Updated: 10.31.19

1

ACADEMIC JOB POSTINGS

Job Posting – Details Tab - Job Information Tab

This section

automatically

populates from

info you provided

You can manually increase Target

openings but must provide

additional position #s below

You must

select a

reason*

You must

choose either

“9 Month” or

“Academic” (it

means 12

months)

Updated: 10.31.19

2

*Status Reasons:

New Authorization – Used most often for all new standard recruitments • ACAD- Exception to Full Search -only for Post Doc or Vet Med residents/ Interns match program • ACAD- Internal Search • ACAD- Partner Accommodation • ACAD- Promotion • ACAD- Staff of new Faculty • ACAD- Temporary/Emergency • ACAD- Uniquely Qualified

Make sure each one is checked. *If

you have more than one position

number only check one for primary.

This info comes from

the position #, make

sure it is correct with

the job you are posting.

Contact CAPS if it is

incorrect.

You DO NOT need to fill out the Salary Information box. Leave as is.

Updated: 10.31.19

3

Job Posting – Details Tab – Hiring Team Tab

Keesha should be primary for all

NTT and unranked titles, Leslie

should be primary for all T/TT

postings

Select COLUM Academic Recruiting

Team and the names above will autofill

Choose “COLUM Academic

Interested Party” to get the right

people listed (they change), you

can also add others.

Remember to click “Save” on each page/tab after entering info, then

“Save & Submit” at the end.

Updated: 10.31.19

4

Job Posting – Details Tab – Job Posting Tab

Job Descriptions- Description Type (Bold types are required)

* Add a separate box for each posting description

• Job Description • Qualifications – Minimum and Preferred qualifications need to be spelled out. Minimum

qualifications must be clear and easily reviewed just from a CV alone (i.e. PhD) • Application Materials • Application Deadline • Other Information • Salary - Academic postings should NOT list a salary • Benefit Eligibility (includes EEO info & Diversity Statement) • Columbia Missouri Information

Click here to create the job posting that will

appear on the website.

Do NOT complete if this is an Abridged hire.

You can edit this title to spell out the actual title name.

I.e. Change “PROF, AST” to “Assistant Professor”

For Academic postings with

benefits always choose

“COLUM-Acad Benefit

Eligible – Yes”

Click to add another description type

Shows who sees the posting.

Updated: 10.31.19

5

1. Add two posting destinations – One External Posting and One Internal Posting. The destination

should be “COLUM Academic” for both.

2. Relative Open Date – Choose “On Approval Date”

3. In general Academic postings usually don’t have a remove date. They stay open until the

position is filled. If you do put a remove date it can be no shorter than 30 days.

Job Posting – Activity & Attachments Tab

Adding Necessary Documentation

ACADEMIC JOB POSTINGS APPROVAL CHAIN (for NTT & Unranked, non-regular titles)

Department Initiator

College/School Delegated Approver (if needed Dean and/or Dept chair can approve in the system or via email uploaded as attachment)

Matthew Martens* Academic Recruiter Group (Shows up as Multiple Approvers – Recruiter Group)

*Note the different approval order between Job Posting Types and Job Offers

You must upload a justification for search, including search

strategy and funding resources, as well as the ad copy for

online or print ads used for this recruitment (if applicable).

Remember external ads need EEO/Diversity statement

Always click “Save” on each page

Updated: 10.31.19

6

Job Postings (for NTT & Unranked, non-regular titles) – Details Tab – Approvals Tab

ACADEMIC JOB POSTINGS APPROVAL CHAIN (for Tenure & Tenure Track titles)

Department Initiator

College/School Delegated Approver (if needed Dean and/or Dept chair can approve in the system or via email uploaded as attachment)

Academic Recruiter Group (Shows up as Multiple Approvers – Recruiter Group)

Inya Baiye (IDE)

Matthew Martens*

Job Postings (for Tenure & Tenure Track titles) – Details Tab – Approvals Tab

Click the + symbol again to add Inya Baiye &

Matthew Martens from the Provost office

Add your college/school delegated

approver here

Do not click “Approve” until you have

added everyone to the approval chain.

