Once need is identified, there are several steps required to hire a new faculty member – beginning with the search process, and continuing through to the actual appointment.
Searches are required for all full time faculty appointments except postdoctoral appointees and visiting faculty. The process is overseen by the Office for Equal Opportunity and they provide a detailed guide for you.
All offers for tenured, tenure-track faculty and librarians, clinical faculty, lecturers, and academic specialists must be approved by the campus academic administration before being formally extended.
For approval, an offer packet must include a draft offer letter, the candidate’s cv, letters of reference, the appropriate cover sheet, and any other required items for the particular type of hire intended. Refer to Faculty Classification for specifics.
Include with the offer letter:
Information sheet on Fringe Benefits
Other documents as directed by your chair or dean.
Once the offer has been accepted, you may begin the process to hire them. No new hire edocs will be approved until the Background Check and I-9/E-Verify processes are complete, and the Personal Profile Form is sent to FAA. Even though the start date for the new employee may be a month or more in the future, you may complete the hire e-docs early, and this will allow the new faculty member to establish an email account at IUPUI, and receive benefits information for timely enrollment. (Enrollment may be completed before the start date, but MUST be submitted within 30 days after the start date.)
All new employees of Indiana University are required to undergo a criminal history background check. This applies to all full-time, part-time, and graduate student appointees, as well as those volunteers who will be working with programs involving children.
Candidate Disclosure Process for Academic Employees
Our electronic background check system allows users to enter candidate disclosure information, although this information is not required. If collected, this information should be kept on file at the department/school level for five (5) years after the employee is terminated. If the background check is completed and has an adjudication result of:
1. "Meets University Standards," proceed with the hire documents.
2. "Pending," our office will communicate with you regarding the findings on the background check report. If the information was disclosed by the candidate or is a minor traffic violation, our office will update the report to indicate "Meets University Standards."
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.
Always check the Valid Job Combinations Matrix before initiating a new appointment.
Departments initiate the actual hire, as well as all subsequent employee transactions, by using the Human Resource Management System (HRMS) Edocs. Once Edocs are initiated at the School/Department level and submitted, they route through a pre-set chain of approvers and are finalized by our office. As final approvers, we have the responsibility of ensuring that the information and/or transaction in each Edoc is correct and meets university policies. Once we approve the Edoc, it is saved into a database, creating a permanent record for each academic employee.
FAA provides regular training sessions to Edoc initiators (training is required in order to obtain access to initiate documents) - contact us to schedule group or individual sessions 317-274-4627 Access to HRMS and Edocs. Check the System Online Support for Edoc questions. 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.