UMASS DARTMOUTH PROCEDURES FOR RECRUITMENT, SELECTION & HIRING

Transcription

1 UMASS DARTMOUTH PROCEDURES FOR RECRUITMENT, SELECTION & HIRING

2 TABLE OF CONTENTS SELECTION & HIRING PROCESS TABLE OF CONTENTS REGULAR SEARCH PROCESS Quck Reference Gude Introducton The Role Of Submsson of a Requston The Screenng Process The Intervew Process Makng the Fnal Decson OTHER TYPES OF HIRES Staffng Agency Temporary Hre Temporary Hre Postdoctoral Hre Honorfc Hre Research and Techncal Assocate Faculty Specal Opportunty Faculty Hre Part-Tme Lecturers OTHER INFORMATION Request for Reasonable Accommodaton EXTERNAL SEARCH FIRM page 1 UMD Procedures for Recrutment, Selecton & Hrng Rev

3 RECRUITMENT AND SELECTION PROCESS Quck Reference Gude The procedure for hrng Faculty and Staff generally nvolves four steps. The table below llustrates the basc components of the hrng process and specfc tems that are requred or recommended for each group. Approval to Hre Advertsng Screenng Process Determne Fnalsts Documentaton Classfed Temp/ Emergency Hre Professonal Staff Non-Unt Staff Faculty Honorfc Appontm ent Post -doc Research Assocate 1. Approval to Hre Requston Form/Trackng Number Issued X X X X X X Search Waver/Emergency Form X Poston Descrpton (See HR web ste for descrpton Tool- X X X X X Classfed/Professonal Templates 2. Advertsng Internal Vacancy Postng X X X External Vacancy Postng X X X X X X Bulletn Boards (postngs) X X X Newspapers, Journals X X X X X X UMD on-lne postng X X X X 3. Screenng Process Search & Screen Commttee formed by Appontng Authorty and approved by EEO X X X X X Appontng Authorty, HR and EEO Charge of lawful search X X X X Intervew process and assessments Intervew questons w/eeo approval Potental canddates w/offce of Dversty, Equty & Incluson approval X X X X X X Intervew nternal canddates Intervew external canddates Assessment of all ntervewed canddates Commttee Recommendaton Form X X X X 4. Fnal Selecton/Documentaton Employment Applcaton Form X X X X X Offcal Transcrpt requested by Search & Screen Commttee for fnalsts X X Reference Check Form completed by Appt. Authorty/Char of S&S X X X X Hrng Recommendaton Form w/supportng documentaton X X X X Part tme Lecturer Recommendaton Form X Contract drafted by HR X X X X X X X Record Keepng X X X X X X X X Contact Human Resources, for addtonal questons at or Offce of Offce of Dversty, Equty and Incluson at Part-tme Lecturer page 2 UMD Procedures for Recrutment, Selecton & Hrng Rev

4 INTRODUCTION At UMass Dartmouth, our msson s to provde an envronment that s nclusve, open, and dverse. UMass Dartmouth supports a learnng envronment that bulds a foundaton for cvc responsblty, ndvdual sklls and professonal success through scholarly research and creatve teachng actvtes for faculty and students. Our goal s to offer gudance about Unversty processes n recrutment; selecton and hrng that reflect nsttutonal values. Admnstraton s workng to operate n ways that are effcent and effectve n meetng our oblgaton to fll postons n a far and tmely manner. You mght ask... WHAT ARE THE PROCEDURES AND POLICIES FOR RECRUITMENT, SELECTION AND HIRING? In the most general terms, the procedures and polces for recrutment, selecton and hrng are a seres of steps determned by the Unversty to assure that we hre the best-qualfed canddates for postons whle complyng wth state and federal law, contractual oblgatons, Trustee and Unversty polcy. WHY DO WE NEED PROCEDURES AND POLICIES FOR RECRUITMENT, SELECTION AND HIRING? As a large, complex, publc nsttuton, we must be able to dsplay to all stakeholders our students, our employees, our communty, our Trustees, the ctzens of the Commonwealth, and our government that we operate n a manner that s far, effectve, effcent, and transparent. Each step n ths process helps us to demonstrate that to our stakeholders. DO I NEED TO FOLLOW THESE PROCEDURES AND POLICIES FOR RECRUITMENT, SELECTION AND HIRING FOR ALL POSITIONS? YES. The nformaton n ths booklet s ntended as an outlne of the Unversty s procedures for the recrutment, selecton and hrng of management, faculty, professonal and classfed staff. It wll provde you wth gudance for conductng searches as well as some references to assst you. Should you have any questons or concerns about the procedures and polces for recrutment, selecton and hrng, please contact the Offce of Human Resources at for assstance. Lastly, admnstraton s commtted to contnuous assessment and mprovement of these procedures and polces. We welcome your comments, feedback and suggestons for mprovement. In an effort to develop the most effectve procedures for the recrutment, selecton and hrng of management, faculty, professonal and classfed staff, the Unversty wll perodcally revew and revse these procedures. page 3 UMD Procedures for Recrutment, Selecton & Hrng Rev

5 THE ROLE OF HUMAN RESOURCES: Human Resources (HR) has overall responsblty for the effectve and effcent mplementaton of the procedures and polces for recrutment, selecton and hrng of all personnel. HR s the prmary nsttutonal resource for hrng unts, and s responsble for ensurng that these processes comply wth contractual oblgatons, applcable laws and regulatons, and, n consultaton wth the Offce of Dversty, Equty and Incluson (EEO/AA) requrements. OFFICE OF DIVERSITY, EQUITY AND INCLUSION (COMMONLY KNOWN AS EEO/AA): EEO/AA s responsble for assurng nsttutonal complance wth EEO laws, AA regulatons, campus and Trustee polces relatve to dversty, pluralsm, dsablty and gender equty. In addton, EEO/AA has the prmary role to develop, mplement, and montor the campus Equal Opportunty/Affrmatve Acton Plan, and montor recrutment, selecton, promoton and separaton transactons. CHAIR, SEARCH & SCREEN COMMITTEE: The Char of the Search & Screen Commttee, n conjuncton wth EEO/AA and HR, s responsble for completng each step of the establshed procedures and polces, obtanng requred sgnatures/ntals and gvng gudance and leadershp to the Commttee. SEARCH & SCREEN COMMITTEE: The Search & Screen Commttee selects canddates to be ntervewed by revewng resumes and applcaton materals, developng the questons, conductng the ntervews, composng the strengths and weaknesses summary for each canddate ntervewed, and preparng a lst of two (2) or more recommended fnalsts, unranked and n alphabetcal order, to forward to both the Appontng Authorty/desgnee (and department char for faculty postons) and EEO/AA. DEPARTMENT CHAIR (FACULTY SEARCHES): The department char may be a member of the Search & Screen Commttee. The department char shall receve the Search & Screen Commttee s recommendatons unranked and n alphabetcal order. Wth the advce of the tenured faculty, and upon consultaton wth the non-tenured faculty, the department char shall forward hs/her recommendatons to the dean. The department char s recommendatons must be made from the recommended canddates of the Search & Screen Commttee. The department char may recommend one or more of the canddates recommended by the Search & Screen Commttee. page 4 UMD Procedures for Recrutment, Selecton & Hrng Rev

6 APPOINTING AUTHORITY: The Appontng Authorty s the Department Head or Dean or hs/her Desgnee. The Appontng Authorty or desgnee meets and charges the Search & Screen Commttee wth Human Resources and EEO at the begnnng of the process to ensure that the commttee has a clear understandng of the poston to be flled. The Appontng Authorty/desgnee presents the commttee wth the job vacancy announcement and job descrpton, ncludng the qualfcatons to be revewed and dscussed wth the commttee. The Appontng Authorty/desgnee selects the Char of the commttee and members of the commttee. The Appontng Authorty/desgnee dscusses the vson as well as short-term and long-term goals. The Appontng Authorty also remnds the commttee that they are to recommend at least two (2) fnalsts, unranked and n alphabetcal order, to the Appontng Authorty/desgnee (and department char for faculty postons). EXTERNAL SEARCH CONSULTANT: Human Resources should be consulted before searches utlzng an external consultant has commenced. Oftentmes an Appontng Authorty hres an external search consultant to assst wth a recrutment and selecton process n order to attract a broad, hghly qualfed, dverse applcant pool. The consultant meets wth the Appontng Authorty, the Search & Screen Commttee charperson, HR and EEO to understand and agree upon an acton plan for the process, ncludng who wll be responsble for executng each step of the procedures for recrutment, screenng, ntervewng, selecton and reference checkng. HR and EEO/AA wll provde drecton and oversght to the search consultant n accordance wth the consultng agreement and the Checklst for Workng wth External Search Consultant. NEED HELP? Contact HR Contact EEO/AA page 5 UMD Procedures for Recrutment, Selecton & Hrng Rev

7 THE RECRUITMENT PROCESS SUBMISSION OF A REQUISITION A completed, sgned Requston Form together wth the followng wll be forwarded to the Budget Offce: A Poston Descrpton, Advertsng Text, and Advertsng Plan The Offce of Human Resources wll assst n the development of poston descrptons and advertsng text. Salary ranges are determned pror to search. B The Offce of Human Resources wll notfy the Appontng Authorty of approvals/ recommendatons for the search. THE SEARCH AND SCREEN PROCESS A The Appontng Authorty, wth the approval of EEO and Human Resources, has the ablty to make a hrng recommendaton wthout a commttee for the followng types of hres: classfed staff, seasonal staff, and part-tme lecturers. For all other postons, a search commttee s requred. The Search and Screen Commttee s responsble for ensurng the applcants meet the mnmum qualfcatons, ntervewng applcants and determnng whch canddates wll go forward to the next stage. B The Search and Screen Commttee wll consst of a mnmum of three (3) ndvduals and should reflect the dversty of the campus. The Commttee should also be composed of underrepresented ndvduals and/or those who are famlar wth the requrements of the postons. The Employment Specalst wll ensure that the Hrng Authorty s aware of contractual oblgatons as t pertans to the Search and Screen Commttee membershp. The EEO offce must revew and approve the Search & Screen Commttee (Contnued on next page) page 6 UMD Procedures for Recrutment, Selecton & Hrng Rev

8 The Charge: The Employment Specalst or desgnee from the Offce of Human Resources wll accompany the Appontng Authorty. There are two separate and dstnct charges that the commttee must receve before startng the search process. The Commttee must be charged by the Offce of Dversty, Equty and Incluson, HR and the Appontng Authorty. a) EEO s charged wth assurng the search s conducted n a far, equtable and legal manner. The Commttee members wll be nformed of the rules and regulatons that apply to the search as well as nformed of the role of the commttee and the commttee charperson. The charge should nclude an overvew by HR of the applcable contractual requrements. b) The Appontng Authorty/desgnee s the person who wll be makng the fnal hrng decson. The Appontng Authorty/desgnee wll nform the Commttee of the qualtes he/she s lookng for n ths poston. Deadlne Consderatons (professonal and classfed): C a) The Charge by the Appontng Authorty and Human Resources wll ensure recrutment efforts are completed wthn 30 days of postng deadlne for AFSCME and Mantaner searches; 90 days for other applcable staff postons. b) A request for an extenson should be submtted by the hrng authorty to the Offce of Human Resources. Develop the questons--intervew questons are desgned to help determne who the most qualfed canddate s and who best meets the needs of the Unversty. These questons must be job-related and serve to assess the prerequste knowledge sklls and abltes of the canddates. Search commttees should take full advantage of all resources avalable to them to develop effectve, job related ntervew questons. (Contact the Employment Specalst for suggested ntervew questons.) The Commttee should also determne why t s askng each queston and what s an approprate or general response to those questons. Questons must be approved by the Offce of Dversty, Equty & Incluson before revew of applcatons. Ths does not mean that the commttee may not ask job-related, follow-up questons for purposes of clarty or expandng on partcularly relevant experences. (Contnued on next page) page 7 UMD Procedures for Recrutment, Selecton & Hrng Rev

