Human Resources will notify the department of the results.

NOTE: Background checks take one to three business days.

The department may proceed with the letter of offer after receiving the results.

Letter of Offer

The department must

  1. wait for the approval email
    • An offer for a faculty position CAN NOT be made to candidates prior to
      • the closing date contained in the specific position advertisements
      • Office of Equity and Inclusion approval
      • hospital approval for positions that the hospital funds in part or in total
  2. prepare a draft letter of offer

BSOM and WSP Offer Letters
If the position involves clinical service (seeing patients), the department will also prepare a draft letter of offer for the Wright State Physicians (WSP) in addition to the BSOM letter.

  1. Send the BSOM draft offer letter to bsom_fca@wright.edu for approval.
  2. Send the offer letter to the appointee after the letter has been approved.

NOTE: If any changes are made to either offer letter after approval, the letter must be submitted again for approval.

WSU Tenure Track Letters
The template for tenure track letters is on the Hiring Proposal tab in People Admin. Background and degree certifications should be completed before sending the letters to the provost's office.

  1. Select the appropriate offer letter template
  2. Submit the following to the Associate Provost Office, attention: Shannon Norton, 250 University Hall, or email to shannon.norton@wright.edu for review:
    • two copies of the original letter
    • a copy of the position posting
    • the candidate's CV

The provost will sign the letter and return it to the department. The department will obtain any other required signatures and send the letter to the candidate.

Candidate Response to Offer

If the offer is accepted, the department sends the following to the Office of Faculty and Clinical Affairs:

  • original offer letter
  • current CV
  • Faculty Database Form (DOCX)
  • Personnel Action Form (PAF available on-line)
    NOTE: Do not enter the applicant's Social Security Number on the PAF. Leave this line item blank.

If the offer is declined, the department changes the applicant's status to "Declined Offer" in PeopleAdmin and notifies both Human Resources and the Office of Equity and Inclusion..

The department may proceed with an offer to a second candidate only after notifying both Human Resources and the Office of Equity and Inclusion. (Repeat steps beginning at REQUEST FOR CONTRACT/REQUEST TO OFFER POSITION.)
If no other offers will be made, the department should inform Human Resources and the Office Equity and Inclusion of its plans, whether it plans not to fill the position, reopen the search, etc.

Note: Once the position is filled or the department has decided not to fill the position, the department should keep documentation of the search for three years.

Completion of Recruitment

The department must complete the recruiting process by updating the workflow actions for all applicants.
NOTE: Some codes will send automatic emails to the applicants. Contact Human Resources (Meltem Kokaly) for details.

Moving Expenses

New faculty moving expenses are compensated in an amount up to one month’s annual salary. The cost is divided evenly between the department (50%) and the dean’s office (50%). Anything in excess of one month’s salary will be paid by the faculty member or an agreement with the hiring supervisor/department. The faculty member is responsible for contacting one of the awarded vendors (PDF) to make moving arrangements.

For more information on Moving Companies UN-030 Household Moving Services Awarded Vendors, select Moving Services (household) on the IUC web page.

Contacts:

Office of Equity and Inclusion: oei@wright.edu
Office of Fiscal Affairs: Kimberly Paul, kimberly.paul@wright.edu
Wright State Physicians: WSP Human Resources, HR@wrightstatephysicians.org

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