PRO319 Guide to Faculty Appointments, Recruitment, and Hiring for UF Administrators

1. PRO319 Guide to Faculty Appointments,Recruitment, and Hiring for UF Administrators October 13, 2013

2. Housekeeping • Roster routed at end of workshop • Break • Restrooms • Cell phones, pagers, text messaging • Evaluation distributed electronically • Workshop counts as an elective toward Pro3 certification—HR/Payroll Track • Do not need to do anything to get credit; it will be given automatically based on roster

3. Today’s Overall Objective • To increase your understanding of faculty appointments, recruitment, and hiring processes at the University of Florida

4. Our Agenda To do that, we will review: • Faculty appointments, including important terms and concepts • Faculty titles • Administrative titles • Appointment status modifiers • Specialty titles • Employment agreements

5. Our Agenda • Faculty recruitment process • University guidelines for posting • Organizing a search committee • Search committee certification

6. Our Agenda • Faculty appointment procedures and related HR transactions • Salaried faculty appointments • OPS faculty appointments • Courtesy faculty appointments • Post-doctoral associates (Post Docs)

7. Our Program Leader • Janet Malphurs • Assistant Director • HR Academic Personnel • Monica Cuellar • Recruiter • HR Recruitment & Staffing

8. Handouts For today’s workshop, there are four handouts: Course outline that reflects the information conveyed in the PowerPoint Supplement that contains faculty title info GatorJobs instruction guide packet GatorStart instruction guide packet

9. Please be sure to attend: GatorStart (PST093) Managing ePAF 9.1 (PST920) Posting GatorJobs 2012 (PST094) Faculty Search Committee Tutorial (PVO800) Interviewing and Hiring (SCS040) Guide to OPS Appointments (PRO313) Supporting T&P Activities (PRO324) Commitment Accounting 9.1 (PST981) Hiring Graduate Assistants and Fellows (PRO318) Fundamentals of Hiring and Paying Foreign Nationals (PRO336) Because Today’s Content Is Complex

10. Our Workshop Today Centers Around …

11. … A Faculty Member Named Justin • In today’s workshop, we will follow the process of recruiting for and hiring a faculty member named Justin into an assistant professor position at UF • We will follow him generally through the early stages of his career at UF as a way to illustrate faculty appointments • We’ll then move to discuss UF’s recruitment process and hiring procedures for faculty

12. Before We Get Started …

13. Academic Personnel Pay Plan • We use the term “faculty” and “Academic Personnel” somewhat interchangeably at UF • Includes jobs • Having principal responsibility of teaching, research and/or extension • OR • Providing administrative functions directly related to the academic mission and accomplishment of university goals

14. Broad Categories • Within the Academic Personnel pay plan, there are two broad categories of employees • Salaried Faculty • OPS Faculty • We also have: • Courtesy Appointments • Post-Doctoral Associates (OPS employees)

15. Salaried Faculty • Salaried Faculty in the Academic Personnel Pay Plan • Benefits-eligible, recurring positions • May be tenure- or non-tenure accruing • Or permanent- or non-permanent status accruing • What’s the difference?

16. OPS Faculty • OPS stands for “Other Personnel Services” • OPS Faculty are known as “Adjunct” faculty • Temporary • No benefits, except for holiday pay • Appointments extended to persons for temporary teaching, research, or extension in established academic programs • Typically appointed for one academic term at a time • No continuing contractual relationship

17. Courtesy Faculty Courtesy Appointments – When faculty will not be paid by department conferring the appointment There are three types of “Courtesy” appointments: Courtesy Affiliate Joint

18. Courtesy Faculty • Courtesy – Typically provided to someone who works outside of the UF faculty • Example: A professor from the University of South Florida is working with a professor in your department • OR a UF TEAMS employee works in an administrative unit on campus. His work represents a practical application of some research efforts in your department, and you wish to include him “on faculty”

