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College of Agriculture > About the College> Administrative Services> Policies & Guidelines > Hiring of Faculty

Policy and Procedures for Hiring of Faculty

College of Agriculture

Policy Statement: Faculty positions which are vacated during the fiscal year due to retirement or termination will be returned to the Dean’s Office. In the case of extension supported positions, the remaining extension funds for the year and the budgeted funds are returned to Extension. In the case of Division 1 and Division 3 funded positions, the remaining instruction and research funds for the year and the budgeted funds are returned to the Dean’s Office. The Department Head/Chair must request permission to fill a vacant position by submitting Form COA-100 and provide the position description. Instruction and research funds and temporary salary savings and associated benefits for the vacant position will be transferred to the Dean’s Office vacant salary reserve accounts. All faculty positions will be nine month appointments with two available start dates of August 16 (beginning of the academic year) and January 1. These dates will be determined during the development of the job announcement. All tenure clocks start at the beginning of the academic year, August 16, regardless of the start date.

After approval to fill a faculty position is received from the College of Agriculture Dean and appropriate administrators, the following procedures will be used to fill the position. If a position has an extension appointment, approval from the Director of ACES will be required before proceeding.

Procedures:
  1. COA/AAES Human Resources will prepare the Part A of the PROV-100 form for the Department Head/Chair and Dean’s signature. The Department Head/Chair will appoint a search committee to serve and develop the position announcement along with review and input from Director, ACES or designee prior to finalizing draft announcement. The committee will also determine position advertisements, selection criteria, and other related documents as appropriate with assistance from the COA/AAES Human Resources staff. The search committee will consist of a representative from all major groups (instruction, research, extension) within a department as appropriate based on the subject area and appointment of new position. Representatives from other departments, colleges and industry, as appropriate may also serve as members of the committee. The COA/AAES Manager, Human Resources will serve as an ex-officio member of each faculty search committee and attend meetings to provide a timeline, guidance and advice regarding proper procedures for affirmative action goals, non-discriminatory practices, recruitment plans, and other related issues regarding hiring procedures. A final announcement will be provided to Extension Administration when recruitment request is being prepared for approval by the Provost’s Office and AA/EEO.

  2. The COA/AAES Human Resources staff will be responsible for completing the FORM A and submitting for review and processing through the Provost’s and AA/EEO offices. Once approval is provided, advertising may begin. The Dean’s Office will cover expenditures related to advertising and interviewing.

  3. The search committee chair will receive applications and mail voluntary affirmative action survey (FORM C) cards to each applicant. The search committee chair will be required to maintain records during the process for providing to the COA/AAES Manager, Human Resources for completion of approval paperwork. The search committee will determine recommended individuals for further consideration and/or interviews on a non-discriminatory basis according to established criteria as stated as the advertised needs and responsibilities of the position.

  4. During the interview process, each candidate will be required to meet with the Dean and Director, ACES administration for extension appointments, COA/AAES Human Resources staff, in addition to departmental faculty, staff and students. A copy of all application materials for interviewed candidates will be kept on file in the departmental office or other secure departmental location to enable all faculty members the opportunity to review before the search committee presents their recommendations to the departmental faculty.

  5. After interviews have been completed, the search committee chair will meet with the departmental faculty to present the candidates. An open discussion of candidates should occur and a faculty vote will be taken to determine the recommended individual or a prioritized list of recommended individuals. The department head/chair will inform the Dean and COA/AAES Manager, Human Resources of the recommended individual for consideration of hire. A vote of the faculty will be provided. The search committee chair will work with the COA/AAES Manager, Human Resources to complete the required paperwork (FORM B, FORM D) to submit for approval. A salary recommendation will be provided to the department head/chair by the COA/AAES Manager, Human Resources and negotiation of the start-up package will begin between the department head/chair and candidate.

  6. The negotiated start-up package list will be provided to the COA/AAES Manager, Human Resources for discussion and completion. The start-up package must outline the estimated costs and type of expenditures (i.e., GRA/technical support, equipment costs, supplies, travel, etc.). For Research appointments, a memo will be forwarded to the OVPR for request of funds for 1/6 of equipment costs; a teaching appointment will require a memo request to the Provost for 1/6 of equipment costs; and an extension appointment will require a request memo to the Director of ACES consistent with the percent extension appointment of equipment costs. The Department and College will also commit a portion of the total costs. These requests will be forwarded to the appropriate administrators when the hiring package is sent to the Provost’s Office.

  7. The COA/AAES Human Resources will prepare the hiring package for signatures by the department head/chair and Dean. The package will include: PROV100, Form B, Form D, Initial Appointment Report Form, copy of approved FORM A and announcements, application materials including transcripts, start-up package memo, and completed prevailing wage form, if applicable. No offers of employment shall be given to the candidate of choice prior to approval from the Provost’s and AA/EEO offices.

  8. 8. Once final approval is received, the COA/AAES Manager, Human Resources will notify the department head/chair of approval and provide an offer letter to be sent to the selected candidate. Once the signed original letter is returned by the candidate, it will be provided to the COA/AAES Human Resources. A deadline of May 1st is mandatory for an offer with a August 16th hire date.

  9. The department will be required to complete all departmental paperwork including the Faculty Tenure Agreement and forward to the COA/AAES Human Resources to send to the Provost’s Office and University Human Resources for input into the Banner HR system.

Effective Date: October 1, 1999
Revised Date: March 29, 2005
Revised Date: January 1, 2008
Revised Date: July 1. 2008