9 Preparng for the Assessment: D The Intal Screenng Process--The Search & Screen Commttee revews and recommends whch canddates to ntervew. There are many ways to screen applcants, but any method used must be based on bona fde job-related crtera. Some methods nclude paper credental screenng (resume and/or cover letter), telephone ntervews, wrtng samples, professonal meetng/conference ntervews etc. The Search & Screen Commttee should create an assessment tool such as a chart/grd reflectng ts assessment of how each applcant met the mnmum and/or preferred qualfcatons of the poston. It s the responsblty of the Search & Screen Commttee to ensure canddates meet the mnmum qualfcatons of the poston. Sample grds/checks lsts are avalable upon request from Human Resources. Upon completon of the ntal screenng, the commttee forwards to the EEO offce the ntervew lsts along wth the assessments for approval. The EEO offce wll notfy the Charperson that the Search & Screen Commttee may move forward n the process. Schedulng canddates for ntervews can occur upon approval. The EEO offce may requre that the Search & Screen Commttee conduct an addtonal revew of canddates. page 8 UMD Procedures for Recrutment, Selecton & Hrng Rev

10 THE INTERVIEW PROCESS Determne the components of the ntervew: A At a mnmum, the canddate for ntervew must have a formal on-campus ntervew wth the commttee. Addtonally, the commttee may requre the canddate to perform some task that s part of the regular poston (e.g., teachng demonstraton, gve a typng sample), or to be assessed on some aspect of the job (e.g. techncal knowledge assessment). Canddates for ntervew must be notfed of the components of the ntervew (e.g., assessment, presentaton, room locaton). Canddates may request accommodatons as to the room or assessment beng conducted. If you have any questons about an ADA accommodaton request, please contact EEO/AA at canddates pror to schedulng ntervews. or EEO must approve The commttee may also wsh to schedule sem-formal or nformal ntervews wth colleagues/peers, students, and/or nterested consttuences. Schedule the ntervews: B The Commttee Char should make every effort to schedule the ntervews at a tme and place when all members of the Search & Screen Commttee can attend. If there s more than one component of the ntervew, then suffcent tme must be allowed for each component. Each canddate should be gven approxmately the same amount of tme for each component of the ntervew process. Conduct the Intervews: C Intervews must be conducted equtably for all canddates. The same questons and assessment tools must be appled to all canddates. Ths does not mean that the commttee may not ask job-related, follow-up questons for purposes of clarty or expandng on partcularly relevant experences. The Commttee must have determned ahead of tme the method or process to evaluate the canddate ntervews. Some methods nclude narratve, and comparatve (e.g., excellent, good, weak). The Commttee Char s responsble for documentng the evaluaton method used for all canddates ntervewed. Please do not use numercal ratngs. (Contnued on next page) page 9 UMD Procedures for Recrutment, Selecton & Hrng Rev

11 Determne the fnalsts: The Search & Screen Commttee should select a mnmum of two canddates, whenever possble to forward to the Appontng Authorty. Exceptons to ths may occur on nternal searches. The Search & Screen Commttee wll submt the names of the fnal canddates to the Employment Specalst. The Appontng Authorty must ask external fnalsts to complete and sgn the Unversty Employment Applcaton Form. The purpose of completng and sgnng ths form s to certfy the accuracy of the applcaton nformaton and to obtan permsson to conduct reference and background checks. D The Commttee Char should submt the followng to the Appontng Authorty: the fnalsts, a summary of strengths/weaknesses for all applcants revewed, resume revews, canddates ntervewed and other requred documentaton, EEO/AA Assurance Form sgned by all commttee members. Once the Assurance Form s completed and sgned, no new applcants wll be revewed. The Appontng Authorty wll conduct a comprehensve revew of the fnalst packet. The Appontng Authorty s encouraged to meet wth the Search & Screen Commttee to dscuss the fnalsts. For FACULTY searches, the commttee char wll provde a complete recommendaton package to the Department Charperson. Wth the advce of tenured faculty, and upon consultaton wth the non-tenured faculty, the department char shall forward hs/her recommendaton(s) to the dean. The department char may recommend one or more of the canddates recommended by the Search and Screen Commttee. The Appontng Authorty/desgnee s encouraged to meet wth the Search & Screen Commttee to dscuss the fnalsts. page 10 UMD Procedures for Recrutment, Selecton & Hrng Rev

12 MAKING THE FINAL DECISION A Appontng Authorty Intervews: The Appontng Authorty/desgnee may wsh to ntervew canddates alone, wth other staff or conduct a seres of ntervews wth other colleagues. Whle there s greater flexblty n the fnal ntervew process, t s stll mportant to remember that all questons must be job-related. Conductng Reference Checks: B Once ntervews are completed, Appontng Authorty/desgnee should conduct reference checks on canddate of choce pror to recommendng a canddate for hre. Reference checks should be regarded as another form of ntervewng. As such, hrng decsons should not be made wthout makng an effort to check references. Letters of recommendaton may be used n place of reference checkng for FACULTY searches ONLY. In place of reference checks, for FACULTY SEARCHES letters of recommendaton may be used, f n the advertsng copy the followng verbage s used three, current, orgnal letters of recommendaton. Background Revews: Potental hres should be notfed that any offer of employment s contngent upon a background check. The canddate should be notfed that the Unversty has obtaned the servces of a thrdparty company to conduct these background checks. The Hrng Decson: C The Appontng Authorty selects one canddate who wll be offered the poston. The Appontng Authorty completes the Hrng Recommendaton Form and forwards complete hrng package to the EEO Offce. (For AFSCME search, a completed AFSCME Fnalst Assessment form for each nternal canddate recommended by Search & Screen Commttee.) EEO wll forward to HR the complete fnalst package. HR wll revew and approve. A Faled Search: A search has faled f the Appontng Authorty or desgnee does not choose to recommend a canddate for hre or f the Admnstraton determnes there was a volaton of the process. Determnaton of a faled search s decded by the collaboraton of HR, EEO and the Appontng Authorty. The Appontng Authorty wll subsequently notfy the Search & Screen Commttee of the decson. In the event a search s faled, a new Requston wll need to be completed. page 11 UMD Procedures for Recrutment, Selecton & Hrng Rev

13 OTHER TYPES OF HIRES I. STAFFING AGENCY TEMPORARY HIRE II. III. IV. TEMPORARY HIRE POSTDOCTORAL HIRE HONORIFIC HIRE V. RESEARCH AND TECHNICAL ASSOCIATE VI. VII. VIII. FACULTY SPECIAL OPPORTUNITY FACULTY HIRES PART TIME LECTURERS page 12 UMD Procedures for Recrutment, Selecton & Hrng Rev

14 I. AGENCY HIRES UNIVERSITY OF MASSACHUSETTS DARTMOUTH Temporary Hre from a Staffng Agency As part of our contnung efforts to ncrease the level of customer servce, and n response to suggestons from the campus communty, effectve July 1, 2008 the Offce of Human Resources wll facltate the employment of temporary employees through the use of employment agences. When your department s n need of utlzng staff from a temporary employment agency, please complete the Agency Request Form (whch s located on our web ste The Offce of Human Resources wll contact an agency to communcate your department s partcular needs and coordnate the revew/ntervew of canddates wth the hrng manager. Please take note that the temporary agency assgnments should not exceed one year. If there are extenuatng crcumstances that requre addtonal tme, please contact the Offce of Human Resources. In addton please note the followng detals when requestng a Temporary Offce employee from s Staffng Agency: Temp hres should receve no more than (2) 15 mnute breaks per day. Temp hres may not work more than ther contracted hours. (Overtme s not allowed) Notfy the Offce of Human Resources f/when the employee completes ther assgnment or abandons ther assgnment. Employees are not compensated for sck tme, holdays, personal tme taken etc. Please note: Certan temporary hre postons may be subject to an agency fee to be determned by the offce of Human Resources. Please put one of the followng contract numbers on the Purchase Order: Greysmth: CD13HF28 KNF & T: CD13HF27 Adecco: CD13HF12 We hope your department wll beneft from ths change and we welcome your comments and suggestons. Lastly, please nform me va emal once the temporary employee has completed hs/her assgnment. Should you have any questons, or would lke more nformaton, please contact Lesle Mercure, Employment Thank you, Human Resources page 13 UMD Procedures for Recrutment, Selecton & Hrng Rev

15 Department Contact Person/Extenson Ttle Reason for Temporary Hre Speed Type Mnmum qualfcatons Requred Please gve a detaled explanaton of why you need to utlze an outsde staffng agency and also the type of qualfcatons ths poston requres ( you may use a second page f needed) Agency Request Form Date Start Date: End Date: Work Schedule: Number of Work hours of Temporary Employee: Employee may not work more than 40 hours per week Overtme not allowed In order for ths form to be complete, the Department Head must authorze ths form Department Head/ Charperson Dean/Dvson Head FOR HR USE ONLY Staffng Agency: Date Date Contact Person: Name of Temporary Employee: Rate of pay : $ Non-Employee Employee ID Form Completed Yes No ID# Requred Access: Tmekeepng Yes No Granted by: K. Pennock Fnancals Yes No Granted by: J. George Student Info Yes No Granted by: C. Kaylor Emal Yes No Granted by:j. Rosnha ESU/Fac Fed Agency Fee Yes No page 14 UMD Procedures for Recrutment, Selecton & Hrng Rev

16 II. PROCEDURES FOR TEMPORARY HIRES Ths form should be completed n ts entrety and forwarded to necessary partes for approval. (Up to Sx months duraton, non-beneftted postons, excludng Part-Tme Lecturers, Student Status and Full Tme Lecturers* and Post Doc Research Assocates) * Certan exceptons may apply The requestng department wll receve notfcaton from Human Resources and/or EEO regardng the approval to hre. The department wll then send the ndvdual to HR to complete necessary payroll paperwork. The ndvdual f a US ctzen should brng any one of the followng preferred forms of Identfcaton: Current US Passport Brth Certfcate wth the Drver s Lcense Socal Securty Card wth the Drver s Lcense For ndvduals wth other ctzenshp status, please refer to the I-9 form nstructons. You can fnd the I-9 form here: Should you have questons please contact the Offce of Human page 15 UMD Procedures for Recrutment, Selecton & Hrng Rev

