There are several different types of academic positions at the university, with variations on the hiring process to match. Follow the appropriate set of instructions based on the type of position being hired.

The instructions use the following abbreviations when referring to particular roles. Names of individuals filling these roles are also provided here for convenience.

Instructions assume a position number is available for the recruitment. No job opening can be established in Recruit without a position number; if a new academic position number is needed, request a number from the CAPS Center.

These instructions apply to all standard recruitment for tenure (T), tenure track (TT), non-tenure track (NTT), unranked, and non-abridged post docs at the university, except for NTT and unranked positions in the School of Medicine. See separate instructions for NTT/Unranked School of Medicine positions.

Department Creates Draft Job Opening in Recruit

  • Use existing or new position number and lists desired posting title. Complete Job Information, Hiring Team and Job Posting sections.
  • Upload required attachments (e.g., Request for Approval form, copies of online or print ads).
    • All attachments must be saved before opening is approved at the School/College level.
  • Set up job opening approval chain based on College/School procedures.
    • Include the Recruiter Group before  and SVP.

Job Opening Review and Place Notices

  • School/College approval moves review to AHRS.
    • AHRS reviews job posting and ad for Posting Title, applicant instructions, benefit statement and minimum qualifications.
  • The AHRS also reviews the recruitment plan. The AHRS reviews to see if the plan is a)complete- has multiple outreach advertising strategies listed and b) that the intended channels seem relevant to the field and the intention of promoting the vacancy broadly.
  • When items are acceptable, AHRS approval moves review to SVP.
  • SVP reviews justification and other attachments.
  • When items are acceptable, SVP approval moves job to Open status and job will post on the HR website.
    • Minimum posting period is 30 days, however not entering a remove date is recommended.
  • Primary hiring administrator is notified when approval process is complete, so external ads can be initiated.
    • Posting that appears on the HR website also appears on multiple other higher ed web listings. Reach out to OHR for a current list.
  • Primary hiring administrator must upload confirmation of external job notice placements by day 15.

Candidates Complete Application and Pool Review

  • Applicants apply for specific job openings by uploading required materials (CV, cover letter, reference list, etc.) and completing the voluntary invitation to self-identify.
    • Applicants receive automated email notification when application is successfully submitted.
  • OHR reviews all new applications daily.
    • Applicants who meet minimum qualifications are given one star initially to indicate minimum qualifications have been screened
    • Those who do not meet the minimum qualifications are dispositioned as "Reject –Lacks Req. Education" (or similar reason).
  • OHR reviews proof that the recruitment plan was implemented at 15 days into recruitment by asking for job posting links, receipts, or emails be uploaded into the applicant portal. 
    • Load external advertising receipts under “Activities and Attachments.”
    • Pool will not be routed to the department if the recruitment plan was not implemented.
  • OHR continues to route qualified applicants to hiring team as long as the Job posting remains active to applicants.
    • At 30 days, OHR sends email reminder to hiring manager that all candidates need to be dispositioned and reference checks completed before submitting an offer.

Application Review and Interviews

  • Search committee reviews application materials to determine best qualified candidates for initial direct contact.
    • Any that are not selected for contact are moved to disposition of “reject” with the reason code identified by the search committee.
  • Hiring administrator updates disposition of first round candidates to “Reviewed” 
    • Upload documentation on the criteria for evaluation to better understand how the shortlist was developed.
  • First round interviews for candidates are scheduled and conducted via phone, virtually or face to face.
    • At the conclusion of first round interviews, interview notes, including both why or why not a candidate was selected, should be collected and loaded into eRecruit as an attachment. 
  • Search committee recommends candidates to be invited for in-person interviews.
    • Recommendations are sent directly to the dean or to the dean via the department chair, depending upon unit policies and procedures.
  • IF a 2nd round interview is desired, hiring administrator updates disposition for those candidates to “Interviewed”.
    • Candidates not designated for on-campus interviews are moved to the disposition of “Reject” with the reason code identified by the search committee.
  • Campus interviews are scheduled and conducted.
    • At the conclusion of second round interviews, interview notes, including both why or why not a candidate was selected, should be collected and loaded into eRecruit as an attachment. 

