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Work Flow Chart

Full‐Time Faculty Recruitment Process School of Medicine

Table of Contents IDENTIFY & DEFINE ....................................................................................................................................................................................................................... 2

Search Committee ........................................................................................................................................................................................................................................ 2

Diversity .............................................................................................................................................................................................................................................. 2

Faculty Search Committee Online Training ......................................................................................................................................................................................... 2

Advertisement ........................................................................................................................................................................................................................... 2

Posting Title Examples ........................................................................................................................................................................................................................ 2

“How to Apply” Language Example .................................................................................................................................................................................................... 3

EEO Statement (long and short version) ............................................................................................................................................................................................. 3

REQUEST TO OPEN RECRUITMENT ................................................................................................................................................................................................ 3

Justification Form ......................................................................................................................................................................................................................................... 4

Abridged Hires ..................................................................................................................................................................................................................................... 4 Requisition ................................................................................................................................................................................................................................................... 4

Advertisement .............................................................................................................................................................................................................................................. 4

Worksheet .................................................................................................................................................................................................................................................... 4

OPEN POSITION APPROVAL PROCESS ............................................................................................................................................................................................ 4

RECRUITING/INTERVIEWING ......................................................................................................................................................................................................... 6

REQUEST TO MAKE OFFER ............................................................................................................................................................................................................ 6

PROMOTION & TENURE (ranks above Assistant) ............................................................................................................................................................................ 7

OFFER POSITION APROVAL PROCESS ............................................................................................................................................................................................. 8

OFFER ACCEPTANCE/ONBOARDING PROCESS ................................................................................................................................................................................ 9

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IDENTIFY THE NEED, SEARCH COMMITTEE, & ADVERTISING PLAN RESPONSIBLE PARTY

IDENTIFY & DEFINE Department identifies need for position as defined in the strategic plan (new or replacement):

Duties

Track

Rank

Funding sources

Effort distribution Space (submit proposal to space committee if necessary)

Department Chair

SEARCH COMMITTEE Search committee named to serve as advisors to the chair:

Diversity must be included when naming committee (race and gender)

o Section 330.070 of the Collected Rules & Regulations

https://www.umsystem.edu/ums/rules/collected_rules/personnel/ch330/330.070_affirmative_action_

on_committee_appointments

Name Committee Chair

Appoint at least 3 members

Department administrator (ex officio member) All search committee members must complete the Division of Inclusion, Diversity & Equity’s online training module

for faculty search committees every 12 months. Department chairs and directors are responsible for confirming that all search committee members have completed the training module. http://understand.missouri.edu/search/

Department Chair

ADVERTISEMENT (establish recruiting plan)

1. Design advertisement to include (descriptions below):

a) Position title

b) Description

c) Qualifications

d) How to Apply

e) EEO statement

Posting Title Examples:

Assistant/Associate/Professor (all ranks, all tracks) of Clinical <Department>

Assistant/Associate/Professor (all ranks, all tracks) of Clinical <Department> - <Specialty>

Department Chair & Faculty Search Committee

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Qualifications:

To obtain the largest possible pool of candidates, identify the minimum qualifications that a person needs to do the

job. Note that every requirement is another hurdle for the applicants; unnecessary hurdles may eliminate good

candidates before they apply. It may be helpful to have five years of experience or a postdoctoral fellowship - but

consider: is that credential essential for succeeding in the position? Could it be obtained after hiring?

How to Apply Example:

To apply for this position, please visit www.hrs.missouri.edu/find-a-job/academic

For additional information about the position, call _________ at (XXX)XXX-XXX or email xxxx@health.missouri.edu

EEO Statement:

Long version: The University of Missouri is an equal access, equal opportunity, affirmative action, pro-disabled and

veteran employer and is fully committed to achieving the goal of a diverse and inclusive academic community of

faculty, staff and students. We seek individuals who are committed to this goal and our core campus values of

respect, responsibility, discovery and excellence.

Short version: An equal opportunity/access/affirmative action/pro-disabled and veteran employer. 2. Determine placement of advertisements (if international candidates to be considered, check with MU International

Center http://international.missouri.edu/ for print ad requirements). What are the journals or websites the sought candidates will view? Determine methods of locating candidates:

o Personal contact with colleagues o Professional associations o National meetings o Search firm (if necessary)

REQUEST TO OPEN RECRUITMENT RESPONSIBLE PARTY

UPLOAD REQUIRED DOCUMENTS INTO SHAREPOINT: Submit the following documents electronically to the SOM Faculty Recruiting SharePoint site in appropriate departmental Submission folder for review and approvals (https://umc.sharepoint.missouri.edu/sites/somfr/).

Departmental approval is implied by submission to the SharePoint site by the Departmental Hiring Manager on forms which do not require signatures.

