FACULTY & NON-CLASSIFIED HIRING PROCESS
Step #1 (Send all documents to the AES personnel officer - please send the first three items together. When all three items have been received, personnel office will assign, and notify you, a tracking #.)
| A. Request to Fill Position(must be signed and have at least one CC# designated - NO JUSTIFICATION STATEMENT IS NEEDED) |
| B. Job Announcement (Send hard copy and send in the body of an e-mail or as an attachment.) |
| C. Recruitment Plan & any attachments identified on the plan |
| D. PCQ (PCQ not required for faculty)new PCQ or updated existing PCQ - must have organization chart and signature/date on the last page |
| E. Vacancy
Notification Form (when you are notified that the Request to Fill
Position has been approved, complete and submit the VNF)
The first field to complete on the VNF is labeled Department. ALWAYS type AES, then your department (i.e. AES Horticulture). In the third field ". . . . select college", you must select Dale Bumpers College of Agricultural, Food & Life Science or the VNF WILL NOT be approved. After you submit the VNF, you should receive the announcement twice via email. The first time is verifying that the VNF was actually sent. The second time is when AGRI administration has approved the request and I release the VNF (it will have the tracking # at the bottom). |
Step #1a (for provisional positions only):
A. Provisional Request Form (will be sent to you as an e-mail attachment for completion [do not change salary or date of board approval], return as an e-mail attachment to the AES personnel officer)
Step #2 (when you or the hiring person receives a memo and packet from the Office of Affirmative Action)
| The date on the memo from the director of affirmative action begins the 30 day advertising period and you have approval to place your advertisement(s). |
| A. Stamp or write the received date on each application when it is received. |
| B. Send a copy of the letter from the Office of Affirmative Action (with the personal data sheet and the return envelope addressed to the Office of Affirmative Action ) to each candidate. |
| C. Applicant Worksheet (at the end of the 30 day advertising period, complete the top portion and columns A-G only, indicating the candidate(s) you wish to interview. Attach the resume of the candidates you wish to interview and send to the AES personnel officer.) |
| A personal data sheet must be sent to all applicants and the Applicant Worksheet must be completed and sent to the AES personnel officer (even if you choose not to interview anyone). |
Step #3
| A. Interview candidates (You will be notified by e-mail when the request to interview is approved.) Recruitment Summary Form with attachments for items 1 & 2 identified on the summary form (complete and send with the draft letter of offer to the AES personnel officer) |
| B. Send a letter of offer draft with tracking number in top right corner (Follow offer letter guidelines for non-faculty offers. Faculty offers must be under the dean’s signature and follow Academic Policy Series 1405.16 Direct link to Tenure Track sample offer. Direct link to Non-Tenure track sample offer. Send the Recruitment Summary Form and documents to the AES personnel officer with the draft. You will be notified when the letter of offer is approved.An offer cannot be made until the Letter of Offer has been approved. |
| C. If you have strong concern that the candidate of choice may "get away from you" before the letter of offer is approved, contact the AES personnel officer. |
| D. Make an appointment (5-5351 HMRS) for the employee to attend orientation within two weeks of the hire date (not required for faculty, but highly recommended). Off-campus units provide information to the employee and return completed benefits forms. |
Step #4 (Complete and send all original forms together to the AES personnel officer.)
| I-9 with a copy of supporting documents (social security card, etc.) |
| A copy of the social security card if it was not included in support of the I-9 |
| UA Acknowledgment of Policies Form (on last page of I-9 pdf file) |
| (with name in block 1 exactly matching the name on the employee’s Social Security card) |
| Payroll Direct Deposit Authorization Form, if employee desires (Attach a deposit slip with "void" written on it.) |
| Selective Service Form |
| Personnel Data Form(Interactive PDF) |
| Benefits forms (Inform the employee that these forms must be completed and returned to the Department of Human Resources [ADMN 222] within 31 days of the hire date and/or before the last day of the hire month, to prevent delay and/or denial of benefits.) |
| Vehicle Safety Policy and Authorization to Operate. Employees who drive frequently or regularly on University business must review the UofA's policy and, as a condition of employment, complete the Authorization to Operate form. |
Step #5
| A. Do the PACT in PSB. (ALWAYS do a name search [PF1] to see if the person is already in the BASIS system.) |
| 1. If the person is not in BASIS, do a SUNE (Action A), then do a PACT to put the person on the payroll. | |
| a. If the person is not currently employed by the University or is employed hourly, the PACT reason will be NH. | |
| b. If the person is employed in an appointed position, the PACT reason will be CP. | |
| c. If the person has been employed previously by the University or any other state agency, contact the AES personnel officer. | |
| 2.Indicate the Academic Title Modifier, when appropriate (i.e. adjunct, research, visiting, etc.) | |
| 3.Include the tracking #, the career ladder title (Res Spec I, II or III, etc., when appropriate), and tenure status for faculty (T, TT, NT) in the comment field in PACT and the career ladder title in the preferred title field in DIRM. If not in a career ladder, put the working title in the preferred title field. | |
Step #6
| A. Check DIST (in PSB), DIRM (in LEAVE) and BIO (in HRLY-TS) for accuracy, making necessary corrections. |
| B. Update LEAVE, DIRM to reflect the career ladder title as the preferred title when employee is in the career ladder. |
| C. Update the on-line Agriculture Directory |
Step #7
| A. Final Letter of Offer signed by the employee (Send a copy to the AES personnel officer for the employee’s file.) |
| B. Notify the grants office of all new faculty and their cost center number(s) (llstree@uark.edu) |
Step #8
| A. A few days before monthly payroll cutoff, do a LEP (in PSB) to be sure the PACT and DIST (if changed) have been approved. |
| 1. If you do not find the employee on LEP, do a LTRS, requestor, P, PACT, suspend (PF2) to the PACT then PF11, view will show which reviewer(s) need to approve the transaction. LTRS can also be used to see if a DIST has been approved (LTRS, requestor, P, DIST, suspend, PF11, view). |
| 2. If you find the employee on LEP, suspend (PF2) to the POS then PF8 to see the distribution. |