17 T# Name of the Employee: Assgnment Ttle: Dates servce to be performed : From Temporary Hre Form Have you completed the Employment Status form? If not See Attached Department Department # To Detaled Explanaton of temporary stuaton on a short-term bass, justfcaton needed (use an addtonal sheet f necessary): Descrpton of dutes: Salary Requested: HR Account Code (Speed Type) *Must be lsted Number of Hours per week How was the canddate selected for hre? How s the Employee qualfed to perform these dutes? [attach resume or C.V./and or copy of grant] Does ths work fall wthn the scope of another employee s current responsbltes? Yes No If yes, what s the reason they are not beng performed by that employee? What s the mpact on the Unversty f these servces are not performed? Wll a search be conducted, If yes, when? Supervsor/Fundng Dept (f Dfferent from Supervsor) Prnt Name Sgnature Date Dean/Dvson Head Prnt Name Sgnature Date Assstant Chancellor for EEO/AA Prnt Name Sgnature Date For HR Use only: Compensaton revewed by: Date : Is ths a temporary staffng agency poston? Yes No Revewed by : Date: page 16 UMD Procedures for Recrutment, Selecton & Hrng Rev

18 III. POSTDOCTORAL FELLOW HIRING PROCESS Snce the Postdoctoral Fellow s pad from a federal, state, or prvate grant obtaned by a regular faculty member, the work to be done by the ndvdual must be to support the grant delverables. The faculty member who provdes the fundng (the PI) must have the flexblty to hre the best avalable canddate and the judgment must resde wth the faculty member. Recrutment for Postdoctoral postons should nclude measures for outreach as these postons can add to nsttutonal efforts to enhance dversty and provde opportuntes to underutlzed groups. These steps may nclude advertsng through electronc lst-serves and malng job descrptons and vacancy notces to unverstes and colleges. The hrng unt should mantan documentaton supportng the department s efforts. It s often the case that, n these types of employment stuatons, a specfc person s desred or has been dentfed to fll the appontment because of a research mperatve. Because of ths, a search process s not necessarly requred. However, wantng to appont a post-doc does not preclude the hrng unt from conductng a search to fll such a poston. In fact, searches are hghly encouraged. All actvtes, regardless of the means to dentfy and appont the canddate, must be documented and the records mantaned for a perod of two years from the hre date of the successful canddate. The actons and notes of all search commttees (f applcable) must be mantaned wthn the department for two years. Addtonally, hrng offcals (Prncpal Investgators, etc.) who seek post-docs through professonal contacts va mal, e-mal, phone or other such means must document all such efforts and must preserve all records. Furthermore, any "ntervewng" or "screenng" actvtes ncludng reference checks of fnalsts must be documented and the copes of records mantaned n the department wth orgnals of documents sent to EEO/AA and HR. The followng steps should be followed n recrutng/hrng Postdoctoral Fellows: 1. The PI/department completes a Requston (ncludng fundng sources), poston descrpton (see sample), a draft poston announcement/advertsement, and a search plan and forwards to the College Dean. 2. For those cases n whch a search wll be conducted, after the College EEO Mentor certfes the search plan, the Dean wll forward the recrutment documents to HR for approval, poston numberng, and announcement postng. The HR offce communcates the plan to EEO/AA Offce. 3. Once a poston number s assgned, the faculty mentor/pi proceeds wth any advertsng and selecton process. Each applcant s asked to complete and return an Ethnc and Gender Referral form. 4. Pror to ntervewng canddates, the Prncpal Investgator wll send to the EEO/AA Offce the names of all applcants notng names of the canddates selected for an ntervew. If necessary, the EEO/AA offce may request addtonal nformaton n the applcant pool. Note: All search wavers must be approved by the regular waver process whch s to send a memorandum to the approprate Vce Chancellor and then the EEO/AA offce, explanng why there s a need for employng an ndvdual(s) wthout a selecton process. 5. The PI/department prepares a hrng package that ncludes: a Recommendaton Form for Postdoctoral Appontment approved by the Dean, currculum vtae, degree certfcaton (f new appontment), proof of employment elgblty. Degree certfcaton may be n the form of a sgned dssertaton accompaned by letters from the faculty member that served as major professor for the ncumbent and from the Dean of the Graduate School or equvalent from the grantng nsttuton. The hrng package s sent to EEO/AA Offce for approval and the EEO/AA offce forwards the package to HR who wll generate the offer letter. page 17 UMD Procedures for Recrutment, Selecton & Hrng Rev

19 6. After the canddate accepts the terms of the appontment n wrtng HR wll process payroll and benefts. Note: all requred employment documentaton must be receved before the ndvdual can be added to payroll. 7. The faculty mentor/pi works wth the Internatonal Student & Fellow Center and HR to complete any vsa or work authorzaton requrements. 8. On the frst day of work, the Postdoctoral Fellow should be drected to HR to complete the requred I-9 process and any other new employee orentatons. 9. At the completon of the postdoctoral Fellow appontment, the orgnatng department must send a termnaton notce to HR to remove the ndvdual from payroll and termnate benefts. POLICY Preamble The Unversty of Massachusetts Dartmouth s commtted to developng and mantanng a vgorous program for Postdoctoral Fellows that wll smultaneously provde mentorshp and professonal development opportuntes for partcpants, support, and expand the unversty s research msson. Postdoctoral Fellows contrbute to the academc communty by enhancng the research and educaton programs of the Unversty. They brng expertse and creatvty that enrch the research envronment for all members of the Unversty communty, ncludng graduate and undergraduate students. The Unversty strves to provde a stmulatng, postve, and constructve experence for the Postdoctoral Fellow, by emphaszng the mutual commtment and responsblty of the nsttuton, the faculty, and the Postdoctoral Fellow. Poston Defnton Postdoctoral Fellow appontments are ntended to provde a full-tme program of advanced academc preparaton and research tranng. Postdoctoral Fellows tran under the drecton and supervson of faculty mentors n preparaton for academc or research careers. In addton to pursung advanced preparaton n research, Postdoctoral Fellows may be approved to engage n other actvtes to enhance teachng and other professonal sklls. The appontee has the freedom and s expected to publsh the results of hs or her research or scholarshp durng the perod of appontment. The appontee s expected to wrte proposals for grant fundng jontly wth the Faculty Mentor and may serve as a Co-Prncpal Investgator. Terms of Servce a. Appontment as a Postdoctoral Fellow requres a doctoral degree (e.g., Ph.D., Sc.D., M.D.) or foregn equvalent awarded wthn the last 6 years. b. Postdoctoral Fellow appontments are temporary and have fxed end dates. Appontments must be made for a mnmum duraton of three months and a maxmum duraton of two years. Postdoctoral Fellows may be reapponted subject to the same servce constrants. Renewal s based on performance and fundng avalablty. It s wthn the Unversty's sole dscreton not to reappont a Postdoctoral Fellow. c. The total duraton of an ndvdual's postdoctoral servce may not exceed fve years, ncludng postdoctoral servce at other nsttutons. d. Appontments to the Postdoctoral Fellow ttle are full tme, based on the expectaton that the Postdoctoral Fellow wll be prmarly nvolved n research. If a Postdoctoral Fellow addtonally holds a Unversty teachng appontment or other Unversty poston(s), the percent tme of the Postdoctoral Fellow appontment normally wll be reduced so that the sum of the percent tmes of all appontments equals 100 percent. e. Postdoctoral Fellows must be elgble to work n the Unted States. page 18 UMD Procedures for Recrutment, Selecton & Hrng Rev

20 EEO/AA Hrng unts should strve to have an nclusve, supportve envronment that provdes postdoctoral tranng opportuntes and maxmzes and values the potental of all Postdoctoral Fellows. Unts are encouraged to announce opportuntes n order to dentfy qualfed canddates, however snce Postdoctoral Fellow appontments are temporary postons they are exempt from formal recrutment documentaton (see Hrng Process below). At a mnmum, the hrng unts should post on campus and wthn the department s webste, and also utlze professonal networks to the greatest extent possble n order to promote equal opportunty for all canddates. Compensaton 1. Generally, the Postdoctoral Fellow salary support s pad from external fundng obtaned by the faculty mentor or by the Postdoctoral Fellow, and may have been awarded as a fellowshp or traneeshp for postdoctoral study by an extramural agency or by the unversty. 2. Departments are responsble for determnng the salary ranges approprate for ther dscplne and establshng the crtera for determnng the salary of ndvdual Postdoctoral Fellows appontees. Such crtera may nclude, the ndvdual's qualfcatons, number of years of experence, performance as a postdoctoral Fellow, fundng avalablty n the dscplne, and compettve salares and stpends pad by other unverstes. 3. Salary ncreases may be recommended for Postdoctoral Fellows based on mert and the avalablty of fundng, and n conjuncton wth an annual revew/reappontment revew. Although the canddate's entre record may be consdered, heavy emphass wll be placed on the evaluaton of contrbutons snce the last revew. Postdoctoral Fellow Responsbltes 1. Conscentous dscharge of assgned dutes; 2. Adherence to ethcal standards; 3. Complance wth good laboratory practce and recognzed Unversty standards; 4. Observatons of establshed gudelnes for research nvolvng bohazards, human subjects, or anmals; 5. Open and tmely dscusson wth the mentor regardng research progress, dstrbuton of research materals, or any dsclosure of fndngs or technques prvately or n publcatons, 6. Collegal conduct toward coworkers; and 7. Complance wth all applcable Unversty polces and procedures Faculty Mentor Responsbltes 1. Faculty mentors are responsble for gudng and montorng the advanced tranng of Postdoctoral Fellows. In ths role, mentors should make clear the goals, objectves, and expectatons of the appontment and the responsbltes of Postdoctoral Fellows. Faculty mentors are also responsble to educate the Postdoctoral Fellow n Intellectual Property, Copyrght, varous other Sponsored Research gudelnes, and other Unversty standards. Faculty mentors should regularly and frequently communcate wth Postdoctoral Fellows, provde regular and tmely assessments of the Postdoctoral Fellows performance, and provde career advce and job placement assstance. page 19 UMD Procedures for Recrutment, Selecton & Hrng Rev

21 2. Faculty mentors are responsble to secure space, facltes, and other resources needed for the Postdoctoral Fellow to conduct the research envsoned jontly wth the Faculty Mentor, and to assst n the publcaton process of such research. 3. Faculty mentors are also responsble for arrangng for requred funds to supplement salary to meet mnmum pay rates for Postdoctoral Fellows, f necessary, and for dentfyng possble sources for funds to cover beneft costs. 4. Faculty mentors must conduct an annual revew of the Postdoctoral Fellow. Ths revew must be completed no later than the annversary of the effectve date and avalable to the Postdoctoral Fellow. Grevances Postdoctoral Fellows may follow the grevance processes outlned n Employment Polces for Non-faculty for resoluton of employment related dsputes. Hrng Authorty 1. The academc deans have been delegated the authorty to approve appontments and reappontments to Postdoctoral Fellow postons. 2. The dean wll notfy the ndvdual of the appontment n wrtng, wth copes to the faculty mentor, the mentor's unt, and the Assocate Provost for Graduate Programs. Benefts Elgblty Postdoctoral Fellows are elgble for health and leave benefts establshed for non-faculty employees. For those apponted as Fellows, faculty mentors must dentfy the fundng source to cover the Unversty porton of these costs. Postdoctoral Fellows are not elgble for retrement benefts. References The UMass Dartmouth Postdoctoral Fellow program ncorporates elements of the followng reports: 1. Commttee on Postdoctoral Educaton, Report and Recommendatons, Amercan Assocaton of Unverstes, March 31, Commttee on Scence, Engneerng and Publc Polcy, Enhancng the Postdoctoral Experence for Scentsts and Engneers, Natonal Academes Press, page 20 UMD Procedures for Recrutment, Selecton & Hrng Rev