Reference Checks and Final Recommendations

  • Reference checks are completed for final candidate.
    • Confirmation needs to be uploaded as an attachment in Recruit.
    • Reference checks must be some form of two way communication between department and referee. (A reference letter does not count as a reference check.)
  • Search Committee completes selection process and provides final recommendations.
    • Recommendations are sent directly to the dean or to the dean via the department chair, depending upon unit policies and procedures.

Note: Search Committee members must have recruit Security Access to view application materials in Recruit.

Job Offer and Approval Process

  1. At the direction of the search committee, hiring administrator enters offer components (e.g. salary, moving allowance and/or hiring incentive) and uploads draft offer letter developed from the template into Recruit.
  2. Hiring administrator adds approvers to the offer approval chain based on School/College approval procedures. The final approver in the chain after the Recruiter Group should be SVP as the Provost’s representative.
    • The Provost’s office requires Dean approval. The Dean enters this approval in Recruit directly or designates an individual to approve on their behalf.
    • Additional approvers are optional based on Division/Department procedures.
  3. AHRS reviews offer components and letter for required language based on the nature of the appointment and confirms reference checks completed by checking attachments in Recruit.
  4. AHRS ensures job posting is removed from the website.
  5. Offer approval moves to Provost Office and reviewed by: SVP as the Provost’s representative.
    • Primary hiring administrator receives e-mail notification when offer is approved in Recruit.
  6. Department extends the job offer.
    • Do not send offer letter to candidate until you receive approval notification from Recruit.
  7. Department communicates with non-selected candidates regarding status of the vacancy.
  8. With information from search committee, hiring administrator updates applicant disposition from “Interview” to “Reject” with required reason code.

Finalist Accepts Offer

  1. Finalist returns the signed offer letter to the department to indicate acceptance of offer.
  2. Hiring administrator updates the Job Offer status to indicate the candidate accepted.
  3. HR sets up the finalist for pre-employment background check in Recruit.
    • If no check is required, HR notifies NER to process prepare for hire.
    • If check is required, the finalist receives an email invitation to complete the background check online, which includes a link to CBC system and logon credentials with temporary password information.
    • Finalist cannot begin work until an acceptable background check is returned.
  4. Once the department receives the candidate’s higher education transcripts, a copy needs to be sent from the department to the AHRS and uploaded under the JobID in eRecruit.

Hiring and Onboarding

  1. HR checks status with CBC vendor database for completed CBC results.
    • If the background check contains any convictions, Provost’s representative reviews for job relevance.
    • HR adjudicates the CBC report independently or based on feedback from Provost’s representative.
    • If background check is not acceptable, HR notifies department to rescind the offer.
  2. HR finds or creates an EMPLID for the finalist, informs Hiring Manager that candidate is eligible for hire, and provides EMPLID.
  3. HR initiates the Prepare for Hire action which creates an ePAF.
    • This ePAF drives to the work list for the initiator in the department where the hire will be processed.

Department Processes Hire Paperwork

  1. Department PAF processor reviews the existing data on the ePAF in workflow.
  2. PAF is updated if needed and additional data is added.
    • (e.g. MoCode, JED information, Work Phone, and Work Address.)
    • Approved offer letter and additional documents are attached.
  3. Completed ePAF is approved at the division level and pushed to CAPS for final review and data entry.
    • This divisional approval triggers the onboarding communication to finalist, containing information about how to access the documents that must be completed online before the first day of work.

Job Opening is Closed

  1. CAPS reviews data fields on the ePAF and the finalist’s onboarding forms.
    • As the final reviewer, CAPS approval will load the ePAF data in PeopleSoft HR/Payroll database to create or update a job record.
    • Hire documents become part of employee electronic job record.
  2. In Recruit, the completed hire process causes the applicant status to change to Hired, and the job opening will update to Filled/Closed.

Department Seeks Approval to Hire New or Vacant Position Without a Full Search

  • Department creates draft job opening in Recruit, selecting the needed abridged search type. The Job information and Hiring Team sections of the opening must be completed. Upload a justification for abridged search, and funding resource information. If finalist has been identified, upload a CV, and proof of reference checks in the Attachment section. If an offer letter has been drafted, it can also be uploaded.
  • Set up the job opening approval chain in this order Department/Dean/SVP/HR.
    • Primary Hiring Manager must approve in Recruit. Dean and/or Department Chair can approve in the system or via email uploaded as attachments.
  • Once approved by the School or College, a job opening approval notice is sent to SVP for review by the programming in Recruit.
  • Once approved at Provost’s level, AHRS is notified of opening that requires review.