Add your college/school delegated approver here. Click the + symbol

again to add Matthew Martens from the Provost office.

Do not click “Approve” until you have

added everyone to the approval chain.

Updated: 10.31.19

7

ACADEMIC JOB OFFERS

For Academic offers, the Hiring Administrator will save a draft of the offer letter in the Activity &

Attachments section. NOTE: You should never send an offer letter to a candidate until it has been

entered in eRecruit and approved by HRS and the Provost office.

JOB OFFER TEMPLATES

You must use the four templates provided at the bottom of the page at this link:

https://hrs.missouri.edu/forms/hiring

Tenure

Tenure Track

Non Tenure Track

Unranked Nonregular

The templates change from time to time so you should NEVER save these templates to your computer.

See example template at end of instruction guide with notations of things that need to be filled in or

removed dependent on candidate.

CREATING A JOB OFFER

To create an offer go

to the Applicants tab

Find the applicant

and click “Other

Actions” at the

far right hand

side of page

Updated: 10.31.19

8

ACADEMIC JOB OFFER APPROVAL CHAIN

All Offers

Department Initiator College/School Delegated Approver (if needed Dean and/or Dept chair can approve in the system or via email uploaded as attachment)

Academic Recruiter Group*

Matthew Martens

*Note the different approval order between Job Postings and Job Offers

Add offer components: Base Salary (Frequency should be “Annual” or “Monthly” for 12 month appts or “Contract” for 9 month appts) Hiring Incentive (if applicable) Moving Expense (if applicable)

Do not add the offer letter here.

You must attach it under the

Activity & Attachments tab in the

job posting section.

Click once you

entered the offer

components and

have attached

the draft offer

letter.

Click the + symbol to add your college/school delegates approver

here.

Click the + symbol at the

end to add Matthew

Martens.

Do not click “Approve” until you

have added everyone to the

approval chain.

Updated: 10.31.19

9

INITIATING CBC FOR CANDIDATE (*NEW PROCESS as of 10/31/19*)

As of 10/31/19, HRS now initiates all CBCs for candidates. In order for HRS to know that a CBC needs to

be ran for a candidate the Hiring Manager must mark the applicant as accepting the offer. Once that is

selected an automated email is sent to the recruit team to alert them that a candidate has accepted. If

the candidate has an International Scholar Waiver please upload the document under attachments.

Under the applicants tab, go to row of the applicant who has accepted, click “Other actions”, then

“Recruiting Actions”, then “Edit Disposition”.

Under “New Disposition” select “071 Offer Accepted” then click “Save”

Hiring manager will be alerted as soon as the CBC results are returned.

Note: If this is a PT hire not in eRecruit you must complete the “CBC Part Time Academic Request Form”

on the HRS website to alert HRS that a CBC needs to be initiated for a hire

Updated: 10.31.19

10

DRAFT OFFER LETTER – Unranked, non-regular title Example

Always find the most up-to-date template letters here: https://hrs.missouri.edu/forms/hiring

[Date] [Faculty Name]

[Address Line 1] [Address Line 2]

Dear [Faculty Name]:

On behalf of [Department], I am pleased to offer you the position of [Full University Title]. Details of the offer are outlined briefly below:

Title: Annual Base Salary:

FTE: Term of Appointment: [9 or 12] months

Initial Appointment Period: Tenure Status: Not Eligible for Tenure

Type: Unranked, Non-Regular Faculty ________________________________________________________________

Remove if not a renewable appointment and state that it is not renewable

This appointment is renewable annually at the discretion of the University. Circumstances affecting continued employment include, but are not limited to, work performance, fund availability, and educational priorities.

