Faculty & Clinical Affairs

Alan P. Marco, M.D., M.M.M., Associate Dean
Albert F. Painter Jr., Psy.D., Assistant Dean

Wright State University
Boonshoft School of Medicine

Procedure number: 110

Revised: September 2014

Subject: Recruitment-Fully Affiliated Faculty (Regular)

The recruitment of a faculty member is the responsibility of the hiring department, including the financial support for all recruitment activities. These procedures are in compliance with the Code of Federal Regulations (e-CFR § 656.17 and § 656.18).

The job posting is an online process (https://jobs.wright.edu/hr). Only those individuals trained to use the PeopleAdmin Online Employment System and have Originator status may create a job posting. Contact the Wright State University Human Resources (937-775-2120 or human_resources@wright.edu) for training information.

The person who enters and updates the position posting is considered the Originator. When creating the position, the Originator may designate other individuals as "Originator" under the section "Departmental Users with Access." Only Originators can make changes to an applicant's status in PeopleAdmin. It is recommended that the search committee chair be listed as an Originator.
NOTE: The added Originators must have PeopleAdmin accounts prior to the position being created.

In addition to this procedure, consult the PeopleAdmin User Guides available on the "Login to PeopleAdmin" web page.

When recruiting faculty, follow the guidelines in these steps:

  1. Source of Funding
  2. Search Committee
  3. Advertisement
  4. Interviews
  5. Request for Contract/Request to Offer Position
  6. Background Check
  7. Letter of Offer
  8. Candidate Response to Offer
  9. Completion of Recruitment
  10. Moving Expenses

 

SOURCE OF FUNDING
Before creating the posting on PeopleAdmin, the department should determine the source of funding for the position. If the position is funded entirely or in part by an affiliated hospital, the department will need a letter of intent. The department should:

  • keep a copy of the letter of intent for department files
  • attach the letter of intent as a document when posting the position on PeopleAdmin OR add "Premier Health funded" to the comments section.


SEARCH COMMITTEE
The department creates a search committee, which may consist of faculty, staff, students, and residents and should be as diverse as possible.

The search committee must be identified and receive compliance training prior to the submission of the PeopleAdmin posting. Contact the Office of Equity and Inclusion for training information, Joyce Smith, joyce.smith@wright.edu, 937-775-3207.

Committee members will be assigned a guest username and password to view the applicants in PeopleAdmin.

 


The department will

  • The advertisement must match the requirements listed in the PeopleAdmin fields.
    • Only current WSU-employed faculty and staff are eligible for an internal position posting.
    • Applicants must meet the posted minimum candidate requirements at the time of application. Therefore, the wording in the posting is critical to the candidate's eligibility. Examples:
      • If the candidate must possess a specified degree to apply, then candidates may not be interviewed/considered for employment unless they have completed the degree prior to the date of their application.
      • If the candidate needs to possess a specified degree by the start dates, include a qualifying statement in the offer letter. "This offer is contingent upon the successful completion of your [-required degree] by [specified date].."
      • If the department requires that the candidate anticipates completing a specified degree within one year of the start date, the offer letter should include a qualifying statement. "The [required degree] is a requirement for this position. You must complete your [required degree] within one year of your start date. Continuation of your employment beyond the first year contingent upon the successful completion of [required degree] by [specific date]."
    • The job description and required qualification field in PeopleAdmin should specifically state if graduate assistantships, internships, and/or undergraduate work experience may count towards a years -of-experience requirement.
  • The advertisement must state that all applicants must apply online at "http://jobs.wright.edu."
  • The advertisement should state "open until filled" if the department wants to keep the posting open for an extended search period.
  • The advertisement must us the following tagline for all job posting/ads: "Wright State University, an equal opportunity/affirmative action employer, is committed to an inclusive environment and strongly encourages applications from minorities, females, veterans, and individuals with disabilities."
    NOTE: The following tagline should ONLY be used for job posting/ads that have a line/word limit or pay per line/word pricing structure: "Wright State University: AA/EOE/M/F/Vet/Disability."

The Originator will

  • The advertisement should be placed in a least one national professional journal (e-CFR § 656.18).

  • Advertise in all appropriate publications and keep a listing of all agencies and institutions contacted about the position.

The Office of Equity and Inclusion will assign an Affirmative Action Number.
WSU Human Resources will provide the official first consideration date.

The department or Originator will


INTERVIEWS
Reviewing Applications
The search committee's duties are to

  1. accept applications until the deadline or begin reviewing them after the first consideration date for open positions
  2. screen the applications in compliance with federal, state, and Wright State hiring policies and procedures
  3. select the candidates for interview. First visits are normally limited to three candidates.

Screening Applications
The Originator must

Requesting Interview
After the search committee has identified the applicants to be interviewed, the Originator must

Conducting Interviews
The search committee will

invite the candidates approved by the Office of Equity and Inclusion

  • The committee should be consistent with all candidates by using the same basic itinerary for each candidate and using the same general questions.