19. Courtesy Faculty • Affiliate – Person holding an appointment at UF who also supervises graduate students or research/extension in different department • Example: A faculty member in Department of Psychology sits on the committee of a graduate student in the Department of English • His appointment with the Department of English would be as an Affiliate

20. Courtesy Faculty • Joint – Person holding an appointment in a department or unit of UF who also teaches or holds tenure in another department/unit • Example: Faculty member is serving in a high-level administrative role at the university level; she was awarded tenure in an academic department elsewhere • She would only receive compensation for the administrative role but would hold a “Joint” appointment in her tenure department

21. Post-Doctoral Associates • Postdoctoral Associate – Person with a doctorate who renders compensable services to UF for specific duties and responsibilities • Known as “Post Docs” • Different from Pre- and Post-Doctoral Fellows • Time frame of employment – Typically up to 4 years, although extensions are available with approval

22. Post-Doctoral Associates • New letter of offer template available: • www.hr.ufl.edu/academic/letters • Eligible to enroll in the GatorCare Options health insurance plan and UFSelect voluntary benefits. • Enrollment in GatorCare Options and/or UF Select voluntary benefits is not automatic and must be completed within 60 days of the Post Doc’s date of hire. Please contact the GA and Post Doc Benefits office at (352) 392-0003 for enrollment or plan information. • http://gatorcare.org/options_f.asp

23. Let’s Get Started Talking About Justin!

24. The Faculty Member’s Experience • Justin is going to be hired as salaried faculty in an assistant professor position on a 9-month appointment • As noted, this is going to frame our discussion today

25. Administratively … • Your role begins before Justin is hired! • It starts when your department has a vacant professor position • A faculty member (Jane Smith) has retired and your department needs to fill her position • To prepare to post the position, the first step is to make sure the position title reflects the level at which your department wishes to fill the vacancy

26. Faculty Series • “Faculty Series” is the name used to identify eleven different categories of faculty titles • This series is used for both salaried and OPS faculty • For OPS, the term “adjunct” will be used in front of the titles reflected in the general faculty series

27. Faculty Series • Overview of the eleven faculty series: • Assistant Professor, Associate Professor, Professor • OR, for ex., Adjunct Assistant Professor • Assistant Scientist, Associate Scientist, Scientist • Assistant Scholar, Associate Scholar, Scholar

28. Faculty Series • Assistant Engineer, Associate Engineer, Engineer • Assistant Extension Scientist, Associate Extension Scientist, Extension Scientist • Assistant Curator, Associate Curator, Curator • Assistant University Librarian, Associate University Librarian, University Librarian • Lecturer, Senior Lecturer, Master Lecturer

29. Faculty Series • PK Yonge Developmental Research School (PKY): PKY Instructor, PKY Assistant Professor, PKY Associate Professor, PKY Professor • County Extension Agent: I, II, III or IV • Assistant-In, Associate-In, Senior Associate-In

30. Faculty Series • Not all titles in the faculty series are tenure-accruing • The title that should be used from the faculty series when filling a vacancy is based on what is expected of the faculty member • Please see your supplement for more detail!

31. Administrative Faculty Titles • Senior Vice President • Vice President • Dean • Director/Program Director • Department Chairperson • District Extension Directors (DEDs) • County Extension Directors (CEDs)

32. Specialty Faculty Titles Additionally, for salaried faculty: • Eminent Scholar – Granted to persons with outstanding professional reputation and contribution of scholarly activities by the President (upon appointment may be granted tenure) • Distinguished Professor – Granted to tenured faculty holding the rank of professor; not a promotion, but an award.

33. Back to Today’s Story … • To give your department flexibility when filling the vacancy, your first recommended step is to change the position from Professor (which was Jane Smith’s title) to the classification that indicates a range of levels for posting purposes • For example, Job Code 000504—Ast/Aso/Full Professor • Job Code 000502, Ast/Aso Professor • How do you do that?