Departmental Hiring Manager

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1. Position Justification Form Position Justification Template

http://mymedicine.missouri.edu/templates o Justification: what strategic goals are furthered by this recruitment; how does opening or offering this

position strengthen the department and SOM, and/or how will it complement existing strengths in the department, school, or campus (i.e. research, education or clinical focus area).

o Chair Signature required

Abridged Hires: o The University remains committed to a policy of non-discrimination in all searches, regardless of the

procedures that apply. Thus, appropriate justification must be made before any abridgement is approved. o For more details on abridged hires, reference Appendix A – Abridged Hires.

Departmental Hiring Manager

2. Requisition Academic Requisition Template

http://mymedicine.missouri.edu/templates o If this is a new position number, leave field blank. o Search Committee (see Search Committee requirements on page 2)

Departmental Hiring Manager

3. Advertisement (see Advertising requirements on page 3): Can be uploaded as a separate document, or placed at the end of the requisition following the MU Job Posting. Departmental Hiring Manager

4. Worksheet (only required if position has clinical funding):

Worksheet Template:

http://mymedicine.missouri.edu/templates

o Name of recruit & degree field: list name of exiting faculty member if opening due to replacement.

o Narrative description of position (practice location, billing/collection assumption basis for revenue estimates,

etc.)

o Contact Sheila Norris at norrisd@health.missouri.edu for assistance.

Departmental Hiring Manager

OPEN POSITION APPROVAL PROCESS RESPONSIBLE PARTY

Position Justification required signatures:

Director Business & Finance Sr Assoc. Dean Administration

Dean’s Office Academic HR Specialist

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Dean

Requisition required approvals:

Recruitment Committee Approval: Sr Assoc. Dean Faculty Affairs, Director Business & Finance, Sr Assoc. Dean of

Administration, Dean, Hospital CEO, Hospital CFO, UP Director, Director Planning

Academic HR Specialist

Dean’s Office Academic HR Specialist

Advertisement required approvals:

Sr Assoc. Dean Faculty Affairs

Academic HR Specialist

Dean’s Office Academic HR Specialist

Worksheet (for clinical positions only, approvals required): Recruitment Committee Approval: Director Business & Finance, Sr. Assoc. Dean Administration, Sr. Assoc. Dean

Faculty Affairs, Dean, Hospital CEO, Hospital CFO, UP Director, Director Planning

Dean’s Office Academic HR Specialist

Department is notified that the position has been approved/denied by the Recruitment Committee. Director Business & Finance (Sheila Norris)

If approved, the job opening is created in eRecruit. Dean’s Office Academic HR Specialist

Provost Office reviews and approves. Provost Office

Human Resource Services (HRS) reviews and approves (posting will be posted indefinitely unless otherwise directed or until filled).

Campus HRS

RECRUITING/INTERVIEWING Advertisements are placed in journals and/or websites.

Departmental Hiring Manager

Applicants apply for posted positions online. Applicants/Campus HRS

Application materials are routed in e‐Recruit for access by Hiring Team, Search Committee, and interested parties. Campus HRS

Departmental Hiring Manager routes materials to Search Committee (if necessary). Departmental Hiring Manager

Applications are reviewed. Search Committee

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Planning for interviews: Interview schedule compiled with attention to who should meet the candidate and any special connections that

need to be made (research/scholarship interests, candidate’s background, diversity, community involvement…)

Seminars or chalk talks scheduled

Google search and OIG report run by department

Before second interview, submit information to Medical Staff Office for National Practitioners Data Bank (NPDB) search and Medicare Opt‐Out query

To expedite hiring of titling above the Assistant-level, request the names of three external reviewers at this point.

Departmental Hiring Team/ Chair/Search Committee

Applicants are interviewed. Department Chair/Search Committee

Final applicant(s) are recommended to department chair. Search Committee

Finalist is selected and negotiations for job specifics (rank, salary, start up, space) are initiated. Department Chair

REQUEST TO MAKE OFFER

UPLOAD REQUIRED DOCUMENTS INTO SHAREPOINT: Submit the following documents electronically to the SOM Faculty Recruiting SharePoint site in appropriate departmental

Submission folder for review and approvals (https://umc.sharepoint.missouri.edu/sites/somfr/). 1. Draft Offer Letter/Conrad Agreement

Offer Letter Templates: http://mymedicine.missouri.edu/templates [NOTE: Conrad agreements for J1 visa holders have a September 1 deadline so you should begin working well in advance.]

Appropriate lead time for credentialing process based upon expert estimate of time required (Chief of Staff’s

Office)

Moving Agreement (if applicable)

Hiring Incentive (if applicable)

Covenant Not To Compete (if applicable)

Department Incentive Plan (if applicable)

Grant & Contract Plan (GCI) (if applicable)

Departmental Hiring Manager

2. Curriculum Vitae Departmental Hiring Manager

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3. Candidate Worksheet Same elements as used when opening position, but specific to candidate.