Office of Human Resources Reviews Draft Job Opening

  • AHRS reviews the job opening information and attachments. Once the job opening is approved, the primary Hiring Manager receives e-mail notification.
  • The finalist is set up and linked to the job opening by AHRS.
  • Applicant status is set to Routed so the Hiring Manager can view the person in the job opening.
  • After AHRS review, the opening is reviewed by the Office of the Provost for final approval.

Job Offer and Approval Process

  • Hiring administrator confirms a draft offer letter and reference checks are uploaded in Attachments or uploads the draft letter, and enters offer components in Recruit.
  • Hiring administrator adds additional approvers to the approval chain based on School/College approval procedures.
    • The Dean can approve in Recruit directly or they can designate a fiscal officer or other individual to approve on they behalf. Additional approvers are optional based on College/School procedures.
  • HR reviews the offer letter for required template language. After HR review, the offer is reviewed by Matt Martens in the Provost’s Office for final approval.
  • The primary Hiring Manager receives e-mail notification when the draft offer is approved and the applicant disposition is moved to Offer.
  • Department extends the job offer.

Finalist Accepts Offer

  • Finalist returns the signed offer letter to indicate acceptance of offer.
  • Hiring administrator updates job offer status to indicate the candidate accepted.
  • HR sets up the finalist for pre-employment background check in Recruit. Note: if no CBC is required HR notifies NER to process prepare for hire.
  • The final candidate receives an email invitation to complete the background check online. Sterling will provide the link and logon and temporary password information.
    • The finalist cannot begin this appointment until an acceptable background check is returned.

HR Monitors CBC status and Creates EMPLID

  • HR checks the Sterling database for completed CBC results.
  • If the background check contains any convictions, Provost’s Office reviews for job relevance.
  • HR finds or creates an EMPLID for the finalist. Employee in the primary Hiring Manager role is informed that candidate is eligible for hire, and is provided with emplid. Note: If CBC is not acceptable, HR notifies department to rescind the offer.
  • HR completes the Prepare for Hire process which starts the ePAF hire process. This ePAF drives to the work list for the department initiator in the department where the hire will be processed.

Department Processes Hire Paperwork

  • Department completes needed fields of the ePAF and upload need attachments. The ePAF is submitted to appropriate CAPS inbox. Hires will receive an email with instructions for completing hiring forms online, and need to attend New Employee Registration (NER).

Job Opening is Closed

  • After finalist completes all onboarding steps, CAPS executes the ePAF creating or updating the employee’s job record in PeopleSoft HR/Payroll database the data automatically updates the applicant status to Hired disposition and the job opening will update to the Filled/Closed disposition.

This business process will be followed to record hire of a benefit eligible Postdoctoral Fellow (6990) or Postdoctoral Fellow – Teaching (6992), and there is no open recruitment, e.g. Exception to Recruit. 

If a full search will be conducted, use the Standard Recruitment for the Job Posting Justification type, and follow the standard recruitment process.

Department Identifies New or Vacant Position

  • Departments follow the appointment process described by the Office of Postdoctoral Education (OPE)

Materials forwarded to Office of Postdoctoral Education (OPE)

  • Department forwards draft offer letter to OPE for review and approval.
  • OPE approved materials, and notifies department and Office of Human Resources.
  • Proof of reference checks.

Department enters information into eRecruit

  • Department completes only the Job Information and Hiring Team sections when creating the academic job opening. The search type will be ACAD - Exception (PostDoc/Intern).
  • The Job Posting Information should be blank. Note: If this will be a new position, fill in job posting info.
  • Add approvers to the Job opening approval chain, e.g. Fiscal officer and or Dean’s representative.
  • Upload draft offer letter, applicant curriculum vitae, email approval from OPE, and any additional justification materials in Recruit as attachments. 
  • Set up the approval chain in this order: Department/Dean/HR (Note: Primary Hiring Manager must approve in Recruit. The Dean can approve in Recruit directly or he/she can designate a fiscal officer or other individual to approve on his/her behalf. 