__________________________________________________________

OPTIONAL: Summer Session funding if available. OPTIONAL: The University will provide a moving allowance of [$XXXX.XX] to be

paid after you become a University employee. A moving allowance is taxable compensation. Payment of a moving allowance is contingent upon return of a

signed repayment agreement which addresses repayment in the event you do not remain employed with the University for a minimum of 2 years. Please refer to the moving allowance policy, HR 103, for more detailed information found:

https://www.umsystem.edu/ums/rules/hrm/hr100/hr103

OPTIONAL: In addition, a hiring incentive of [$$$$$] will be paid to you after you begin your new position of employment. This incentive is contingent upon your return of a signed Hiring Incentive Payment Agreement, which requires you to

repay a specified amount of the incentive if you leave employment with the University within two years. The policy on hiring incentives, HR 104, can be found

online at https://www.umsystem.edu/ums/rules/hrm/hr100/hr104. All incentive

Updated: 10.31.19

11

payments will be made through University payroll and included in your taxable compensation.

As a condition of employment, an employee may be asked to provide the university

their phone number and be available for calls from the University. In this circumstance, it is understood that the employee’s compensation is sufficient to cover the cost of the phone/service. There is no reimbursement for business use.

________________________________________________________________

Full Benefit statement NOT used if finalist is currently benefit eligible (use alternative statement – see notes at end of template)

As a benefit eligible employee at the university, you will be eligible to participate in a broad array of benefit programs that the University makes available. Health,

dental, vision, life and disability benefits become effective on your first day of full-time employment, provided you complete enrollment within the first thirty-one (31) calendar days of benefit eligible employment. For specific information regarding

University benefits, please visit the benefits website at www.umsystem.edu/benefits or contact the UM System Office of Human Resources

at 573-882-2146. Most programs will require a contribution on your part to participate.

You will be enrolled in the Defined Contribution Retirement Plan and are automatically enrolled to make a contribution of 8% of eligible compensation. The

university will then match 100% of your contribution, up to 8%. You can adjust your contribution election at any time. For specific information regarding University

retirement benefits, please visit the retirement website at http://www.umsystem.edu/totalrewards/retirement/ or contact the UM System Office of Human Resources at 573-882-2146.

On or before your first day of employment, you must make a decision regarding

participation in the irrevocable 401(a) Supplemental Retirement Plan and/or irrevocable 403(b) plan. Unlike other deferral options, once you have made this election it cannot be stopped or modified during your employment with the

University. *If you have previously been employed in any capacity with the University of Missouri, please contact UM System Office of Human Resources

Retirement Department to determine eligibility to enroll in irrevocable plans. __________________________________________________________

**Specific Details about the Appointment. Include Description of Job Duties.** __________________________________________________________

This appointment is subject to all the rules, orders, and regulations of the Board of Curators. The faculty handbook can be found online at

http://facultycouncil.missouri.edu/handbook/index.html. The Faculty Bylaws and Academic Tenure Regulations are also online at

http://www.umsystem.edu/ums/rules/collected_rules/faculty/.

Updated: 10.31.19

12

The University also requires that we obtain a copy of your higher education transcripts. If you have not already done so, please submit an official copy of your

transcript to [INSERT name of individual who should receive the transcript, along with a mailing address and/or email address]. Your appointment is contingent upon

verification of your degree(s). __________________________________________________________

Must complete CBC for all hires/rehires including BE & NBE. Not used if promotion in same department or transfer from other department, and not currently in

student title. International Scholars complete International Scholars Checklist to see if needed.

University policy HR 504, https://www.umsystem.edu/ums/rules/hrm/hr500/hr504 states that a candidate

for a University position must successfully pass a background check which may include, but not be limited to, criminal history, verifications of employment and education history, and exclusion and debarment list checks. This offer is therefore

conditioned on you passing the University’s background check. Based on the results of the background check, this offer may be rescinded.

