Establishment of Academic Positions

Academic Professional Positions – Prior Approvals

A request to fill an existing academic professional (AP) position or establish a new position begins with development of a position description on the current Human Resources template. The unit may wish to send an initial draft of the position description to HR for review and feedback before routing for signatures. Once the unit has developed the position description and routed for signatures through the division head, the signed form is submitted to Human Resources (HR) with a completed Position Information Form.

HR classification staff use the position description to determine if the job responsibilities are appropriately classified as academic professional and exempt from Civil Service, in consultation with the State Universities Civil Service System. If a determination is made that the position is appropriately classified as exempt, HR employment staff will initiate a position requisition in the Hire Touch online applicant tracking system, and the request will route for approval by fiscal officer, director/dean, budget officer, division head, and HR.

The remaining steps in the electronic Hire Touch approval process for approved AP searches are governed by guidelines and policies from the Office of Access and Equal Opportunity (AEO) and the Provost’s Office.

Note: Additional steps may be required for major administrative searches.

Faculty Positions – Prior Approvals

A request to fill an existing faculty position or establish a new position begins with development of a rationale by the department or program. An electronic copy of the department/program memo is submitted to the dean for approval. If the dean approves the request, he/she sends the department/program memo, together with his/her justification to the Provost’s Office for uploading to the Hire Touch online system. The position requisition is routed for electronic approvals by fiscal officer, dean, budget officer, Provost, and Chancellor.

The remaining steps in the electronic Hire Touch approval process for approved Faculty searches are governed by the UIS Faculty Personnel Policy, the Provost’s Office, and the AEO Office.

Civil Service Positions – Prior Approvals

Please see the Human Resources website for information related to Civil Service hiring processes.

Employment of International Faculty and Staff

Before hiring a foreign national for a faculty or staff position, contact the Office of International Programs (6-8319) to determine the applicant’s eligibility for a work visa.

Initial Appointment

The University’s Statutes provide that only the Board of Trustees has the authority to make formal appointments to the academic staff. Although units initiate recommendations for appointment, all interactions and communications with individuals to be appointed must indicate that the appointment requires Board approval.

Letter of Offer (Invitation)

Written letters of offer (technically, letters of invitation to accept an appointment) are required for all faculty and academic professional appointments. In addition, units must obtain a written acknowledgement of acceptance by members of the academic staff who are new to the University of Illinois, new to the academic employee group, or new to a tenure-track faculty position. All internal search approvals must be received by the unit prior to issuance of a letter of offer. The appropriate dean issues the letter of appointment to faculty. For academic professionals, the appropriate director, dean, or division head issues the letter. The letter must be signed as accepted and returned to the appropriate director, dean, or division head before the recommendation for appointment can be processed. The letter of offer does not supersede the official Notice of Appointment issued by the Board of Trustees once all other approvals and appointment papers have been received and processed. Offer letter templates for faculty appointments can be found on the Academic Human Resources website.

Information Required for Appointment

An academic staff member, upon accepting an appointment, must provide the following information required by the University, the state of Illinois, and the federal government: a Personal History and Professional Experience form, which includes the Educational Loan Default Statement; an I-9 before or on the first day of work, as required by the Immigration Reform and Control Act of 1987; and W-4, Withholding Allowances. Additional information may also be required.

The letter of offer includes information on the appointment and electronic access to the required forms. A new employee’s appointment and payroll completion are dependent upon receipt by the hiring unit of the signed letter of offer and the completion of employment-related forms. After receipt, the hiring unit initiates the appointment, forwards the signed letter of offer to the division head, and forwards a copy of the signed letter of offer to Human Resources and the Provost’s Office.

Read more about viewing and updating personal information.

Moving Expenses

Deans and directors of academic and administrative units may approve reimbursement of moving expenses for new employees as their unit budgets allow within the approved university maximum. Additional budget funding for moving expenses requires prior approval by the division head. The maximum amount for moving expense reimbursement should be indicated in the letter of offer. Payments for reimbursement are processed through the unit or dean’s office (see OBFS Business and Financial Policies and Procedures, Section 8).

Reappointment

All academic appointments and reappointments are approved by the Board of Trustees of the University of Illinois. After the initial appointment, which is indicated on a printed Notification of Appointment (NOA) form from the Board of Trustees, future appointments are made and communicated on a year to year basis (unless a shorter term is specified). Adjustments to salary and changes to other conditions of employment, including the annual NOA, are primarily communicated electronically through NESSIE. The Board of Trustees retains its authority to modify or terminate appointments in accordance with applicable University policies.

Employment of Relatives

The employment of relatives is permissible at UIS, subject to compliance with University Statutes, review of appointments, and resolution of conflicts. According to the Statutes, no individual can initiate or participate in institutional decisions involving a direct benefit (initial employment, retention, promotion, salary, leave of absence, etc.) to a member of his or her immediate family. “Immediate family” includes an individual’s spouse, children, parents, siblings, grandparents, grandchildren, aunts, uncles, nieces and nephews, and the spouses of any of the foregoing.

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