34. Some Background • The myUFL system is used to manage human resource transactions at UF • GatorJobs is used to post and fill job vacancies online • electronic Personnel Action Forms, known as ePAFs, are used to complete Job Actions and Position Actions in the myUFL system • GatorStart is used by the new employee to complete necessary new hire paperwork online

35. Some Background When an employee is hired into a position,that hire is reflected in Job Data in myUFL.The employee’s job info is created in an ePAF and stored in Job Data. UF positions are stored in Organizational Development in myUFL

36. Some Background • Update Position ePAF is used to update a job code and title for positions that already exist: • Once approved in ePAF at Level 2, the title change is stored in Organizational Development • This updated information also updates Job Data for filled positions

37. Organizational Development Notice—This screenin Org. Developmentis about Jane Smith’s position.No employee is listedon this tab.

38. Job Data Notice—Jane Smith’sinformation islisted in Job Data. In this ex., a Return from Leave is reflected. Eventually, her retirement will be recorded herevia an ePAF.

39. In the myUFL System Jane Smith Faculty Member Position Jane occupies a recurring position, with benefits, that is expected to exist even after Jane retires Position Actions, via ePAF Position will be stored in Org Dev to reflect the position and title sheoccupies. Job Actions via ePAF (Job Data)affect her. John Doe OPS Faculty No Position John occupies a temporary job, not a recurring position. There is no position. All transactions that affect him (and his job) will be completedvia ePAF (Job Data).

40. USPSPositions TEAMSPositions FacultyPositions OPS Jobs In myUFL, some UF employees will have “positions” Other employeeswon’t have “positions” In the myUFL System All will have associated Job Codes These do not … Positions have “PositionNumbers”

41. Back to Today’s Story … To prepare for posting, we would want to change Jane Smith’s recurring position (that she is vacating due to retirement) From “Professor” To Job Code 000504—Ast/Aso/Full Professor Via ePAF Update Position

42. Administratively … • Once you’ve made the change via ePAF Update Position, you would post the position via GatorJobs • By changing the position as described, it can be filled either at the assistant, associate, or full professor level • See instruction guide packet for GatorJobs: Creating a Job Requisition in GatorJobs.

43. In the myUFL System …

44. Administratively … • The search would be conducted in keeping with the guidelines provided by the Faculty Development office, which will be covered later today

45. The Faculty Member’s Experience • After a competitive recruitment process, Justin has been selected to be hired as an assistant professor • He has great credentials and the department is excited to have him on board starting in the fall on a 9-month appointment

46. The Faculty Member’s Experience • Justin still has to defend his dissertation in order to receive his PhD, which is a requirement of the position for which UF has hired him • As a result, his original hire will be effective August 16, with a “Provisional” modifier

47. What’s a Modifier? For Salaried Faculty only: • Appointment status modifiers may be used to define certain conditions of an appointment and is included in the title • Faculty appointments with appointment status modifiers are considered ineligible for tenure or permanent status • Acting - Appointment to fill a vacancy at an administrative level temporarily

48. Faculty Appointment Status Modifiers • Visiting – Appointments which are not expected to be available for more than a limited time • Maximum time is four years • Not eligible for tenure/permanent status during appointment

49. Faculty Appointment Status Modifiers • Provisional – Persons not fully qualified for an academic rank but who expect to acquire such qualifications in a short period of time • Once the employee has met qualifications, his or her position is changed to remove this modifier • Clinical – Persons of professional qualifications who perform teaching, research, or extension functions in a hospital, clinic in connection with an established program of UF

50. Faculty Appointment Status Modifiers • Emeritus – A title provided to persons for recognition of meritorious service by one’s colleagues • Research/Extension – Persons holding a professional rank primarily engaged in research (grant-funded) or extension • Program – Persons primarily engaged in Florida Cooperative Extension work and funded through non-appropriated sources. Not eligible for permanent status.