Purpose

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

Applicability

For hiring coordinators 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

To initiate a request begin by hovering over Recruit on the navigation bar and select Manage Requisitions.

To view the applicant information for a requisition, click 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.

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.

4.2

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:
1. Justification memo
2. Interview Itineraries (if applicable)
3. Transcripts
4. Remote Work Memorandum of Agreement (if applicable)

For a non-competitive hire, required documents include:
1. Justification memo
2. Transcripts

4.3

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.

Custom Field	Value
Start Date	The date the assignment begins
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 annualized salary per the salary calculator
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 Pooled Position number for your Org. Pooled Position Each department has its own pooled position for adjunct faculty, you can find the position number by running a report in HR Reports. For adjunct faculty: FTXXXX-00 (most common) For working retirees: FTWXXX-00
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	0 to 100
Personnel Date	First day of the assignment
Contract Start Date:	Not used for TPT
Contract End Date	Not used for TPT
Job End Date	Last day of the assignment
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)	Not used for TPT
CIP Code (Faculty Only)	Enter the 6 digit CIP code found at: https://nces.ed.gov/ipeds/cipcode
Academic Title (Faculty Only)	Not used for TPT
Faculty Type (Faculty Only)	Not used for TPT
Rank (Faculty Only)	Not used for TPT
Appointment Status or Track (Faculty Only)	Not used for TPT
Review Typle (Faculty Only)	Not used for TPT
Mid-Probationary Review Date (Faculty Only)	Not used for TPT
Tenure Review Date (Faculty Only)	Not used for TPT
Build SAC Only (Main/Branch Campus Faculty Only, If Applicable)	Not used for TPT
SAC Title (Main/Branch Campus Faculty Only)	Not used for TPT
SAC Total Payment (Main/Branch Campus Faculty Only)	Not used for TPT
SAC Contract Start Date (Main/Branch Campus Faculty Only)	Not used for TPT
SAC Contract End Date (Main/Branch Campus Faculty Only)	Not used for TPT

Select the Save and Create New Letter button at the bottom of the page.

The Letter of Understanding (LOU) will display:

Enter the course assignment and complete the description of duties on the LOU.
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.
To finalize the offer letter, scroll down and select the Save and Create Offer button.
Lastly, 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.

4.4

Approved Hiring Request

Once the hiring request is approved, you will receive an email notification.

Example email

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.
When the offer letter is signed you will receive a email notification.

Example 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

To find the completed offer letter or 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

After the candidate has accepted the offer letter, OFAS will initiate electronic on-boarding for the applicant. New hire tasks will be sent to and completed by the hired candidate via UNMJobs. Please refer to the new faculty checklists found on OFAS website.

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

Have feedback? Send us an email with your recommendation.

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