Submitting a Hire Request for TPT - HSC FCO

Purpose

Procedures for submitting a hiring request for a temporary part-time (Adjunct) 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

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

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 "Changing Applicant Status and Disposition Reason" guide.
Attach the documents required by HSC FCO to review the hiring request.

Go to the Documents tab and select 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:
  - Justification memo
  - Composite screening tools
  - Interview Itineraries (if applicable)
  - SOM PRC or CON, COP, COPH Vice Chancellor approval
- For a non-competitive hire:
  - Justification memo
  - SOM PRC or CON, COP, COPH Vice Chancellor approval

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.

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*	Per Course or Per Credit	Defaults from Requisition
Currency:*	United States Dollar	Defaults from Requisition
Wage Type*	Annual	Defaults from Requisition
Salary*	Annualized salary from TPT Salary Calculator	Salary Calculator can be found on HSC FCO website
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.
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
Primary Discipline	Leave Blank
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

*Required Field
Select the Save and Create New Letter button.
The Letter of Understanding (LOU) will display in the create offer letter text box. Enter the description of duties and course assignment on the LOU. The LOU is editable in Design and you can add an image of a signature, if desired.
You can preview the LOU by selecting the icon to download a PDF or the icon to preview the LOU within the offer letter text box.
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 HSC FCO based on the type of faculty position.

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 LOU will be sent by HSC FCO to the candidate's UNMJobs application profile. Once the LOU 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 LOU 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 icon.

Onboarding and New Hire Paperwork

Once the candidate has accepted the offer letter, HSC FCO will initiate electronic onboarding for the applicant. The Employee Demographic form will be send to and completed by the hired candidate via UNMJobs. The hired candidate will need to come to our office either before or on their start date to complete their I-9 and NMERB form. Direct Deposit and W-4 will need to be completed via my.unm.edu once their UNM Netid is created and hopefully before the Payroll deadline.