22 POSITION # OFFICE OF THE ASSOCIATE PROVOST GRADUATE PROGRAMS Recommendaton for Postdoctoral Appontments Check one: Intal appontment Extenson of Appontment Type applcaton onlne and send as an e-mal attachment to the sponsorng campus unt. If not possble, type and send by fax. DO NOT WRITE BY HAND. Personal Data Name Famly Frst Mddle Intal Date of Brth Sex: Male Female Month Day Year Permanent Address Street Cty State/Country Zp Code Country of Ctzenshp (Antcpated) Vsa Type E-mal Address Purpose of Research Vst Proposed Vst Start Date End Date Hghest Degree Degree Date Insttuton/Locaton Have you been a professor, assocate professor, or assstant professor elsewhere? No Yes If yes, where? Prevous Postdoctoral Experence Pror to proposed appontment, have you held other postdoc postons? No Yes If yes, please lst each nsttuton and amount of tme each appontment was held: 1. Insttuton Number of Years Months 2. Insttuton Number of Years Months 3. Insttuton Number of Years Months If the canddate s a ctzen or permanent resdent of the Unted States, please check all that apply: A Amercan Indan/Alaskan Natve B Asan/Pacfc Islander C Cape Verdean D Black/Afrcan-Amercan E Hspanc F Whte/Caucasan G Dsabled H Vetnam-era Veteran I Specal Dsabled Veteran J Newly Separated Veteran K Other Protected Veteran L Declne to State/Unknown M Other For School/College/Department/GPO Use Only Name of Campus Sponsorng Unt Admnstratve Contact E-mal Phone Vstor s Work Locaton / Lab Insttutonal Source of Fnancal Support whle at UMass Dartmouth Faculty Sponsor Amount per month $ Source (fundng agency) Type of fundng source: Federal State/Local Govt. Prvate Agency/Busness UMass/Insttutonal Funds Foregn Govt. Self-Supportng Other Dstrbuton of effort by source (%) page 21 UMD Procedures for Recrutment, Selecton & Hrng Rev

23 Sgnature of Faculty Sponsor/PI Sgnature of Dean, Char of Drector Sgnature Asst. Chancellor for Dversty, Equty and Incluson Sgnature Assstant VC of HR Date Date Date Date FOR GRADUATE PROGRAM OFFICE USE ONLY Ttle Approved / Recorded Postdoctoral Scholar Postdoctoral Fellow Postdoc Other Vstng Scholar Documents Recorded Currculum vtae Personal statement I-9 certfcaton Degree certfcaton/transcrpt By: Date: page 22 UMD Procedures for Recrutment, Selecton & Hrng Rev

24 IV. HONORIFIC HIRES Unversty of Massachusetts Dartmouth Academc Affars Dvson Polcy on Honorfc Appontments Ths document updates and expands the unversty's polcy on Honorfc Appontments, approved by the unversty's Board of Trustees on September 10, Honorfc Appontments The honorfc appontment of an ndvdual who wll be contrbutng to the unversty's programs for research, scholarshp, creatve actvtes or development s called a Vstng Scholar. Whle Vstng Scholar s the general term for honorfc appontments, a customary ttle such as Adjunct Professor may be used to recognze an appontment of a specfc type. Purpose and qualfcatons Vstng Scholars are ndvduals nvted to our campus for a specfc academc purpose and for a lmted perod, e.g., a semester or year. Although the appontment may nvolve teachng, t s not prmarly a teachng poston but encompasses scholarly endeavor or other research or development work. Vstng scholar appontments dffer from faculty postons such as those for tenure-track faculty; they are an appontment to do a project or set of actvtes, not employment as a faculty member. Vstng Scholar appontments do not requre a hrng search. Vstng Scholars should be dstngushed from vstng professors comng for a lmted perod, e.g., to occupy a rotatng Endowed Char. Vstng Scholars are often faculty comng here from another unversty, perhaps on a sabbatcal, to work on a research project or to develop new expertse or knowledge that they can brng back to ther home nsttuton. Vstng Scholars can be from another unversty or from ndustry, research nsttutes, etc. Vstng Scholar appontments can be used for doctoral canddates from other unverstes comng to do research here. Vstng Scholars may audt classes on a lmted bass when that actvty s approprate to the nature and purpose of ther appontment; they wll pay the regular tuton and fees for that actvty unless specfcally approved otherwse n the appontng documents. Mnmum qualfcatons shall nclude a) the approprate academc degree and/or academc rank or equvalent professonal experence n the feld of the appontment (or beng a doctoral canddate), b) havng an approprate professonal poston at another hgher educaton or research nsttuton or c) beng retred from such postons. Normally, Vstng Scholar appontments do not provde salary or stpend, nsurance, benefts, and other fnancal support, but t s possble to extend such consderaton wth justfcaton when fundng s avalable. Vstng Scholar appontments typcally provde supportve amentes such as workspace and access to facltes, technology, and the lbrary. Such consderatons must be stated n the appontng documents. page 23 UMD Procedures for Recrutment, Selecton & Hrng Rev

25 Appontment Approvals Appontment may be ntated ether by nvtaton or applcaton. Revew of the academc and/or professonal qualfcatons of the ndvdual wll be ntated at the level approprate for the objectves of the appontment. A Vstng Scholar appontment request typcally orgnates n an academc unt of the unversty (.e., a department or academc center). When an academc department or nterdscplnary program recommends a Vstng Scholar appontment, the recommendaton goes to the Dean of the College/School and then the Provost. When a center drector recommends an appontment that does not nvolve teachng, the recommendaton goes to the ndvdual to whom the center reports, e.g., to the Dean, and then the Provost. When a center drector recommends an appontment that nvolves teachng as well as actvtes n the center, the recommendaton would orgnate n the center but be routed through the department n whch the teachng would occur for a departmental recommendaton on the appontment. The department Charperson's and Dean's recommendaton of the appontment would be conveyed n memoranda ncluded n the tle that goes to the Provost. Vstng Scholar appontments wll be approved by the Provost when they nvolve no fnancal support from UMass Dartmouth. The Offce of Human Resources ssues the appontment letter. When a Vstng Scholar appontment does nvolve fnancal support from UMass Dartmouth, the Provost recommends to the Chancellor. Before dong so, the Provost wll request a revew and sgn-off by the Offce of Dversty, Equty and Incluson. The purpose of ths revew s to verfy that the poston s legtmately honorfc as opposed to one that should be posted and flled through a job-search process. The Offce of Human Resources ssues the appontment letter. Documentaton Requred for the Appontment The recommendaton to the Provost that a Vstng Scholar be apponted should descrbe the nature, scope, and expected outcomes of the appontment. It should: Indcate the prmary purpose of the vst. Outlne the actvtes the Vstng Scholar wll undertake. Specfcally, t should: State the academc feld, the specfc research or nstructon area and the goals of the endeavor; Indcate a stated result or outcome--f not a concrete scholarly product, then a summary of the expected achevements and the benefts receved by the unversty. Indcate other actvtes or outcomes; for example, specfed nteractons wth faculty, students, or staff. If teachng s nvolved, ndcate the course or courses to be taught and any specal condtons. Indcate the startng and endng dates of the vst. Whle Vstng Scholar Appontments are for a specfc duraton, they may be renewed. The ndvdual should acknowledge UMass Dartmouth n any publcatons or other results from the Vstng Scholar Appontment. page 24 UMD Procedures for Recrutment, Selecton & Hrng Rev

26 The recommendaton to the Provost should also: Document the ndvdual's qualfcatons. Document that the ndvdual wshes to accept the appontment as descrbed. Indcate a person n the department or center who wll be the contact person for the ndvdual and who wll oversee progress on the project and actvtes. State specfcally the support the unversty wll offer the ndvdual: e.g., f an unfunded appontment, desk or offce space, research space, telephone, computer, access to lbrary, access to e-mal, access to computer servces, access to secretaral assstance, access to campus housng; and f funded, also state the terms of the fundng. Sgnatures accompanyng the recommendaton are commtments to provde the support ndcated. Approved appontments go to Human Resources for a contract to be ssued, a fle to be set up, etc. Non-mmgrant Vsa (f requred) If the ndvdual needs a non-mmgrant vsa, t would usually be the J-1 vsa. The ot1ce on campus charged wth ssung J-1 vsa permsson wll assst the unt nvtng the ndvdual by contactng the ndvdual to learn personal and offcal nformaton needed for submsson of the forms that result n the requste vsa. If there s lmted tme, the offce can begn the vsa paperwork before the approval s fnal. Actual ssung of vsa forms requres an approved Human Resources contract. It s a requrement for the J-1 vsa that we have on record clear documentaton of the nature, scope, and results of the appontment and the appontee's qualfcatons, as ndcated above. The 1-1 vsa s ssued for the purpose of full-tme pursut of the descrbed project and actvtes; there are specfc condtons and lmtatons regardng work for compensaton, travel, dependents, etc., and we are accountable for montorng the person's remanng n vsa status. The offce on campus charged wth ssung J-l vsa permsson works wth the appontng unt and the vstng scholar on such complance Issues. Vstng Scholar Appontments cannot later become the bass for applcatons for employmentbased permanent resdency. Ths polcy s effectve January 1, page 25 UMD Procedures for Recrutment, Selecton & Hrng Rev

27 Unversty of Massachusetts Dartmouth Academc Affars Dvson Procedure for Honorfc Appontments Updated Aprl, 2011 Ths document clarfes and expands the unversty s polcy on Honorfc Appontments, approved by the unversty s Board of Trustees on September 10, Honorfc Appontments The Unversty of Massachusetts Dartmouth recognzes four dfferent types of honorfc appontment: Vstng Scholar, Vstng Research Student, Adjunct Faculty and Afflate Faculty. All honorfc appontment requests should be made at least one month n advance of the expected start date, and appontments that requre ssuance of a vsa should be ntated at least three months n advance. Vstng Scholar Appontments are provded to ndvduals nvted to our campus for a specfc academc purpose and for a lmted perod of tme, e.g., a semester or year. Renewal s not usually allowed. An ndvdual may be repeatedly apponted as a Vstng Scholar provded the vsts are separated n tme.e. a faculty member mght be a Vstng Scholar once every seven years for all of hs/her sabbatcals. Although the appontment may nvolve teachng, t s not prmarly a teachng poston but encompasses scholarly endeavor or other research or development work. Vstng Scholar appontments dffer from faculty postons such as those for tenure-track faculty; they are an appontment to do a project or set of actvtes, not employment as a faculty member. Vstng Scholar appontments do not requre a hrng search. Vstng Scholar appontments dffer from adjunct appontments n that vstng scholar appontments are for shorter duraton, may provde the bass for the ssuance of a vsa and the appontment may nclude compensaton from the unversty. Vstng Scholar appontments dffer from Research Professor appontments n that the appontments are for shorter duraton, no more than a year, and usually cannot be renewed. Vstng Scholars are often faculty comng here from another unversty, perhaps on a sabbatcal, to work on a research project or to develop new expertse or knowledge that they can brng back to ther home nsttuton. Vstng Scholars can be from another unversty, ndustry, research nsttutes, etc... Vstng Scholars may regster for or audt classes on a lmted bass when that actvty s approprate to the nature and purpose of ther appontment. They are responsble for payment of the regular tuton and fees for that actvty unless specfcally ndcated otherwse n the appontng documents. Crtera Mnmum qualfcatons shall nclude a) the approprate academc degree and/or academc rank or equvalent professonal experence n the feld of the appontment, b) havng an approprate professonal poston at another hgher educaton or research nsttuton or c) beng retred from such postons. page 26 UMD Procedures for Recrutment, Selecton & Hrng Rev

