University of Miami Faculty Affairs Workshop for Department Administrators. February 29, Office of Faculty Affairs

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1 University of Miami Faculty Affairs Workshop for Department Administrators February 29, 2012 Office of Faculty Affairs

2 Agenda SACS Credential Compliance Online Documents DHRSWeb, Ariba Posting of new or vacant positions Reminders Exchange Visitors/ Observerships Salary Letters / Offer Letters Terminations Resignation and Layoffs E Verify

3 SACS Credential Compliance SACS Faculty Credentialing Guideline Standard The institution employs competent faculty members qualified to accomplish the mission and goals of the institution. When determining acceptable qualifications of its faculty, an institution gives primary consideration to the highest earned degree in the discipline. The institution also considers competence, effectiveness, and capacity, including, as appropriate, undergraduate and graduate degrees, related work experiences in the field, professional licensure and certifications, honors and awards, continuous documented excellence in teaching, or other demonstrated competencies and achievements that contribute to effective teaching and student learning outcomes. For all cases, the institution is responsible for justifying and documenting the qualifications of its faculty.

4 SACS Credential Compliance Credential Guidelines: a. Faculty teaching baccalaureate courses: doctoral or master s degree in the teaching discipline or master s degree with a concentration in the teaching discipline (minimum of 18 graduate semester hours in the teaching discipline). b. Faculty teaching graduate and post baccalaureate course work: earned doctoral/terminal degree in the teaching discipline or a related discipline. Degree waivers will be required for professor who do not meet the above guidelines. Reference the above information on the Faculty Affairs website under Accreditation

5 Credential Compliance An official, original grade transcript which must be received in a sealed envelope mailed directly from the institution. It is not official if it is opened by the faculty member. An official degree certification authorization form.

6 NEW HIRE PROCESS FACULTY

7

8 Document Approval Steps Process the appropriate Ariba document, CNP, FVP or RCP. Submit completed PAS 35 to Equality Administration immediately after learning the desired candidate s name. Submit a draft offer letter and CV to Faculty Affairs for Vice Provost approval. required forms to new faculty and provide a return by date.

9 Ariba Process CNP Create New Position (CNP): Complete Ariba document If applicable a memo requesting waiver (posting, salary, education, experience) CV of candidate recommended for hire Completed PAS 35 Faculty positions Completed ISF Research positions

10 Ariba Process FVP Fill Vacant Position (FVP): Complete Ariba document If applicable a memo requesting waiver (posting, salary, education, experience) CV of candidate recommended for hire Completed PAS 35 Faculty positions Completed ISF Research positions

11 Ariba Process RCP Reclassify Position (RCP): Complete Ariba document A memo justifying the reclassification or promotion for the faculty/researcher If applicable a memo requesting waiver (posting, salary, education, experience) CV of the candidate recommended for hire or promotion Completed PAS 35 Faculty Completed ISF Research

12 Ariba Reminders Use the correct codes(job, class, object, etc.) Complete the job description and responsibility sections. Do not paste ad here. Include education and experience requirements in your ad language. Include instructions for applying, or address to submit required documents. Include the salary range in the comment section. Attach all supporting documents.

13 Approval Steps Continued Ensure that your new faculty complete the I 9 at their earliest convenience, but no later than the first day of employment. Review personnel forms and obtain required signatures. Submit the original personnel forms to Faculty Affairs. Submit the online document for approval.

14 Reminders Exchange Visitors/ Observership All agreements must be sent to our office for approval by the Vice Provost. Salary Letters A copy of all salary letters must be sent to our office for the faculty members file. Terminations Resignations/Layoffs Documentation of the termination is required for all of the above cases. Revisions of DHRS termination codes and reasons Termination codes disabled and two new codes added 10 Ineligible for rehire 11 Personnel file review Posting on UM Employment site

15 Ariba Blackout Period Blackout Period for Reclassifications & Compensation Changes: May 1 July 31 Upon the expiration of the blackout period, retroactive reclassifications will not be authorized. The Ariba system will be unavailable from May 28 through May 31 to accommodate compensation structure system changes. All documents in composing form must be fully approved by the close of business on May 25.

16 E Verify Process The following items are required to complete the E Verify process. Exact name (as it appears on the Social Security card) Social Security number Date of birth Valid E mail address Account number to charge Department number Exact start date Position number

17 DISCUSSION AND QUESTIONS

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