  • The committee should review the "Employment Guide-Questioning Applicants" brochure prior to conducting the interview and contact the Office of Equity and Inclusion with any questions or concerns.


REQUEST FOR CONTRACT/REQUEST TO OFFER POSITION
The department must

Hiring Proposal
If the posted rate is to be offered to the applicant, roll over "Take Action on Job Application" and submit it to the next appropriate approver.

If a higher annual salary is proposed, follow these steps:

  • Click on "Edit" link.
  • Enter the proposed salary in the " Proposed Annual or Hourly Rate" field. No compensation should be discussed with the applicant prior to Compensation approval.
  • Enter a justification in the "Justification" field. With justification, proposals will be returned to the Originator.
  • Click on "Save" and "Next."

On the Summary page roll over the "Take Action on Job Application" button and click "Recommend for Hire." This action will trigger and send an email to the Office of Equity and Inclusion.

After the application is approved, an email will be triggered and sent to the Originator with a notification "Make a Verbal Offer."


BACKGROUND CHECK
The department makes a verbal and conditional offer contingent upon a successful background check. Upon acceptance of the verbal offer, the department must

go to the posting in PeopleAdmin and click on the "hiring Proposal" tab. Click on the application. Roll over the "take Action on Job Application" button and click "Send to HR Employment for Background Check" to change the application's status to complete the process.

Human Resources will notify the department of the results.
NOTE: Background checks take one to three business days.

The department may proceed with the letter of offer after receiving the results.


LETTER OF OFFER
The department must

  • An offer for a faculty position CAN NOT be made to candidates prior to
  1. the closing date contained in the specific position advertisements
  2. Office of Equity and Inclusion approval
  3. hospital approval for positions that the hospital funds in part or in total

BSOM and WSP Offer Letters
If the position involves clinical service (seeing patients), the department will also prepare a draft letter of offer for the Wright State Physicians (WSP) in addition to the BSOM letter. The template offer letters are

BSOM non-tenure clinical track offer letter (clinical)
BSOM non-tenure research track offer letter (including research faculty)
WSP offer letter

WSP (only) offer letter FULL TIME
WSP (only) offer letter PART TIME

NOTE: If any changes are made to either offer letter after approval, the letter must be submitted again for approval.

WSU Tenure Track Letters
The template for tenure track letters is on the Hiring Proposal tab in People Admin.

  • Select the appropriate offer letter template
  • Submit the following to the Associate Provost Office, attention: Shannon Norton, 250 University Hall, for review:
    • two copies of the offer letter
    • a copy of the position posting
    • the candidates' CV

The provost will sign the letter and return it to the department. The department will obtain any other required signatures and send the letter to the candidate.

CANDIDATE RESPONSE TO OFFER
If the offer is accepted, the department sends the following to the Office of Faculty and Clinical Affairs:

  • original offer letter
  • current CV
  • Personnel Action Form (PAF available on-line)
    NOTE: Do not enter the applicant's Social Security Number on the PAF. Leave this line item blank.

If the offer is declined, the department changes the applicant's status to "Declined Offer" in PeopleAdmin and notifies both Human Resources and the Office of Equity and Inclusion..

The department may proceed with an offer to a second candidate only after notifying both Human Resources and the Office of Equity and Inclusion. (Repeat steps beginning at REQUEST FOR CONTRACT/REQUEST TO OFFER POSITION.)
If no other offers will be made, the department should inform Human Resources and the Office Equity and Inclusion of its plans, whether it plans not to fill the position, reopen the search, etc.

Note: Once the position is filled or the department has decided not to fill the position, the department should keep documentation of the search for three years.


COMPLETION OF RECRUITMENT
The department must complete the recruiting process by updating the workflow actions for all applicants.
NOTE: Some codes will send automatic emails to the applicants. Contact Human Resources (Meltem Kokaly or Phil Parrill) for details.


MOVING EXPENSES
New faculty moving expenses are compensated in an amount up to one month’s annual salary. The cost is divided evenly between the department (50%) and the dean’s office (50%). Anything in excess of one month’s salary will be paid by the faculty member or an agreement with the hiring supervisor/department. The faculty member is responsible for contacting one of the awarded vendors to make moving arrangements.

For more information on Moving Companies UN-030 Household Moving Services Awarded Vendors, select Moving Services (household) on the IUC web page.

 

Contacts:

Office of Equity and Inclusion: Kristie Marcum, kristie.marcum@wright.edu
Office of Faculty and Clinical Affairs: Stephanie Ours, stephanie.ours@wright.edu
Office of Fiscal Affairs: John Bale, john.bale@wright.edu
Wright State Physicians: Becky Bezich, becky.bezich@wrightstatephysicians.org

Updated 5 Sep 2014 (sho)

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