28 Responsbltes and Prvleges Normally, Vstng Scholar appontments do not provde salary or stpend, nsurance, benefts, and other fnancal support, but t s possble to extend such consderaton wth justfcaton when fundng s avalable. Vstng Scholar appontments typcally provde supportve amentes such as workspace and access to facltes, technology, and the lbrary. Such consderatons must be stated n the appontng documents. The ndvdual should acknowledge UMass Dartmouth n any publcatons or other results from the Vstng Scholar Appontment. Vstng Scholars who are sponsored by a department are assumed to have the rghts and prvleges of an adjunct professor for the duraton of ther appontments. Vstng Scholars must sgn a partcpaton agreement ndcatng ther understandng of the ntellectual property polces of the unversty. Compensaton Vstng Scholars may be compensated for ther work f funds are avalable; but some Vstng Scholars may be supported entrely by ther own fundng. Appontment Approvals Appontment must be ntated by nvtaton from a full tme faculty member or academc admnstrator. The person ssung the nvtaton must nclude a memorandum that ndcates how the nvtee became know to hm/her n the applcaton packet that s sent to the Dean. Revew of the academc and/or professonal qualfcatons of the ndvdual wll be ntated at the level approprate for the objectves of the appontment. A Vstng Scholar appontment request typcally orgnates n an academc unt of the unversty (.e., a department or academc center). When an academc department or nterdscplnary program recommends a Vstng Scholar appontment, the recommendaton goes to the Dean of the College/School. When a center drector recommends an appontment that does not nvolve teachng, the recommendaton goes to the ndvdual to whom the center reports, e.g., to the Dean. When a center drector recommends an appontment that nvolves teachng as well as actvtes n the center, the recommendaton would orgnate n the center but be routed through the department n whch the teachng would occur for a departmental recommendaton on the appontment. Appontment of a foregn natonal to a poston as a Vstng Scholar requres approval from the UMass Dartmouth Drector of Complance to mantan deemed export control. page 27 UMD Procedures for Recrutment, Selecton & Hrng Rev

29 Uncompensated Vstng Scholars The Dean wll have fnal approval for uncompensated Vstng Scholar appontments. The Dean ssues appontment letters to uncompensated Vstng Scholars wth a copy to the Offce of Human Resources. Compensated Vstng Scholars When a Vstng Scholar appontment nvolves fnancal support from UMass Dartmouth the Dean wll request a revew and sgn-off by the Offce of Equal Opportunty, Dversty, and Outreach. The purpose of ths revew s to verfy that the poston s legtmately honorfc as opposed to one that should be posted and flled through a jobsearch process. Approval from all people wth budget authorty for the fnancal support must be secured ncludng the Offce of Research Admnstraton f grant funds are to be used. All approvals should be secured pror to forwardng the appontment request to Human Resources. The Offce of Human Resources ssues the appontment letters for compensated Vstng Scholars. Documentaton Requred for the Appontment The recommendaton for a Vstng Scholar to be apponted should descrbe the nature, scope, and expected outcomes of the appontment. It should: Include a memorandum that dentfes how the Vstng Scholar became known to the host ndvdual. Indcate the prmary purpose of the vst. Outlne the actvtes the Vstng Scholar wll undertake. Specfcally, t should: o State the academc feld, the specfc research or nstructon area and the goals of the endeavor; o Indcate a stated result or outcome--f not a concrete scholarly product, then a summary of the expected achevements and the benefts receved by the unversty. o Indcate other actvtes or outcomes; for example, specfed nteractons wth faculty, students, or staff. o If teachng s nvolved, ndcate the course or courses to be taught and any specal condtons. Indcate the startng and endng dates of the vst. Vstng Scholar appontments are for a specfc duraton. The recommendaton to the Dean should also: Document the ndvdual s qualfcatons. Document that the ndvdual wshes to accept the appontment as descrbed. Indcate a person n the department or center who wll be the contact person for the ndvdual and who wll oversee progress on the project and actvtes. State specfcally the support the unversty wll offer the ndvdual: e.g., f an unfunded appontment, desk or offce space, research space, telephone, computer, access to lbrary, access to e-mal, access to computer servces, access to secretaral assstance, access to campus housng; and f funded, also state the terms of the fundng. Sgnatures accompanyng the recommendaton are commtments to provde the support ndcated. page 28 UMD Procedures for Recrutment, Selecton & Hrng Rev

30 Renewal Vstng Scholar Appontments may only be renewed under unusual crcumstances. Requests for renewal must be approved by the Provost whether or not the Vstng Scholar s beng compensated. Crtera for renewal of appontments for compensated Vstng Scholars are partcularly strngent. Indvduals seekng longer term appontments should seek appontments as Postdoctoral Students, Research Professors or Adjunct Faculty. Non-mmgrant Vsa (f requred) If the ndvdual needs a non-mmgrant vsa, t would usually be the J-1 vsa. The offce on campus charged wth ssung J-1 vsa permsson wll assst the unt nvtng the ndvdual by contactng the ndvdual to learn personal and offcal nformaton needed for submsson of the forms that result n the requste vsa. If there s lmted tme, the offce can begn the vsa paperwork before the approval s fnal. Issung of vsa forms wll not occur untl the honorfc appontment s fully approved. It s a requrement for the J-1 vsa that we have on record clear documentaton of the nature, scope, and results of the appontment and the appontee s qualfcatons, as ndcated above. The J-1 vsa s ssued for the purpose of fulltme pursut of the descrbed project and actvtes; there are specfc condtons and lmtatons regardng work for compensaton, travel, dependents, etc., and we are accountable for montorng the person's remanng n vsa status. The offce on campus charged wth ssung J-1 vsa permsson works wth the appontng unt and the vstng scholar on such complance ssues. The burden of cost for the vsa applcaton process wll be determned based on unversty gudelnes. Vstng Scholar Appontments cannot later become the bass for applcatons for employment-based permanent resdency. Vstng Research Student Appontments are provded to students at other nsttutons who are nvted to campus to pursue research or other scholarly projects for a lmted tme and do not have an expectaton of takng courses usually a summer or sngle semester, but they may be as long as two years. Vstng Research Students must be enrolled n a degree program at another unversty, at ether the undergraduate or graduate level. Vstng Research Students dffer from exchange students n that they are not expected to take classes at UMass Dartmouth, and there s no guarantee that any courses taken at UMass Dartmouth wll be accepted for credt at ther home nsttutons. If they wsh to enroll n courses, they must get permsson from ther research supervsor and f approved they must regster as specal non-degree students. They are requred to pay all tuton and fees. Vstng Research Students may not be matrculated students at UMass Dartmouth and they are not elgble for assstantshps, fnancal ad or any student employment beyond that descrbed n ther appontment contract. Selecton of Vstng Research Students does not requre a hrng search, but the process and crtera used to select the vstng student must be dentfed and documented. page 29 UMD Procedures for Recrutment, Selecton & Hrng Rev

31 Compensaton Vstng Research Students may be compensated for ther work f funds are avalable, but they are not elgble for fnancal ad, assstantshps or student employment beyond that specfed n ther letter of appontment. Vstng Research Students who receve compensaton from UMass Dartmouth must sgn a partcpaton agreement ndcatng ther understandng of the ntellectual property polces of the unversty. Approval of Appontments for Vstng Research Students Fnal approval for vstng student appontments s made by the Dean. Colleges may determne ther own processes for appontment approval; but each college should descrbe the process they wll be usng for the selecton of compensated vstng students and forward the descrpton to EEO for approval. Case by case EEO approval s not requred for appontments that are made usng an EEO approved process. Colleges may have dfferent processes for selectng dfferent categores of vstng research students.e. students vstng dfferent departments or engagng n dfferent actvtes. Appontment of a foregn natonal to a poston as a Vstng Research Student requres approval from the UMass Dartmouth Drector of Complance to mantan deemed export control. For compensated Vstng Research Students approval from all people wth budget authorty for the fnancal support must be secured ncludng the Offce of Research Admnstraton f grant funds are to be used. All approvals should be secured pror to forwardng the appontment request to Human Resources. Appontment letters for uncompensated Vstng Research Students are ssued by the approprate Dean wth a copy to Human Resources. Appontment letters for compensated Vstng Research Students are ssued by Human Resources. Renewal Vstng Research Student appontments may only be renewed under unusual crcumstances. Request for renewal must be approved by the Provost. Non-mmgrant Vsa (f requred) If the ndvdual needs a non-mmgrant vsa, t would usually be the J-1 vsa. The offce on campus charged wth ssung J-1 vsa permsson wll assst the unt nvtng the ndvdual by contactng the ndvdual to learn personal and offcal nformaton needed for submsson of the forms that result n the requste vsa. If there s lmted tme, the offce can begn the vsa paperwork before the approval s fnal. Issung of vsa forms wll not occur untl the honorfc appontment has been fully approved.. It s a requrement for the J-1 vsa that we have on record clear documentaton of the nature, scope, and results of the appontment and the appontee s qualfcatons, as ndcated above. The J-1 vsa s ssued for the purpose of fulltme pursut of the descrbed project and actvtes; there are specfc condtons and lmtatons regardng work for compensaton, travel, dependents, etc., and we are accountable for montorng the person's remanng n vsa status. The offce on campus charged wth ssung J-1 vsa permsson works wth the appontng unt and the vstng student on such complance ssues. page 30 UMD Procedures for Recrutment, Selecton & Hrng Rev