HR Processes Job Opening and Applicant  

  • AHRS reviews the job opening information and attachments. Once the job opening is approved, the primary Hiring Manager receives e-mail notification. 
  • The finalist is set up and linked to the job opening by HRS
  • Applicant status is set to Routed so the Hiring Manager can view the person in the job opening.

Job Offer and Approval Process

  • Hiring administrator enters offer components in Recruit. 
  • Hiring administrator adds additional approvers to the approval chain based on School/College approval procedures.
  • The Dean can approve in Recruit directly or he/she can designate a fiscal officer or other individual to approve on his/her behalf.  Additional approvers are optional based on College/School procedures. SVP and ADRS do NOT need to approve or be an Interested Party.
  • AHRS completes the offer approval process. 
  • Applicant status updates to Offer.
  • Department Hiring Manager receives automated notification of approval.
  • Department extends the job offer.

Candidate Accepts the Offer

  • Hiring Manager updates the finalist’s disposition to indicate the candidate accepted the offer.
  • Hiring Managers uploads the International Scholar CBC Waiver form, if applicable.
  • HR initiates the pre-employment CBC for the finalist in Recruit, if applicable (see Criminal Background Checks for more information.) If no CBC needed, HR notifies NER staff to process Prepare for Hire.
  • The finalist receives an email invitation to complete the background check online. Sterling will provide the link and logon and temporary password information.  *NOTE: The finalist cannot begin work until an acceptable background check is returned.

HR Monitors CBC status and Creates EMPLID

  • HR staff checks the Sterling database for completed CBC results.
  • If the background check contains any convictions, Provost or delegate reviews for job relevance.
  • HR staff finds or creates the EMPLID.
  • HR staff informs Hiring Manager that candidate is eligible for hire, and provides emplid to Hiring Manager (for new employees). If CBC is not acceptable, HR notifies department to rescind the offer.

HR Staff Starts Hire Paperwork

  • HR staff finalizes job opening; an ePAF is sent to the workflow for the department initiator.
  • Department completes their portion of the ePAF e.g. JED, and Approves it. This which kicks off the onboarding email to the finalist if needed.
  • ePAF moves to the workflow for CAPS approval 

Onboarding Paperwork (New Hires/Rehires only)

  • All new hires and rehires must attend New Employee Registration (NER) at HR before they begin work.
  • Finalist receives email with information about on-boarding process and links to direct deposit, W-4 and I-9 forms online.

Job Opening is Updated to Closed status

  • ePAF is approved by CAPS creating or updating the employee’s job record in PeopleSoft HR/Payroll database.

Department Seeks approval to recruit applicants for a New or Vacant Position

  • Department creates draft job opening in Recruit.
    • Select the Status Reason of Standard Recruitment.
    • Job Information, Hiring Team and Job Posting sections of the opening must be completed.
    • Upload a justification for search, including search strategy and funding resources.
    • Upload ad copy for online or print ads used for this recruitment in the Attachment section.
  • Set up the job opening approval chain based on the College/School approval procedures.
    • Include SVP as the Provost’s Office approver, with HR approval last.
    • Primary Hiring Manager role must approve in Recruit. Dean and/or Department chair can approve in the system or via email uploaded as attachments.
  • Once approved by the School/College, notice is sent to the Provost’s Office for review.
    • All attachments must be saved before the job opening approval moves to the Provost’s Office.
  • Once approved at Provost level, AHRS is notified of opening that requires review.

HR Reviews Draft Job Opening

  • AHRS reviews job posting details and advertisement.
    • Check for posting title, applicant instructions, EEO statement, etc.
  • AHRS approves the job opening.
    • Status change notifies the employee in primary Hiring Manager role that job opening has been approved for posting and is open to applicants.
  • Job opening posts on HR website
    • Academic job postings are typically open ended; but full searches must be available to applicants for at least 30 days.
    • Whatever appears in the HR web listing for academic openings will also be visible to applicants on The Chronicle of Higher Education, Inside Higher Ed, Diverse Issues in Higher Ed, CIRCA and LinkedIn web listings.
  • Department initiates the outside advertising as planned in the search strategy.

Applicants Apply Online for Specific Job Openings

  • Applicants complete demographic information and upload the required application materials.
    • (e.g., CV, cover letter, portfolio, etc.)
  • Applicants receive email notification when application is successfully submitted.