After you accept our offer you will receive an email from Sterling Talent Solutions,

our background check provider. It will contain the link to a secure website, where you will need to create a login and password. Go to that website to authorize the

background check and provide your personal information, e.g. date of birth and social security number, as soon as possible. You may not begin this appointment with the University of Missouri until Human Resource Services receives an

acceptable background check.

_________________________________________________________________

Not needed for current employees who are transferring

You will be required to complete some hiring documents on-line, before beginning employment. You will receive an email with specific instructions shortly. The

subject line will be University of Missouri New Employee Information.

On or before your first day of employment, please bring proof of identity and eligibility to work in the United States to the office of Human Resource Services. This information is required for I-9 purposes. For a complete list of eligible

documents see http://www.uscis.gov/files/form/i-9.pdf. Failure to do so may result in a delay in your pay.

__________________________________________________________________ This letter constitutes the full terms of our employment offer and supersedes all

other representations, either written or oral, which may have been made to you.

The faculty and I are very enthusiastic about having you as a colleague in our group. I believe you will be a great addition to the department and I look forward to

working with you. We are confident that you will be able to achieve your professional and personal goals here at MU.

Updated: 10.31.19

13

Department Chair Signature CSD Signature

[NINE-MONTH APPOINTMENTS ONLY:]As a faculty member with an annual

appointment but working for nine months, you have the option to be paid in nine or twelve monthly installments.

I elect to receive my pay in (select one) __9 monthly installments __12 monthly installments

__________________________________ I accept the offer on the specified terms. I understand that my employment is subject to the rules, orders and regulations of the Board of Curators of the

University of Missouri. __________________________________________________________________

Only use below wording if necessary

Special academic template language that may impact appointments

processed as transfers:

For transfers between Staff and Academic appointment (Excludes

Extension)

Accepting this appointment means that you will be transferring from a position that

accrues vacation, sick and personal leave to a position that does not have this

accrual process. You will need to coordinate with your supervisor to schedule and

report time off. Any unused vacation days accrued as of the effective date of this

transfer will be paid out lump sum. Any unused sick time will be banked. Should

you transfer back to a staff position, your unused sick time will be available to you

to use. Unused personal days will be lost. See Human Resources Policy 113

http://www.umsystem.edu/ums/rules/hrm/hr100/hr113 for additional information

about the transfer between staff and academic positions.

For BE EE transferring to different appointment (use this paragraph instead

of the multiple paragraph statement regarding benefits/retirement)

(updated 8.7.19)

As a benefit eligible employee at the university, you continue to be eligible to

participate in the broad array of benefit programs that the university makes

available. In addition to the core retirement plan the university offers, you always

have the opportunity to save more toward retirement and reduce your taxable

income through payroll deductions. Please visit

Updated: 10.31.19

14

https://www.umsystem.edu/totalrewards/retirement/core_and_voluntary_plans to

learn more about these options, including how to enroll. You may also contact the

UM System Office of Human Resources at 573-882-2146 to obtain more

information.

For finalists who require H-1B sponsorship (Contact Lauren Sellers in the

International Center ASAP)

If you require sponsorship for H-1B status, our department will cover all the costs

associated with the required fees for H-1B processing. These costs are non-

refundable. We will contact the International Center after you accepted the offer of

employment to start the process for you. The International Center will begin to

compile your petition immediately after your acceptance of our offer. Both our

Department and you, the scholar, will have paperwork that must be completed.

Every petition is unique so there is not a set timeline for all H-1B petitions. If you

choose to request expedited processing, you will be responsible for the expedited

H-1B processing fee. If you have any dependents, we will not cover the costs for

them. The International Center will assist you to complete the forms for your

dependents.

OPTIONAL: In addition, the Department will pay up to [$2,500] to support your

application for permanent residency.

For Variable hour employee information

As a part-time, non-teaching exempt employee, you will need to track the hours

you work each week and enter those hours into the PeopleSoft Time and Labor

System. The University of Missouri requires this record in order to be compliant

with the Patient Protection and Affordable Care Act (PPACA).