32 The burden of cost for the vsa applcaton process wll be determned based on unversty gudelnes. Vstng Research Student Appontments cannot later become the bass for applcatons for employment-based permanent resdency. Adjunct Faculty Appontments are extended to ndvduals who are employed or retred from nsttutons other than the Unversty of Massachusetts Dartmouth and who do not hold any other permanent poston at UMass Dartmouth. These ndvduals are expected to have sustaned collaboratve research or other ntellectual nvolvement wth the faculty of an academc department/program at UMass Dartmouth. Ther collaboraton wth the department mght nclude partcpaton on student thess commttees, research projects, and presentaton of semnars or lectures. Adjunct faculty beneft UMass Dartmouth by enhancng the qualty of ts research and educaton. Crtera Professonal accomplshments of canddates for adjunct faculty should be comparable to those holdng equvalent academc postons, as judged by department faculty. Although expectatons may be dfferent from those holdng academc vs. ndustral experences, crtera should focus on research productvty, educatonal contrbutons, and professonal standng. Responsbltes & Prvleges Adjunct faculty members may be prmary thess or project advsors for graduate students. Adjunct faculty members may be co-pis on proposals wrtten from the unversty. Attendance at faculty meetngs s only by nvtaton. Adjunct faculty appontment does not consttute or mplcate a conventonal employment relatonshp. In any formal representaton of the appontment the full and correct ttle must be used. Appontees observe all relevant UMD polces and procedures as delneated n the faculty handbook. Benefts Adjunct faculty are enttled to a UMassD emal account and lbrary prvleges. Resources such as offce space and secretary tme, may be provded at the dscreton of the department char. Adjunct appontments are honorary and do not nclude a salary or consultng fees. Adjuncts may be hred as consultants, subject to all the rules and regulatons relatng to consultng contracts. Adjunct appontments nether help nor hnder the ablty of an ndvdual to be hred as a consultant. Adjuncts may be hred as part-tme lecturers. Adjunct appontments should nether help nor hnder the ablty of an ndvdual to be hred as a part-tme lecturer. page 31 UMD Procedures for Recrutment, Selecton & Hrng Rev

33 Appontment Process A faculty sponsor wthn a department may nomnate a canddate for adjunct status n hs/her department. Any full tme faculty member may make the nomnaton. The department wll revew the canddate's credentals and assure that the appontment meets the purpose and crtera above and to decde on the level of the appontment adjunct assstant professor, adjunct assocate professor or adjunct professor. For an ndvdual who holds a full tme faculty appontment at another unversty the rank of the adjunct appontment must be the same as the rank he/she holds at hs/her home nsttuton. Approval of the appontment s ntated by a vote of the tenured faculty n the department and approval of the charperson. If approved, the department shall forward a letter or memorandum to the Dean explanng the purpose of the appontment and nclude a CV, vsa/export control status, and contact nformaton. The Dean wll recommend appontments to the Offce of Human Resources. Appontment of a foregn natonal to a poston as an Adjunct Faculty Member requres approval from the UMass Dartmouth Drector of Complance to mantan deemed export control. When the paperwork s approved, the adjunct faculty member wll receve a letter of appontment from the Dean that must be sgned and returned to ndcate acceptance. The term of appontment s three years and s renewable subject to sustaned productve collaboraton. The ndvdual recommendng the canddate s responsble for supervsng the appontee and wll serve as the pont of contact for any admnstratve matters that arse. The Dean wll forward a copy of sgned letters acceptng adjunct appontment to Human Resources. Renewal Renewal requres recommendaton of the faculty sponsor and approval of the char who wll forward ther recommendaton to the Dean. Renewal does not requre a departmental vote. The Dean wll forward a copy of sgned letters acceptng adjunct appontment to Human Resources. Compensaton Adjunct faculty do not receve any monetary compensaton for ther role as adjuncts and adjunct faculty status cannot be the bass for ssuance of a vsa. Faculty who requre a vsa must seek ether a vstng scholar or research faculty appontment. Afflate Faculty Appontments are extended to ndvduals who are full tme faculty or faculty emertus at UMass Dartmouth n a department other than the one makng the afflate appontment. These ndvduals are expected to have sustaned collaboratve research or other ntellectual nvolvement wth the faculty of the afflated department/program. Ther collaboraton wth the department mght nclude partcpaton on student thess commttees, research projects, and presentaton of semnars or lectures. Afflate appontments dffer from contractually dentfed jont appontments n that departments wth whom a faculty member s merely afflated do not have any role n evaluaton, base salary dstrbuton or assgnment of responsbltes for the afflated faculty member. Faculty actvty n departments n whch they hold afflate appontments s entrely voluntary. In addton, when an afflate appontment s made, the faculty member s home department s notfed, but the home department does not approve the afflate appontment. page 32 UMD Procedures for Recrutment, Selecton & Hrng Rev

34 Responsbltes & Prvleges Afflate faculty members may be prmary thess or project advsors for graduate students. Afflate faculty may propose courses to the departmental currculum commttee. Afflate faculty may act as student advsors f they so choose and the char assgns them advsees. Attendance at faculty meetngs s only by nvtaton. Appontment Process A faculty sponsor wthn a department may nomnate a wllng canddate for afflate status n hs/her department. Any full tme faculty member may make the nomnaton. The department wll revew the canddate's credentals and assure that the appontment meets the purpose and crtera above. Approval of the appontment s ntated by a vote of the tenured faculty n the department and approval of the charperson. If approved, the department shall forward a letter or memorandum to the Dean, wth a copy to the char of the faculty member s home department, explanng the purpose of the appontment. The term of appontment s three years and s renewable subject to sustaned productve collaboraton. The Dean wll forward a copy of appontment memorandum to Human Resources for ncluson n the appontee s personnel fle. Renewal Renewal requres a statement of nterest n renewal from the afflate faculty member and approval of the char who wll forward a memorandum to the Dean. Renewal does not requre a departmental vote. The Dean wll forward a copy of appontment memorandum to Human Resources for ncluson n the appontee s personnel fle. Compensaton Afflate faculty do not receve any monetary compensaton for ther roles as afflates. Ths procedure s effectve May 1, page 33 UMD Procedures for Recrutment, Selecton & Hrng Rev

35 V. RESEARCH AND TECHNICAL ASSOCIATE Overvew: UNIVERSITY OF MASSACHUSETTS DARTMOUTH OFFICE OF HUMAN RESOURCES APPOINTMENT/REAPPOINTMENT AND ANNUAL EVALUATION GUIDELINES FOR RESEARCH AND TECHNICAL ASSOCIATES July 2012 Research Assocates and Techncal Assocates are ttles recognzed by the AFT Local 1895, AFL-CIO Faculty Federaton. A Research Assocate s a non-faculty employee of the Unversty of Massachusetts Dartmouth whose prmary responsbltes are to: (a) supervse research actvtes or (b) to conduct research actvtes through the Unversty of Massachusetts Dartmouth. A Techncal Assocate s any non-techncan employee of the Unversty of Massachusetts Dartmouth whose prmary responsblty s to provde techncal support to employees engaged n the supervson or conduct of research actvtes through the Unversty of Massachusetts Dartmouth. Research/Techncal Assocates are employed va an ndvdual contract between the ndvdual and the Unversty of Massachusetts Dartmouth. Contract language s specfc. An Annual Evaluaton of Research Assocates and Techncal Assocates s a requrement per the AFT Faculty Federaton collectve barganng agreement Artcle XVI, secton 5: Term of employment. The annual evaluaton, ntal appontments and appontment renewals requre a dstnct process and documentaton. The followng gudelnes and templates are provded as a tool to assst supervsors n ths process to ensure tmelness and accuracy. Intal Appontment Contract: Intal appontments shall be for one year. Subsequent appontments are subject to avalable fundng as well as a satsfactory annual evaluaton. Process for Intal Appontment: 1. Complete the relevant parts of the Requston Form and attach a Poston Descrpton. Please refer to the Procedures and Polces for Recrutment, Selecton and Hrng. andprocedures/recrutment_selecton_and_hrng_process.pdf 2. Advertsng text must ndcate that the poston s a one-year appontment and reappontment s contngent upon avalable fundng and postve evaluaton. 3. The Hrng Recommendaton form wll requre start and end date for all Research/Techncal Assocates. Ths form s completed by the hrng authorty. In addton to the completed Hrng Recommendaton Form, the hrng authorty wll attach a detaled lst of benefts to be ncluded n the appontment letter. page 34 UMD Procedures for Recrutment, Selecton & Hrng Rev

36 Reappontment Contract: Contract/appontment renewal, f any, wll be based on an annual evaluaton. Terms of Reappontment: Annual reappontments may be awarded based on avalable fundng and a satsfactory evaluaton. The second-year reappontment can be awarded up to a maxmum of two years. Three-year reappontments may be awarded n the thrd and subsequent years based on avalable fundng and contnuous satsfactory evaluatons. The maxmum allowed appontment contract wll be three years; however Research/Techncal Assocates may be employed ndefntely, subject to avalable funds and satsfactory annual evaluaton. Exceptons to the above must be approved by the Provost and the Offce of Human Resources. Process for Reappontment Contract: 1. The Offce of Human Resources wll send notfcaton to the College Dean or desgnee approxmately three months n advance of contract renewal due date. Notfcaton to nclude reappontment memo template, current job descrpton and performance evaluaton. 2. The Offce of Human Resources wll send an emal remnder pror to due date (30 days pror to the exp. of current contract or 30 days pror to one year from contract date) 3. The College Dean or desgnee should complete the reappontment template memo and the performance evaluaton and remt to the Offce of Human Resources by the due date. The recommendaton for reappontment should be sgned by the College Dean. 4. If necessary, the recommendaton wll be forwarded to the Offce of Research Admnstraton for approval by Grants. 5. The Offce of Human Resources wll compose the new appontment letter and send to the approprate College Dean or desgnee for sgnature and malng. 6. All orgnal documentaton wll be retaned n the employee s fle. *Note: No reappontment contract wll be ssued untl Offce of Human Resources has receved all of the requred documentaton.* Annual Evaluaton: Process: 1. The Offce of Human Resources wll send notfcaton to the College Dean or desgnee approxmately three months n advance of due date. Notfcaton to nclude annual evaluaton, current job descrpton and reappontment memo template, f necessary. 2. The Offce of Human Resources wll send an emal remnder pror to due date. 3. The College Dean or desgnee should complete the evaluaton and an up-dated job descrpton f necessary and remt to the Offce of Human Resources by the due date. The completed evaluaton should be sgned by supervsor, employee and Dean pror to submttng to the Offce of Human Resources. 4. The Offce of Human Resources wll retan the orgnal evaluaton n the employee s fle for evdence of satsfactory performance for contract renewals. page 35 UMD Procedures for Recrutment, Selecton & Hrng Rev

37 Hrng Procedure for Research Assocate and Techncal Assocates. 1. Requstons for Research Assocates and Techncal Assocates wll contnue to be the same form used for all search process. 2. Ad texts wll ndcate that the poston s a one year appontment and that f fundng s avalable and upon a postve evaluaton there s a possblty of renewal. 3. The Hrng Recommendaton form wll ask for a start and end date for all Research Assocates and Techncal Assocates. Ths form s completed by the hrng authorty. In addton to the Hrng Recommendaton Form the appontng authorty wll also complete a Memo (see attached for your reference) that wll ndcate all of the detals of the ndvduals hre. 4. If poston s benefted the followng language wll be ncorporated nto the appontment letter. Appontment letters wll be drafted to ndcate the start and end date for all Research Assocate and Techncal Assocates along wth beneft nformaton whch ncludes the followng; a) group nsurance under the provson of all covered Unversty of Massachusetts Dartmouth employees, b) partcpaton n the Commonwealth of Massachusetts retrement program or federal alternatve, c) Workman s Compensaton as defned n Artcle XI.D.3., d) travel allowance as defned n Artcle XI.D.4, e) 11 vacaton days per year wth accruals earned monthly and to be used wthn the contract perod that they are awarded (unused vacaton days shall be forfeted at the end of the contract perod), f) ffteen (15) sck leave days per year wth accruals earned bweekly and accumulated whle employed by the Unversty, g) health and welfare plans, h) all holdays observed by the Unversty of Massachusetts Dartmouth wth the excepton of floatng holdays (Evacuaton Day and Bunker Hll Day), ) tuton waver for courses taken by the employee and spouse and/or dependents for courses offered at any of the Unversty of Massachusetts campuses wth the exceptons of the Medcal and Law Schools. Research Assocates and Techncal Assocates shall receve both a tuton waver and a fee waver (except for appled courses) for courses taken at the Unversty of Massachusetts Dartmouth. page 36 UMD Procedures for Recrutment, Selecton & Hrng Rev

