Submitting a Hire Request for Faculty HSC FCO

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Last updated: Mar 14, 2023 by Krickett Marquez

Submitting a Hire Request for Faculty - HSC FCO

Purpose

Procedures for submitting a hiring request for a 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)
      • Signed LOO
      • SOM PRC form signed by the Chair and Approval emails from the PRC and OFACD Associate Dean or CON, COP, COPH, HSLIC - HSC Director for Faculty Academic Affairs  approval
      • Equity Grid
    • For a non-competitive hire:
      • Justification memo
      • Signed LOO
      • SOM PRC form signed by the Chair and Approval emails from the PRC and OFACD Associate Dean or CON, COP, COPH, HSLIC - HSC Director for Faculty Academic Affairs  approval
      • Equity Grid

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 in LOO.

Hiring Manager*

Committee Chair or Hiring Official

Defaults from Requisition

Location*

Hiring Department

Defaults from Requisition

Compensation*

12 Month Base Salary

Defaults from Requisition

Currency:*

United States Dollar

Defaults from Requisition

Wage Type*

Annual

Defaults from Requisition

Salary*

Annual salary from LOO


Notes

Notes or Comments


Work-Study Type

Leave Blank


Position Number*

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

Use position number NBFLVA for Full VA hires

Index and Account Code*

Index and Account Code

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.
Use 3U10 as the index for Full VA hires.

Appointment Percent*

Appointment Percent

Format as XXX.XX. Should match total Appt% given in LOO.

Personnel Date*

Start Date

Should match start date stated in LOO.

Contract Start Date*

Start Date

 Should match start date stated in LOO.

Contract End Date*

End of Fiscal Year

06/30/XXXX

Job End Date*

Leave Blank


Probation/Trial Period End Date

Leave Blank


Supervisor Name*

Supervisor Name


Supervisor UNM ID*

Supervisor UNM ID


Supervisor Title

Leave Blank


Supervisor Phone

Leave Blank


Supervisor Email

Leave Blank


Skip over the Staff Only Fields (Next 10 Fields) to Faculty Only



Primary Discipline (Faculty Only)*

Select Clinical if FTE is mostly clinical


Academic Title(Faculty Only)*

Should match Rank in LOO, Spell out with name of the College or Department

i.e, Clinician Educator-Assistant Professor of Pathology or Professor of Internal Medicine , Lecturer II of Nursing

Faculty Type (Faculty Only) *

Should match Rank in LOO


Rank (Faculty Only)*

Should match Rank in LOO


Appointment Status or Track( (Faculty Only)*

Select appropriate track


Review Type*

Select appropriate next review type

Tenure track = Mid-Probationary

Mid-Probationary Review Date

Enter appropriate next review date

Flex track = 06/30/three years from start date Clinician Educator = 06/30/three years from start date Tenure track = Mid-Pro date in LOO

Tenure Review Date

Enter Tenure review date from LOO











*Required FieldSelect the Save and Create New Letter button.The Offer Details will display in the text box.You can preview the Offer Details by selecting the icon to download a PDF or the icon to preview the Offer Details within the offer letter text box. To create the offer for approval, 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 Offer Details will be sent by HSC FCO 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 icon.

Onboarding and New Hire Paperwork

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.