• If the department is proceeding with an open recruitment, the HR Business Partner will submit the position through PoRT.
  • Include confirmation of the Dean (RP track) or Senior Associate Dean for Academic Affairs (TP track) approval of position, including date of approval.
• Department and HR Business Partner follow Faculty New Hire Workflow - Open Recruitment (TREMS) when finalist is selected, taking note of the important items listed below.
• If hire will be processed through a PVL Waiver, follow Direct Hire PVL Waiver & New Hire Workflow, taking note of the important items listed below.

Important items to note:

• • Research Professor track and Teaching Professor track offer letter templates are not linked on the intranet. Once you have been approved to hire on one of these tracks and have secured a finalist, please contact Faculty HR for the template.
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  • External candidates will not be hired into visiting titles while they await approval on their appointment. Their appointment will not begin until their position on the Research Professor or Teaching Professor track has been approved.
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  • The candidate’s dossier must be reviewed and approved by the committee prior to issuing the offer letter to the candidate. Appointments at Associate or full Professor rank require a dossier to be developed. This will be accomplished through the FPT calling an ad hoc meeting of the committee to review the dossier.
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  • Effective date of appointment: follow SMPH Start Date Guidelines.

• The hire will be processed through a reclassification in JEMS-Rate & Title. See OHR’s Rate & Title Adjustment System Manual for guidance on how to process transactions through JEMS-Rate & Title.
  • Effective date of reclass: the start of a payroll period
  • The change reason on the Salary/Title tab will be “New Title Assignment”
  • The justification tab should include a note stating the Dean has approved the position/hire and the date the approval was given to the department chair or center director
  • The HRBP should gather duties and time allocation (%) for each duty from the department/center to enter into the R&T request.
  • There are no salary increases automatically given as a result of a reclassification to the RP or TP track, except for raises to the new minimum of the range
    • If the department feels it is appropriate to provide a salary increase with the reclass, the HRBP should follow the standard process for requesting an increase through the Rate & Title system. Note: the salary increase request should be a separate transaction through the Rate & Title system, separate from the Rate & Title transaction that is submitted to change the title.
    • The salary increase will be reviewed by the SMPH Compensation team and the Rate & Title Review Committee.
    • Since movement onto the RP and TP tracks do not come with a salary increase, the employee should not be negotiating a salary with the department/center upon being moved to this track. If the department decides they would like to pursue a salary increase, it is up to the department to determine the amount they will request and it will need to be justified within the Rate & Title request.

• Simultaneously, the HRBP can begin working on the offer letter. Note: the Research Professor track and Teaching Professor track offer letter templates are not linked on the intranet. Once you have been approved by the Dean to hire on one of these tracks, please contact Faculty HR for the template. The offer letter and CV must be sent to Faculty HR and will go through the Faculty Offer Letter Review Process (SMPH Only) (beginning with step 2 of the process).
  • Offer letters should not be sent to the candidate until they have been approved through the offer letter review process and until the Rate & Title transaction has been processed and approved, especially when there is a salary increase being requested
  • If there is a salary increase, the offer letters will be approved contingent upon approval of the salary increase through the R&T review process by the SMPH Compensation team
  • If the salary increase is denied or modified, the offer letter will need to be adjusted to reflect the approved salary amount before it is sent to the candidate

Important items to note:

• • Appointments at the Associate or full Professor rank require a dossier to be developed. A dossier is not required when the hire is at the Assistant rank. The R&T reclass should not be processed until the dossier has been approved. The dossier must also be reviewed and approved by the committee prior to issuing the offer letter to the candidate. This will be accomplished through the FPT calling an ad hoc meeting of the committee to review the dossier
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  • When a dossier is required, candidates will not be hired into visiting titles while they await approval on their appointment. They will remain in their current UW title until their position on the Research Professor or Teaching Professor track has been approved.