38 VI. FACULTY Mnmum Qualfcatons If the department wants to exercse the opton to accept ABD canddates n addton to Ph.D. canddates, ths opton must be stated n the job vacancy announcement, advertsement, and lsted as part of the mnmum qualfcatons on the poston descrpton. The followng language can be used as a template: The College of _ has an openng for one full-tme tenure track poston (Assstant or Assocate Professor dependng on qualfcaton). ABDs wll be consdered but a Ph.D. or an approprate termnal degree n or a related feld must be completed by the end of the frst year of employment. A Ph.D. or an approprate termnal degree from an accredted nsttuton of hgher educaton wll be requred for tenure. Search & Screen Commttee Search & Screen Commttees for faculty postons may nclude the Department Charperson for that department, and should nclude faculty from the dscplne or related dscplne(s). Prelmnary Screenng/Intervewng at Professonal Conferences Search & Screen Commttees may choose, as ts ntal or prelmnary screenng method, to conduct ntervews at professonal meetngs or conferences or by telephone or Wmba/Skype. In such cases where the Commttee has decded to conduct prelmnary ntervews at the followng procedures must be followed: 1. The use of prelmnary screenng at professonal conferences or by telephone s optonal at the dscreton of the Commttee. If ths opton s exercsed, the Commttee Charperson must notfy EEO/AA through the EEO of ts recrutment plan and strategy. All canddates must be ntervewed n the same manner. 2. Once the sem-fnalst lst s selected by the Commttee, t wll be forwarded to EEO/AA for approval pror to the conference or telephone ntervews. 3. Canddates selected by the full commttee as sem-fnalsts cannot be excluded from consderaton f they do not attend the professonal meetng ntervew. 4. At least two (2) members of the Commttee must conduct the ntervews and all sem-fnalsts shall be ntervewed. 5. Each sem-fnalst shall be allocated the same amount of tme for the ntervew, and shall be asked the same set of questons, whch have been approved n advance by the EEO/AA. 6. Statements of strengths and weaknesses shall be wrtten by each ntervewer for each sem-fnalst. These shall be presented to and dscussed wth the entre Search & Screen Commttee followng the conference calls. 7. Sem-fnalsts selected by the Search & Screen Commttee who do not attend the professonal meetng wll be gven vdeo conference ntervews by, at least, two members of the Commttee, ether just before or mmedately after the conference. page 37 UMD Procedures for Recrutment, Selecton & Hrng Rev

39 8. The Commttee wll recommend to the Hrng Authorty fnalsts for campus ntervews from the lst of semfnalsts on the bass of qualfcatons for the poston, ncludng the wrtten assessments of strengths and weaknesses from the professonal conference or telephone ntervews. The Hrng Authorty and EEO Offce approve the fnal ntervewee lst. 9. Pror to the selecton of fnalsts (resultng n the elmnaton of some of the sem-fnalsts), follow-up telephone ntervews of all sem-fnalsts may be performed at the dscreton of the Search & Screen Commttee. In the event that follow-up ntervews are to be used to supplement the prelmnary ntervews, all sem-fnalsts wll be called. 10. The Search Commttee wll conduct on-campus ntervews followng the approved recrutment plan. Each fnalst s asked the same set of approved questons. Strengths and weaknesses are assessed, based solely on the ablty to perform the responsbltes of the poston, as descrbed n the job vacancy advertsement. Based on the Commttee s wrtten assessment of strengths and weaknesses for each canddate, the Search & Screen Commttee makes recommendatons to the Appontng Authorty, Department Charperson, through EEO/AA, consstent wth Unversty Polces and Procedures for Recrutment, Selecton and Hrng. 11. The Unversty s Polces and Procedures for Recrutment, Selecton and Hrng, as establshed, ncludng sem-fnalst and fnalst approvals, must be followed. Mnmum Qualfcatons The Commttee process for campus ntervews should nclude the followng: There must be at least one substantve ntervew wth the entre Commttee durng whch the approved questons are equtably appled to all canddates. Campus tours and vsts to any specfc facltes of relevance to the poston should be conducted by the members of the Search & Screen Commttee. Canddates should meet wth the faculty of the Department to the greatest extent possble. Such meetngs may be as the Department as a whole or n sub-groups f schedules do not permt a sngle meetng. Canddates should be asked to demonstrate both ther teachng sklls and the research expertse. There should be separate meetngs wth the Department Char and another wth the Dean of the College. page 38 UMD Procedures for Recrutment, Selecton & Hrng Rev

40 VII. SPECIAL OPPORTUNITY FACULTY HIRES Gudelnes for a Specal Opportunty Faculty Hre A Specal Opportunty Faculty Hre (SOFH) s a mechansm to help enable the Unversty of Massachusetts Dartmouth to assst n employng and retanng hghly qualfed faculty who wll make a unque contrbuton to the Unversty and/or facltate the dversty of underrepresented faculty. The Unversty requres all appontees to faculty postons to meet the hghest standards n teachng, research and servce. Normally, canddates meetng these crtera are best dentfed though the regular recrutment and search processes, funded through departmental and college budgets. In specal crcumstances, however, the Provost may provde fundng for a poston and/or authorze a search waver when a specal recrutment wll contrbute to the unversty s excellence through attracton of hghly qualfed ndvduals whose recrutment supports strategc objectves and nsttutonal prortes. Decsons on requests for fnancal support and/or wavers of search under ths polcy are made by the Provost n consultaton wth Fscal Affars. Decsons of the Provost are fnal. Ths program s desgned to enhance the exstng faculty hrng process. The expectaton s that the focused efforts n buldng dverse pools of canddates through formally posted searches wll contnue as the Unversty s prmary and recommended vehcle of hre. Defntons SOFH s a specal hrng process that s typcally characterzed by one or more of the followng: An opportunty to hre a desrable, underrepresented canddate that falls outsde of the normal search tmeframe. There s not necessarly an mmedately avalable hrng lne or open poston n the hrng unt, although one s antcpated n the near term. The ndvdual beng hred s exceptonal and natonally compettve; the assumpton beng that ths canddate would be lost to future searches f not mmedately pursued. Offce of Dversty, Equty & Incluson and the Offce of Human Resources waves the normal search requrements. Process for Canddate Applcaton and Hrng The Provost revews the request from the Dean, follows-up wth any questons, and renders a decson based on the followng: The ndvdual must demonstrate excellence and promse n the specfed feld based on an establshed research agenda, publcaton record, grants, awards, etc. The canddate also must have a record of teachng excellence and experence. The faculty nomnee must support the strategc excellence of the requestng college/department. The request must address how the proposed hre wll (a) assst the department n promotng ts strategc goals, (b) enhance the excellence of the department, (c) address specfc needs wthn the department and/or across campus, and (d) contrbute to the dversty goals of the department. Overall, the request must artculate the match of the proposed hre wth the department/college and the campus strategc plans and ntatves. The Provost makes the recommendaton to the Offce of Dversty, Equty & Incluson. SOFH requests must provde a justfcaton that ncludes: Authorzatons (a) A summary of the canddate s qualfcatons (b) Evdence/affrmaton of departmental support for the hre The SOFH canddate must be revewed and approved by The Offces of: 4 The Provost 4 Human Resources 4 Offce of Dversty, Equty & Incluson page 39 UMD Procedures for Recrutment, Selecton & Hrng Rev

41 VIII. PART TIME LECTURER HIRING PACKAGE FORM The attached two-sded form s utlzed for processng paperwork for the ssuance of a contract for Part Tme Lecturers. 1. For the reappontment of an ndvdual as a Part Tme Lecturer (an ndvdual who was prevously hred wthn the department and not hred under a waver of the search and screen process), sde A of the Part Tme Lecturer Recommendaton form should be completed and forwarded for approprate sgnature. 2. For the appontment of an ndvdual(s) who s a new appontment to the Unversty (or was prevously hred under a waver of the search and screen process), the checklst below provdes the step-by-step process whch should be utlzed to fll a vacancy. 3. If the appontment s an emergency hre, complete sdes A and B of the Part-Tme Lecturer Recommendaton form and attach justfcaton of need for waver of search process, canddate s currculum vtae, and sgned Equal Employment Opportunty/Affrmatve Acton Assurance Form. Hrng Process Checklst for Fllng a Vacant Part Tme Lecturer Poston (Assumes authorzaton to hre from the approprate College Dean) Forward ad copy (ntated by college dean) to Human Resources for revew. All ad copy must contan the followng elements: 1) a summary statement of the poston s dutes, 2) the mnmum and preferred qualfcatons for the poston, 3) the date of revew of applcatons wll begn, 4) what an applcaton package ncludes, 5) the detals of where an applcaton should be sent, and 6) the followng statement: UMass Dartmouth s an Affrmatve Acton, Equal Opportunty, Ttle IX Employer. Please lst at the bottom of the page the meda n whch the advertsement should be placed. Human Resources wll revew and place the ad. Appontment of PTL Commttee the commttee may consst of just the department charperson, or hs/her desgnee, gender and racal dversty are strongly encouraged to reflect the dversty of the campus. The HR and EEO wll revew the gudelnes for conductng a lawful search process wth PTL Commttee members pror to any revew and/or ntervew of PTL canddates. After the PTL Commttee completes the selecton process of a PTL for appontment, commttee members must sgn the PTL Commttee Equal Employment Opportunty/Affrmatve Acton Assurance Form. Acknowledge applcatons The department charperson or hs/her desgnee (the recpent of the applcaton), as applcable, should mmedately forward a letter of acknowledgment wth an Ethnc and Sex Identfcaton and Referral Form to applcants as applcatons are receved. These forms are avalable on the Human Resources web ste Complete Part Tme Lecturer Recommendaton form along wth the approprate documentaton. The department charperson or hs/her desgnee wll send letters to unsuccessful canddates when a poston s flled and nform them f they wll reman part of the pool for future consderaton. PTL Commttee Equal Employment Opportunty/Affrmatve Acton Assurance Form The followng gudelnes are to be followed durng the selecton process for Part-Tme Lecturers: The members of the PTL Commttee were provded ther charge by the department charperson or hs/her desgnee. The members of the PTL Commttee were orented as to how to conduct a lawful employment ntervew accordng to the establshed gudelnes provded below. The members of the PTL Commttee were nformed of the Unversty s Statement of Equal Employment Opportunty and Affrmatve Acton whch s as follows: page 40 UMD Procedures for Recrutment, Selecton & Hrng Rev

