Procedures for Faculty Recruiting and Hiring
Requesting Adjunct Positions
- The department chair/program director should first discuss the need for an adjunct faculty member with their Dean. Adjunct faculty positions are authorized only if they are necessary to deliver the curriculum of the department/program so as to enable students to graduate in a timely fashion.
- After discussion with the Dean, the chair/program director should identify the person to be hired as an adjunct instructor, ensuring that that individual is qualified and credentialed to teach courses for college credit. The chair/program director should request transcripts and a C.V. from the candidate to evaluate academic qualifications, unless these materials are already on file.
- After the adjunct instructor is identified, the chair/program director should complete the Adjunct Request Form and submit it, along with transcripts and C.V., to the Dean for approval.
- Academic Affairs will carry out a background check and then issue a formal contract to the adjunct instructor.
- Signed contracts should be returned to the Provost’s Office. Individuals who are being hired for the first time or hired again after an extended absence should arrange to meet with Administrative Assistant in the Office of the Deans (PHI 218) to complete paperwork necessary for employment. They should bring with them a valid driver’s license, a social security card or valid passport, and a voided blank check for establishing direct deposit of pay.
Requesting Full-time Faculty Positions
- The department chair/program director should begin by discussing the proposed position request with their Dean to understand this request in the context of institutional priorities and initiatives.
- The department chair/program director completes either a Request for Tenure Track Faculty Position or a Request for Lecturer Position (as appropriate). The completed request should be returned to the program area Dean by Dec. 1 of the current year.
- The Dean is responsible for delivering the signed request to the Executive Assistant who will add the VC for AA. the signed form to the materials awaiting review by the Position Allocation Committee (PAC). The VC for Academic Affairs is responsible for notifying the chair/director of the outcome of the Committee review. PAC typically meets one or more times early in Spring semester. PAC is convened at the request of the VC for AA and can gather one or more times a year.
Conducting the search (See also Faculty Handbook information on Search Procedures)
Temporary lecturers or part-time positions
- The department chair/program director serves as coordinator of the search. Please remember to consult with the Affirmative Action Officer on diversity matters and University Counsel on legal matters.
- Candidates may be identified through advertisements on the UNC Asheville/department websites, in local/regional media, or through personal contacts. Please note that acceptable candidates must have an appropriate graduate degree OR at least 18 hours of graduate credit in the appropriate area OR experience that the chair can describe in a compelling way to justify the hire.
- Search costs are the responsibility of the office of the VC for AA. Reimbursements must adhere to University procedures (see website for the Controller’s Office for reimbursement information). Departments must submit completed check requests.
Tenure track and continuing lecturer positions
- The department chair/program director writes a position advertisement in consultation with department/program faculty. Edward Katz, Associate Provost and Deborah Miles, Director of the Center for Diversity Education will consult with the Affirmative Action Officer on diversity matters and University Counsel on legal matters. Suggestions made by the Associate Provost and Director should be implemented in position advertisements.
- The chair/director establishes a Search Committee in accordance with the procedures outlined in the section of the Faculty Handbook titled Composition of the Search Committee. The chair/director either suggests a member from outside the department/program or requests that a member be appointed by their Dean.
- The chair/director completes a Request to Initiate a Faculty Search form, attaching a copy of the proposed ad as indicated.
- The form is submitted for approvals to the University's Affirmative Action officer and routed as indicated. At each point, the chair/director may be asked to meet with an approving party for discussion of the position ad or search plan.
- University's Affirmative Action Officer
- Appropriate Academic Dean
- Provost and Vice Chancellor for Academic Affairs
- Upon approval by the VC for Academic Affairs, the chair/director submits the position ad for publication and for posting on the UNC Asheville web site. Ads should be routed through Ericka Champion Wise, Provost's Office. The Provost's Office will submit ads to the Chronicle of Higher Education, Diverse Issues in Higher Education, HigherEdJobs.com, Latpro.com, Journal of Blacks in Higher Education, and Hispanic Outlook in Higher Education. Departments should submit additional advertisements to appropriate professional outlets and submit payment requests to Ericka Champion.
- As applications arrive, the chair/director ensures that the Affirmative Action Survey is emailed to all are sent to candidates along with acknowledgment of receipt of their applications. Data from the survey will be compiled by the Provost's Office and made available to the University's Affirmative Action Officer at the AA officer’s request.
- After applications are reviewed, the chair/director will bring at least six completed applications to the Dean and the VC for Academic Affairs for interview approval, indicating their top 3 and giving rationale for the same.
