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Faculty Appointments and Advancement

Hiring Process

The information below is for quick reference and to provide document resource links only. It does not, in any way, replace the full policy document (Policies for Recruiting and Hiring Academic Appointees at IUPUI), which will remain the master guideline for academic hiring at IUPUI.

Search and Screen

Faculty Appointments and Advancement (FAA) manages the process for hiring academic appointees on the IUPUI campus. The search and screen process for full-time faculty candidates is managed by the Office of Equal Opportunity with input from FAA. Once a final candidate is selected, the offer and hiring processes are managed solely by FAA.

Offer

When the unit is ready to extend an offer of employment to a candidate, an offer packet must be assembled and sent to FAA for review and approval. While the contents of this packet will vary depending on the type of appointment being offered, it will generally include:

• the routing and approval cover sheet;
  • Coversheet - non tenure
  • Coversheet - tenure or tenure-track
• the draft offer letter;
  • Offer Letter Template – Administrative (Deans, Chairs, etc.)
  • Offer Letter Template – With Tenure
  • Offer Letter Template – Tenure Track
  • Offer Letter Template – Non-Tenure
  • Offer Letter Template – Visiting
• the candidate’s curriculum vitae; and
• letters of reference.

Only after approval from FAA is verified can the unit extend a formal offer to a candidate. Hires for part-time and visiting faculty positions do not need to go through this offer approval process. Once an offer is accepted, the hiring process can be initiated.

When the formal offer is extended to the candidate, you may want to include information on university benefits plans and costs:

• Fringe Benefit Information for Full-Time Academic Appointees

Hire

All new employees are required to:

• undergo a criminal history background check*;
  • Policy
  • Academic Background Check Form - New one page format!

  *Please note:

  • Usually background check requests are processed the same day they are received; however, there is no guaranteed turnaround time for approvals/disapprovals. The background checks are conducted by an outside vendor and can take anywhere from 24 hours to 3 weeks to complete. Please plan accordingly.
    
    
  • Background checks are not required for international hires if they have been in the United States for less than one year. Indiana University accepts the process involved in granting the visa as sufficient for a background check.

• complete a Personal Profile Form; and
  
  
• complete an I-9 Form (Rev. 8/7/09).
  
  The United States Custom and Immigration Services (USCIS) requires the use of a new I-9 Form as of April 3, 2009. If an old version of the form is submitted after this date, the hiring department will be asked to resubmit the I-9. The new form was revised again on 8/7/09 and reflects changes to rules on what qualifies as acceptable identity and employment authorization documents. For more details, visit the USCIS website.
  
  How can I verify I'm using the correct version of the I-9 form?
  The form's revision date is located at the bottom right of each page. Please only use forms with a 8/7/09 revision date.
  
  

Help

Departments initiate the actual hire, as well as all subsequent employee transactions, by using the Human Resource Management System (HRMS) E-Docs. FAA provides regular training sessions to E-doc initiators (training is required in order to obtain access to initiate documents). Click here for Training schedules.

Additionally, FAA staff are available during office hours for end-user support. Part of our mission is to ensure prompt response to E-doc initiators so that our academic employees’ job and pay records are accurate. Click here for E-doc instructions.

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More Resources

Abbreviated Fellowship Questionnaire

Appointments for Community and International Affiliates

• Community Scholar
• Community Associate
• Visiting Community Associate
• International Scholar
• International Associate
• International Affiliate

Conditions of Employment

Guide to Classification of Academic Appointees

Personal Data Change Form

Process, forms and templates for hiring: COMING SOON

• Statement on Faculty Reviews
• Academic Administrators
• Tenure-track Faculty and Librarians
• Faculty and Librarians With Tenure
• Non-tenure-track Faculty
• Lecturers
  • Hiring Policy for Lecturers

Recruitment Resources