42 Unversty of Massachusetts Dartmouth wholeheartedly supports and encourages the development of acton programs desgned to promote the employment and advancement of women, Blacks, Latno, Asans, Natve Amercans, persons wth dsabltes, and Vetnam-era Veterans as a means of assurng complance wth the provsons of campus Affrmatve Acton plans. The Unversty frmly supports the concept of equal opportunty wthout regard to an ndvdual s race, color, age, relgon, gender, sexual orentaton, natonal orgn, dsablty, or veteran status as t apples to hs/her employment, admsson to and partcpaton n the Unversty s programs and actvtes, provson of servces, and selecton of vendors who provde servces or products to the Unversty. The members of the PTL Commttee were nformed of the confdentalty of the entre selecton process, especally the nformaton on all canddates who have appled for the poston. The members of the PTL Commttee revewed all letters of ntent, resumes, and other requred submssons of all canddates to determne whch canddates met the mnmum qualfcatons for the poston as set forth n the approved job advertsement. The members of the PTL Commttee selected canddates worthy of an ntervew based on the poston advertsement, the mnmum and preferred qualfcatons, and the charge by the department charperson or hs/her desgnee. The members of the PTL Commttee developed job-related questons and determned whch questons to ask all canddates. The members of the PTL Commttee asked ntervewed applcants all the agreed upon questons and each applcant was afforded approxmately the same amount of tme for the ntervew. Job related strengths and weaknesses were developed by the members of the PTL Commttee for those who were ntervewed based on the job advertsement, the mnmum and preferred qualfcatons, and the charge to the PTL Commttee. Members of the PTL Commttee understand that these strengths and weaknesses are to be forwarded to the appontng authorty. References were contacted when a canddate became a sem-fnalst or fnalst for the PTL poston. To the best of my knowledge there were no occurrences that may have volated the ntent or sprt of these gudelnes concernng equal employment opportunty and affrmatve acton. We, the members of the PTL Commttee, agree that all of the above gudelnes were followed durng the selecton process for ths poston: Sgnature Date Sgnature Date Sgnature Date Sgnature Date Sgnature Date page 41 UMD Procedures for Recrutment, Selecton & Hrng Rev

43 UNIVERSITY OF MASSACHUSETTS DARTMOUTH PART TIME LECTURER RECOMMENDATION FORM (Part A) ACADEMIC YEAR 1. Name: 2. Address: 3. Telephone number: 4. Socal Securty Number: 5. Is ths person a new Part Tme Lecturer (PTL) at UMD? Yes No (If yes, complete reverse sde of ths form) 6. Is ths an emergency Hre Yes No 7. Is ths person a member of the Educatonal Servces Unt (ESU)? Yes No If yes, lst of other courses teachng ncludng PCE : Addtonally, a Statement of Non-Conflct Form must be completed for ESU members. 8. Is ths person a member of the Faculty Federaton Yes No 9. Most recent semester taught at UMD: Most recent compensaton rate as a PTL: 10. Courses to be taught at UMD durng the academc year: Fall Semester Sprng Semester Course# Secton# Course# Secton# Ttle: Ttle: Credt Hours: Unts: Credt Hours: Unts: Course# Secton# Course# Secton# Ttle: Ttle: Credt Hours: Unts: Credt Hours: Unts: Course# Secton# Course# Secton# Ttle: Ttle: Credt Hours: Unts: CredtHours: Unts: 11. Proposed compensaton rate:$ per Unt x (total unts) for a Total of $ 12. Recommended by: 13. Department: 14. Budget Source(s) Combo Code Amount $ Combo Code Amount $ Combo Code Amount $ NOTE: If the PTL beng hred s pad from an extramural grant, please lst the name of the Prncpal Investgator and have PI ntal next to the amount column. 15. Benefts: Yes No 16. Approvals: Date: College Dean page 42 UMD Procedures for Recrutment, Selecton & Hrng Rev

44 PART TIME LECTURERS (PTLS) SELECTION PROCESS (PART B) 1. Is ths a reappontment (not prevously hred as an emergency appontment)? Yes No (If yes, complete reverse sde only) 2. Name of Charperson of PTL Commttee: 3. Has ths poston been advertsed? Yes No 4. Lst recrutment strateges utlzed to fll ths poston: 5. Total number of applcatons receved for poston: 6. Canddates ntervewed for the poston(s): NAME MALE FEMALE ETHNICITY* x Attach strengths and weaknesses assessments for all canddates ntervewed. x Attach ntervew questons used. x Attach PTL Commttee Equal Employment Opportunty/Affrmatve Acton Assurance Form sgned by all members of the PTL Commttee. x Attach currculum vtae of ntervewed canddates. 7. Approvals: Assstant Chancellor, Offce of Dversty, Equty & Incluson Date: page 43 UMD Procedures for Recrutment, Selecton & Hrng Rev

45 OTHER Offce of Dversty Equty & Unversty of Massachusetts North Dartmouth, Offce: Incluson Dartmouth MA Fax: TTY: Prospectve Canddates Requestng Reasonable Accommodaton In complance wth ADA, f you have a dsablty and would lke to request a reasonable accommodaton n order to fully partcpate for a poston at UMass Dartmouth, please revew and forward the accommodaton form below to the Offce of Offce of Dversty, Equty and Incluson (EEO/AA). Also, you may call or send a message va emal to [email protected]. It s the polcy of the Unversty of Massachusetts, Dartmouth (the Unversty ), whch s ensured by the Offce of EODO, that qualfed ndvduals wth dsabltes not be dscrmnated aganst on the bass of ther dsablty wth regard to job applcaton, hrng procedures and other terms and condtons of employment. As such, the Offce of EODO handles all ssues relatng to ADA Amendments Act of All requests for accommodatons wll be revewed on a case-by-case bass by the Offce of EEO/AA. Wth respect to the hrng process, an applcant wth a documented dsablty submts a request for a reasonable accommodaton. The Offce of EEO/AA revews and determnes f a confdental adjustment to the hrng process s necessary to enable the applcant to be consdered for the poston he/she desres, unless the accommodaton would mpose an undue hardshp for the Unversty. page 44 UMD Procedures for Recrutment, Selecton & Hrng Rev

46 Dversty, Equty & Unversty of Massachusetts North Dartmouth, Offce: Incluson Dartmouth MA Fax: TTY: CONFIDENTIAL REQUEST FOR REASONABLE ACCOMMODATION - HIRING PROCESS It s the polcy of the Unversty of Massachusetts, Dartmouth (the Unversty ), whch s ensured by the Offce of Offce of Dversty, Equty and Incluson (EEO/AA), that qualfed ndvduals wth dsabltes not be dscrmnated aganst on the bass of ther dsablty n regard to job applcaton, hrng procedures and other terms and condtons of employment. As such, the Offce of EEO/AA handles all ssues relatng to ADA Amendments Act of The Offce of EEO/AA wll revew all requests for accommodatons on a case-by-case bass. Wth respect to the hrng process, an applcant wth a documented dsablty submts a request for a reasonable accommodaton. The Offce of EEO/AA revews and determnes f a confdental adjustment to the hrng process s necessary to enable the applcant to be consdered for the poston he/she desres, unless the accommodaton would mpose an undue hardshp for the Unversty. DIRECTIONS: If you are a qualfed applcant seekng a reasonable accommodaton under the provsons of the Amercans wth Dsabltes Act as amended, please complete ths form. It s strongly recommended that requests for accommodatons be made as soon as possble to avod delays n provdng reasonable accommodatons. Date: [ ] I am applyng for a poston wth the Unversty of Massachusetts and need a reasonable accommodaton n order to partcpate n the hrng process. Name: Home Address: Emal address: Telephone: Cell Phone: Ttle of the Job or poston: College and Department of the poston: Please dentfy the mparment(s) that you beleve are affectng your ablty to partcpate n the hrng process. Please descrbe the accommodaton(s) you are requestng as well as any alternatve accommodatons. page 45 UMD Procedures for Recrutment, Selecton & Hrng Rev

47 Explan how the requested accommodaton(s) wll allow you to partcpate n the hrng process. Are there any aspects of the hrng process you wll be unable to complete, wth or wthout the requested accommodaton(s)? Please explan. The Offce of Dversty, Equty and Incluson (EEO/AA) may need to dscuss your request more fully wth you n order to understand your dsablty; why you need an accommodaton; and how a proposed accommodaton would enable you to partcpate fully n all aspects of the hrng process. If your dsablty and need for accommodaton are not obvous, the Offce of EEO/AA may ask you for reasonable documentaton from your physcan, lcensed healthcare practtoner, or other approprate professonal explanng the dsablty and why an accommodaton s necessary. Adherence to confdentalty s expected of all ndvduals drectly and ndrectly nvolved wth the reasonable accommodaton process and ts fnal determnaton. Ths form must be submtted to the Offce of Offce of Dversty, Equty and Incluson Foster Admnstraton Buldng, Room 305 page 46 UMD Procedures for Recrutment, Selecton & Hrng Rev

48 EXTERNAL SEARCH FIRMS CHECKLIST FOR WORKING WITH EXTERNAL SEARCH CONSULTANT Poston Ttle Trackng # Poston of Opportunty? YES NO Chancellor s offce authorzes poston and assgns trackng number to search. Human Resources, Appontng Authorty, Search & Screen Commttee (SSC) Charperson, and EEO/AA meet and agree upon an acton plan for the search, ncludng who wll be responsble for executng each step of the search process. The Human Resources, EEO and the Appontng Authorty charge the Search & Screen Commttee: Introduce consultant and explan role of consultant; Advse SSC how to conduct a lawful search; Advse SSC about confdentalty of procedures and applcants; Inform SSC about Consultant s role to revew all applcaton materals to determne whether mnmum qualfcatons are met (f agreed upon n consultng agreement); and Advse SSC & consultant, that selecton for ntervew must be based upon the poston descrpton, the mnmum and preferred qualfcatons, and the charge by the Appontng Authorty. HR or the Consultant, or SSC sends an acknowledgement letter. EEO or the Consultant wll send out the Ethnc ID form. EEO/AA approves phone ntervew questons (job-related questons and expected answers to questons). The char forwards names of canddates for each phase of applcant/resume revew [.e. resume, telephone & on-campus] EEO/AA communcates approval to consultant for each phase of applcant revew [.e. resume, telephone, on-campus ntervew] to SSC char. EEO/AA may assst SSC n developng strengths and weaknesses assessments for each canddate ntervewed. Appontng Authorty or desgnee conducts reference checks for fnalsts only pror to hrng recommendaton. The Charperson obtans sgnatures of SSC members on Assurance Form. The Charperson forwards names of recommended fnalsts and all requred documentaton to Appontng Authorty. Upon acceptance of offer by fnal canddate, HR, the Consultant, or SSC sends thank you letters to canddates not selected. Consultant submts all applcaton materals to Human Resources for record keepng. NOTE: HR s responsble for the effectve & effcent mplementaton of the selecton procedures; therefore, f you need assstance, please contact HR at page 47 UMD Procedures for Recrutment, Selecton & Hrng Rev