PERSONNEL
60.11
Revised 11-09
Center for Human Rights
335-8288
OVERVIEW
University departments are to follow the requirements and procedures in this section to create and change faculty positions and appointments.
Faculty Composition
Faculty includes employees who are appointed to faculty positions and perform academic, extension, library, and student affairs duties in accordance with the Faculty Manual. The Faculty Manual is available at the Faculty Senate website:
Responsibility
Center for Human Rights (CHR)
The Center for Human Rights (CHR) administers the search procedures for faculty personnel.
Follow the advisory guidelines regarding the search process which are available from the CHR Search Committee Information website. Go to:
Human Resource Services (HRS)
Human Resource Services (HRS):
- Processes requested background checks,
- Processes personnel actions (submitted through the online Personnel/Position/Payroll Electronic Routing Management System (PERMS), and
- Maintains the personnel file.
Position Control
Create new positions (permanent or temporary) and change appointments in accordance with position control procedures. See 58.01.
Expenses
Expenses associated with searches for faculty personnel and the relocation reimbursement for these new employees are supported by employing units.
Departments are to contact Purchasing Services and Travel Services for recruitment and relocation expense specifics, including cost and weight limits. See 70.60 and 95.14.
PRIOR TO RECRUITMENT
Follow the procedures below prior to recruitment for faculty positions.
Position Criteria
Prior to requesting recruitment for a faculty position, the department considers and approves the following position criteria:
- Budget (see 30.07),
- Position allocation,
- Staffing level implications, and
- Salary.
Required Documentation
Prior to requesting recruitment for any faculty vacancy, the department submits the required documentation indicated below:
Position Action/PRR
If creating or modifying a faculty position and/or its assignment of accounts, the department submits a completed Position Action/ Position Review Request (PRR) to Position Control. See 58.02 to obtain the form and instructions.
Authorization to Recruit To recruit for any faculty position, the department must submit a completed Authorization to Recruit Faculty Personnel to CHR. To obtain copies of the form, complete and/or print the PDF master on 60.11.6.
RECRUITMENT
Advisory Guidelines
Refer to the recruitment advisory guidelines distributed by CHR.
Request a copy of the guidelines from CHR or view the guidelines online by going to the CHR Search Committee Information website at:
Applicant Self-Identification
Send each applicant an Applicant Self-Identification postcard immediately upon receipt of an application. (The Applicant Self-Identification postcard is also referred to as the EEO Card.)
The postcard is available in electronic versions, i.e., Word and PDF, from the CHR Search Committee Information website at:
A paper version of the postcard is available at Central Stores; item number 47951.
REFERENCES
Search committees usually obtain at least three letters of recommendation for each faculty candidate. NOTE: The Provost's Office requires that the department obtain four letters of recommendation for new faculty who are hired with tenure or if tenure is to be granted at the time of hire as part of the faculty member's contract with WSU. See below.
Background Check
The department contacts HRS to determine whether or not the faculty position requires a preemployment background check in accordance with BPPM 60.16. The employing department is responsible for obtaining the background check of the candidate, if required.
INTERVIEWS
See 60.08 or contact CHR regarding interview procedures; telephone 335-8288. See below regarding additional guidelines for conducting telephone interviews.
Telephone Interviews
Follow the advisory guidelines for conducting telephone interviews of candidates as outlined on the CHR Search Committee Information website. Go to:
OFFICIAL OFFER
Tenure-Track Faculty Positions
The Provost makes the University's official offer for tenure-track faculty positions.
The offer is normally sent by letter. The Provost's Office provides letter templates to deans' offices.
Non-Tenure-Track Faculty Positions
The dean or the appointing authority makes the University's official offer for non-tenure-track faculty positions. See 60.10 for information about delegation of appointing authority.
Templates for offer letters for non-tenure-track faculty positions are also available from the HRS Manager's Toolkit website at:
Prior Authorization by Provost Required
Authorization is required prior to discussion OR extension of an offer to faculty positions with direct appointments to vice presidents, chancellors, deans, or the WSU Athletic Director. Specifically, for direct appointments, deans, chancellors, vice presidents, and the Athletic Director must receive approval from the Provost prior to discussing an offer with a candidate.
Records Retention
The department forwards a copy of the offer letter or contract and the candidate's letter of acceptance to HRS. HRS retains the offer letter, contract (if applicable), and acceptance of offer letter in the employee's personnel folder in accordance with University records retention requirements. See 90.01.
NOTIFICATION TO APPLICANTS
CHR recommends that the hiring manager sends letters to finalists who were invited to interview for the position, or to all applicants if desired, to notify them of the status of their applications. Sample letters are available on the CHR Search Committee Information website at:
APPOINTMENT
PERMS Transaction (Personnel Action)
Use the online Personnel/Position/Payroll Electronic Routing Management System (PERMS) to complete the personnel action for an appointed faculty employee. See 60.25 for instructions for completing and routing PERMS transactions and attachments for personnel actions.
Complete a Biographical Data Sheet for the appointed faculty employee. Complete and/or print the form master on 60.13.2 to obtain copies of the Biographical Data Sheet.
Submit copies of the resume, the Biographical Data Sheet, and any letters of reference to HRS. Reference the applicable PERMS transaction on the attachments. NOTE: Retain any notes regarding references obtained by telephone interview in the employee recruitment file (i.e., search file).
NOTE: For new faculty who are hired with tenure or if tenure is to be granted at the time of hire as part of the faculty member's contract with WSU, the department submits four letters of recommendation. For new faculty who are hired without tenure, the department submits at least three letters of recommendation to HRS.
Transfer From Within WSU or Other State Employer
Transfer annual leave and sick leave for an employee changing positions within WSU or transferring to WSU from a state agency or other state institution of higher education. See 60.19 and 60.60.
If the selected candidate is a current WSU employee, obtain the Time Report or Leave Report file from the employee's former employing department. If the selected candidate is a former WSU employee reappointed within three years of separation, obtain the file from HRS. See 60.60.
If the selected candidate's former employer was another state of Washington agency or institution, HRS requests information from the former employer regarding accrued leave and other benefits. Refer to 60.19 regarding transfer of benefits from previous state employers.
RECORDS RETENTION
Maintain a copy of all employee recruitment files (i.e., search materials and references) in accordance with the University records retention schedule. See 90.01.
NEW EMPLOYEE ORIENTATION
New employees are to enroll in new employee and benefits orientation classes. Enrollment information is available from the HRS New Employee website at:
New Supervisor/Manager
New supervisors and/or managers are to enroll in supervisory and enhanced supervisory training. Enrollment information is available from the HRS Current Employees Training and Development website at:
Other Applicable Policies and Procedures
See the PDF form:
60.11.6: Authorization to Recruit
Faculty Personnel
Complete and/or print as needed.