Applications Processed

  • All applications are routed to department by HR daily.
    • No applicant screening occurs.
  • Applicants are notified by HR that application materials are available to the search committee.
  • Hiring Administrators manage application process.
    • Hiring Administrators are employees in the Hiring Manager role, who need to take administrative actions in Recruiting module.
    • Interviewers can only view applicant materials and attachments provided by applicants in Recruit after security access has been set up.

Search Committee Follows Selection Process

  • Search Committee members, listed as Interviewers, review application materials and determine who to interview.
  • Interviews are scheduled.
  • Search Committee conducts one or more interviews, by phone, virtually or face to face, with top candidates.
  • Hiring administrator updates candidates’ status in Recruit to record which applicants were interviewed.
  • Search Committee completes the selection process and recommends final candidate.

Job Offer and Approval Process

  • Draft offer letter developed from the template.
  • Hiring administrator enters salary information as an offer component in Recruit and uploads draft offer letter as Attachment.
  • Hiring administrator adds additional approvers to the approval chain based on School/College approval procedures.
  • ADRS reviews the offer letter for required language based on the nature of the appointment, hire or transfer and approves in Recruit.
  • Offer letter is reviewed by the Provost’s representative.
  • Once the offer is approved in Recruit, the primary hiring administrator receives e-mail notification.
  • Department extends the job offer.

Finalist Accepts Offer

  • Finalist returns the signed offer letter to indicate acceptance of offer.
  • Hiring administrator updates the Job Offer status to indicate the candidate accepted.
  • HR sets up the finalist for pre-employment background check in Recruit.
    • If no check is required, HR notifies NER to process prepare for hire.
    • The finalist receives an email invitation to complete the background check online, with link to CBC system and logon and temporary password information.
    • The finalist cannot begin work until an acceptable background check is returned.
  • Hiring administrator indicates reject reasons in Recruit for all candidates who were interviewed but not offered a job.

HR Monitors CBC Status and Creates EMPLID

  • HR checks the CBC database for completed CBC results.
    • If the background check contains any convictions, Provost’s representative reviews for job relevance.
    • HRS adjudicates the CBC report independently or based on feedback from Provost’s representative.
    • If background check is not acceptable, HRS notifies department to rescind the offer.
  • HR finds or creates an EMPLID for the finalist, informs Hiring Manager that candidate is eligible for hire, and provides EMPLID.
  • HR initiates the Prepare for Hire action which creates an ePAF.
    • This ePAF drives to the work list for the initiator in the department where the hire will be processed.

Department Processes Hire Paperwork

  • Department Initiator reviews the existing data on the ePAF in workflow, and updates if needed.
    • Additional data is added (e.g. Mo Code, JED information, Work Phone, and Work Address.)
    • Approved offer letter and additional documents are attached.
  • Completed ePAF is approved at the division level and pushed to CAPS for final review and data entry.
    • Divisional approval triggers the onboarding communication to finalist. This message contains information about how to access the documents that must be completed on-line before the first day of work.

Job Opening is Closed

  • Department communicates with non-selected candidates regarding status of the vacancy.
  • HR reviews data fields on the ePAF and information on the finalist’s onboarding forms.
    • As the final reviewer, HRS approval will load the ePAF data in PeopleSoft HR/Payroll database to create or update a job record.
    • Hire documents become part of employee electronic job record.
  • The completed hire process causes the applicant status to change to Hired, and the job opening will update to Filled/Closed in Recruit.

Offer Letter Templates

Offer letters include important employment contract language that is standardized, but varies depending on the type of academic position being filled. This standard language can change periodically as policies and regulations are updated, so always access the template directly when creating an offer letter to ensure the letter includes the latest. Templates are provided for:

Forms

Guides

Begin the process to rehire a retired faculty member by completing the Rehire Retired Faculty Member Form (PDF) and sending it to the resource inbox for the Sr. Vice Provost.

Email Sr. Vice Provost

There may also be certain requirements to keep in mind if the retired faculty member is younger than age 62. See the UM System rehire requirements for retired or vested individuals who are less than age 62 webpage to learn more.

In most cases, the final candidate for a university position is required to undergo a criminal background check prior to beginning the duties of the new position. See the Background Check webpage for details and instructions on initiating a background check.

Criminal Background Checks

For a list of professor (ranked and unranked) and non-tenure track titles, please see the Academic Titles and Compensation webpage.

Academic Titles and Compensation