Hiring Request: Regular, Research,Visiting, PostDocs
Purpose
Procedures for submitting a hiring request for a regular, research, or visiting faculty positions and Post-Docs.
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
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.
Change the applicant’s status to Recommended for Hire. (note: NEVER change the status to hired)
- 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.
4.2
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
- Interview Itineraries
- Draft Offer Letter (Must be MSWord format)*
- Transcripts
- Remote Work Memorandum of Agreement (if applicable)
- For a non-competitive hire:
- Draft Offer Letter (Must be MSWord format)*
- Transcripts
*Note: Once an offer letter is attached you cannot remove it. If a change is needed attach the revised letter and update the title as e.g. "revised" or "v2"
4.3
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 Field | Value |
| 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 and Post-Docs: 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 actual annual 9 month or 12 month base salary |
| Notes | Used 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 Number | Enter the position number or "Create New" if a new position is being requested. |
| 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. |
| Appointment Percent | |
| Personnel 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 or Post-Docs: 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 or Post-Docs: Employee's start date. Cannot exceed 1 year. | |
| Contract End Date | For 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 or Post-Docs: The last day of the contract period. | |
| Job End Date | Do not enter |
| Probation/Trial Period End Date | --Not used for Faculty-- |
| Supervisor Name | Enter Supervisor Name |
| Supervisor UNMID | Enter 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-- |
| Remote Work Type | If working from a UNM Campus: Leave Blank If working remotely: Select "In State Remote Work" or "Out of State Remote Work" |
| Remote Work Location: | If working remotely, select from drop down the Job Location Code of where the candidate will physically be working. |
| Primary Discipline (Faculty Only) | Visible to HSC Academic Depts. Only |
| CIP Code (Faculty Only) | 6 digit 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 Type (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. |
- Click the Save and Create New Letter button
.- A pop-up will appear with job details used by OFAS. The draft offer letter will not display in the text box. The draft letter will be finalized by OFAS and sent to the candidate once the hiring request is approved.
- Click Save and Create Offer button
- Click Submit button, this will submit it to the next approver in queue. The required approval queue will be determined by the type of requisition.
4.4
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.
NOTE: For Staff - This email is not an approval of your Offer Detail that was submitted. The approval is the issuance of the Offer Letter.
Sincerely,
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 accepted 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
Thank you,
The University of New Mexico
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.
4.5
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.
- The hire will receive a benefits notice if eligible.
- The hire will receive a I-9 reminder to come to OFAS to complete the Employment Eligibility Verification process.
4.6
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:
- Email: faculty@unm.edu
- Phone: 505-277-4528
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