Academic Employment: Establishment of Academic Positions
Academic Professional Positions – Prior Approvals
A request for replacement of an existing position or for establishing a new academic professional position is developed by a unit following Request for Personal Services guidelines. The request must be approved by the fiscal officer, director and/or dean, division head, budget officer, and Human Resources.
A job description should be included with the request for personal services. The job description is used by Human Resources to determine if the position meets the criteria for an academic professional position. Human Resources determines if the position can be approved at the campus level or if further review is needed at the University level for a recommendation for approval and/or submission to the State Universities Civil Service System for final consideration.
Academic professional searches are governed by guidelines and policies from the Office of Access and Equal Opportunity and the Provost’s Office. These policies contain information on such topics as the composition of the search committee, search plan, recommendation for hire, and the review and approval process prior to issuance of a letter of offer. Read the Faculty hiring guidelines and Academic Professional hiring guidelines.
Faculty Positions – Prior Approvals
Requests for new faculty positions or replacements for existing positions are developed by the departments or programs for submission to the deans. The deans transmit their recommendations for positions to the provost for approval.
Faculty searches for approved positions are governed by the UIS Faculty Personnel Policy and guidelines from the Office of Access and Equal Opportunity and the Provost’s Office. These policies and guidelines contain information on such topics as the composition of the search committee, search plan, recommendations for hire, and review and approval process prior to issuance of a letter of offer. Also see, the UIS Faculty Personnel Policy in this handbook.
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.
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 for appointments to the 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.
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 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 and 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.
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 15.5).
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.