- Upon approval, the chair/director schedules at least two candidates for on-campus interviews.
- Arrangements for on-campus interviews are made by the department/program aka assistant. Departments/programs should contact the Provost's Office to ensure the Provost will be available during the visit before finalizing travel arrangements with the candidate. Expenses are reimbursed from appropriate accounts in Academic Affairs. Reimbursements should not exceed either actual costs or the maximum in-state subsistence allowance, whichever is less, for a period of time not to exceed three days (see website for the Controller’s Office for more information on reimbursement policies).
- Travel arrangements and reimbursement
- Air travel: Departments are encouraged to arrange interview schedules as far in advance as possible, e.g., one month prior, in order to receive the lowest possible airfare. Candidates who make their own flight reservations must keep all original receipts showing actual payment of airfare (e.g. an email confirmation for online reservations) and all boarding passes. Receipts and appropriate travel reimbursement paperwork should be submitted to Ericka Champion Wise, Provost's Office. Please note that there is no reimbursement for air travel by spouses/partners.
- Driving: Candidates should complete travel reimbursement forms indicating mileage for reimbursement. Please note that faculty are not reimbursed for transporting a candidate to/from the airport, hotel, or meals.
- Lodging: The University has agreements each year with several local hotels that offer UNC Asheville preferred/corporate rates and may bill UNC Asheville directly. Click here for the current list. The most preferred hotel is the Renaissance in downtown.
- Meals: Expenses are paid from the Provost and VC for Academic Affairs' discretionary account. Receipts should be submitted to Ericka Champion Wise, Provost's Office. Meals should be in line with in-state subsistence rates. Alcohol or tax associated with alcohol will not be reimbursed. Gratuity up to 20% of allowable expenses, i.e., food and non-alcoholic beverages for candidate, candidate’s partner/spouse and one faculty member, will be reimbursed (gratuity over 20% will not be reimbursed). The University will pay for the candidate, an accompanying spouse or partner if present, and one faculty member for each meal. For faculty reimbursement please remember to submit an ITEMIZED receipt and itinerary for all meal reimbursements. Account #739260 is to be used for these recruitment meals; the Provost's Office will enter the fund number.
- On-campus interviews should include at minimum one class teaching demonstration presentation and meetings with each of the following individuals.
- Faculty in the department
- Member of the Faculty Senate (contact the Faculty Senate Assistant for the list)
- Recent member of the Tenure Committee (contact the Faculty Senate Assistant for the list)
- HR benefits representative (Lisa Honeycutt/Amy Owenby)
- Provost and VC for Academic Affairs
- Departments may find the following HR resources to be useful for candidate interviews.
- Interview Questions Guide: This chart lists permissible questions and questions that must be avoided to comply with federal and state legislation.
- Behavioral Interview Guidelines: This packet provides a variety of introductory materials, including a chart on permissible questions, to help plan for and execute effective interviews.
- Telephone Reference Check: This form is designed to record information during telephone calls to candidate references.
Completing the hire
- Once the Search Committee has decided on a candidate, the chair/director should send the recommendations of the Search Committee to the Provost and VC for Academic Affairs for her approval. The Provost will offer her response to the chair/director.
- The Provost and VC for Academic Affairs will offer the position to the final candidate. When the offer is made, a candidate who needs start-up funds will be asked to work with the chair/director and Dean to delineate start-up needs. When completed, the candidate should send a detailed start-up request to the Provost and VC for Academic Affairs, copied to the chair/director and Academic Dean. The Provost and VC for Academic Affairs will make the final decision regarding start-up funds.
- Once a candidate accepts the offer, the prospective faculty member receives a Letter of Intent from the Office of Academic Affairs and a cover letter which includes the details of any start-up package. The prospective faculty member is encouraged to sign and return the Letter of Intent in a timely manner so that it can be presented to the Board of Trustees at its upcoming meeting.
- After the Board of Trustees approves the hire, the prospective faculty member receives a formal contract from the Office of Academic Affairs. Returning the signed contract completes the formal process of faculty hiring. The new faculty member receives a New Employee Information Packet from the Office of Academic Affairs with information about payroll, directory, email accounts, etc. Please note that state funds cannot be used to pay moving expenses. Elaine Warren, Provost’s Office will assist the prospective faculty member with his/her required paperwork and complete all background checks prior to the first day of employment.
Last edited by firstname.lastname@example.org on November 4, 2013