Departmental Hiring Manager

PROMOTION & TENURE (required for offers at a rank above Assistant) Candidate’s documents for rank above Assistant (NTT or T/TT) sent to the Departmental P&T Committee for a vote. Departmental Hiring Team

Finalist’s credentials are reviewed for rank. Departmental P&T Committee

The following documents are sent to Program/Project Coordinator, Faculty Affairs (Kirsten Malinee): CV

Chair’s Letter requesting rank

Departmental P&T Committee tally vote results

Departmental P&T letter summarizing their decision/recommendation and votes Three external reference letters

If recommendation to hire with tenure, required documents include: Request for Chancellor’s Approval for New Appointment with Tenure form CV

Draft offer letter

Copy of published advertisement

Vote of the departmental and SOM P&T committees Three letters from external reviewers from top institutions describing the significance of the body of work of the

candidate Statement of how the individual fits into the department strategic plan

Departmental P&T Committee/ Departmental Hiring Manager

P&T documents are sent to SOM P&T Committee for an electronic vote with a deadline set at 10 days out. Program/Project Coordinator, Faculty Affairs

SOM P&T Committee reviews finalist’s credentials for rank and/or tenure. SOM P&T Committee

SOM P&T Committee makes a recommendation, including tally of votes, and sends to Program/Project Coordinator, Faculty Affairs (Kirsten Malinee).

SOM P&T Committee Chair

For tenure only: packet is sent to the Chancellor via the Deputy Provost’s Office Program/Project Coordinator, Faculty Affairs

For tenure only: Approval is received and conveyed back to the Departmental Hiring Manager Program/Project Coordinator, Faculty Affairs

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OFFER POSITION APPROVAL PROCESS RESPONSIBLE PARTY

Draft Offer Letter/Conrad:

Sr Assoc. Dean Faculty Affairs

Academic HR Specialist

Sr Assoc. Dean of Administration

Dean’s Office Academic HR Specialist

Candidate Worksheet (For clinical positions only, approvals required):

Sr Assoc. Dean Faculty Affairs

Director Business & Finance

Sr Assoc. Dean of Administration

Recruitment Committee Approval: Director Business & Finance, Sr. Assoc. Dean Administration, Sr. Assoc. Dean

Faculty Affairs, Dean, Hospital CEO, Hospital CFO, UP Director, Director Planning

Dean’s Office Academic HR Specialist

Draft offer letter uploaded and offer details submitted for candidate in eRecruit. Dean’s Office Academic HR Specialist

Offer reviewed by HRS, and forwarded to Provost Office for approval. HRS

Provost Office reviews and approves offer letter. Provost Office

Department is notified offer has been approved and the final offer letter can be circulated for signatures (final offer letter version attached to e‐mail notification).

Dean’s Office Academic HR Specialist

Offer letter prepared for signatures and signed by Department Chair. Departmental Hiring Manager

Offer letter is brought to the Dean’s Office Academic HR Specialist for Dean Signature. Departmental Hiring Manager

Department is notified to pick up fully signed offer letter from Dean’s Office. Dean’s Office Academic HR Specialist

Offer packet extended to candidate:

Signed Offer letter/Conrad agreement

Moving agreement (if applicable)

Hiring Incentive agreement (if applicable)

Covenant Not to Compete (if applicable)

University Physicians agreement (if applicable)

Department incentive plan (if applicable)

Grant and Contract policy (if applicable)

Other documents or policies as appropriate (e.g. faculty vacation and travel)

Departmental Hiring Manager

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OFFER ACCEPTANCE/ONBOARDING PROCESSING

Candidate accepts and signed documents are returned to department. Candidate

Department enters candidate acceptance and rejection data in eRecruit as needed for all candidates. Departmental Hiring Manager

Candidate is sent a Criminal Background Check (CBC) via eRecruit (if not in eRecruit, via the CBC Kiosk found under Related Forms: http://hrs.missouri.edu/policies-and-procedures/hiring-and-employment/criminal-background-check.php)

Departmental Hiring Manager

Department receives CBC approval from CAPS Center; ePAF is generated (email muner@missouri.edu with questions). HRS

Generated ePAF is completed (do not start a new ePAF unless the position did not go through eRecruit). Departmental Hiring Manager

Onboarding email is sent to candidate 24-48 hours after ePAF has been submitted. PeopleSoft Production

Online onboarding documents and NER is completed. Candidate

Candidate’s disposition is changed to HIRED in PeopleSoft, and the Job ID in eRecruit is closed (unless there is an additional headcount on Job ID).

PeopleSoft Production

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