Midwestern University

MIDWESTERN UNIVERSITY

FACULTY HIRING POLICY

PURPOSE: To establish the process by which prospective faculty members are hired for employment at Midwestern University.

PROCEDURE:

A. The Hiring Manager logs into the Ceridian Recruiting Solutions (CRS) system and completes a personnel requisition for each position being requested.

https://www4.recruitingcenter.net/clients/midwestern/default.rs?ReturnCode=logout

*Username First initial of first name and full last name (example: Susan Smith is ssmith)

Password password

*Hiring Managers that have hiring responsibilities on both the AZ and IL campuses will have a username for each campus. The format is the first initial of first name and full last name, plus ‘AZ’ or ‘IL’ for whichever campus the position is being requested (example: Susan Smith is ssmithaz and ssmithil).

The CRS Hiring Manager’s Manual is available to assist in the creation of the personnel requisition. This is available on the HR Intranet site  Forms  Hiring Manager’s Manual (under Recruiting Forms).

Once the personnel requisition has been submitted in CRS by the Hiring Manager, Human Resources will assign the appropriate Recruiter to the position and submit the personnel requisition through the approval process.

B. Once the personnel requisition is approved, the Recruiter will notify the Hiring Manager and post the position internally for 3 days. The Recruiter will also send a copy of the approved personnel requisition to the President/CEO, EVP/COO, SVP/CFO, VP HR & Administration and the Director of HR to inform them of the posting status.

C. Upon completion of the 3 day internal posting period, the position may be advertised in the appropriate external media vehicle e.g. The Chronicle, Higher Ed Jobs after consultation with the Hiring Manager or Chair of the Faculty Hiring Committee. The Hiring Manager can request that the Recruiter assist in facilitating any necessary external faculty advertisements. In this scenario, the Hiring Manager must submit an approved Purchase Order to the Recruiter for the cost of the advertisement, along with details about the advertisement’s location.

D. CV’s will be received and screened by the Chair of the Faculty Hiring Committee, unless otherwise requested.

E. The Chair of the Faculty Hiring Committee will contact qualified candidates to set-up an “interview day” which must include an interview with the Recruiter. At the time of scheduling the interview, the Chair of the Faculty Hiring Committee will do the following: a. Send the candidate instructions to provide the Recruiter with any credentials that are required by the position. It is the responsibility of the Hiring Manager to communicate with the Faculty Hiring Committee Chair regarding which acceptable original documents or notarized copies of credentials will be acceptable.

Faculty Hiring Policy Page 1 of 4 Last Rev. 5/25/12 b. Request the appropriate letters of recommendation and contact the references for specific information as needed. c. Provide instructions on how the candidate must submit their information through MWU’s online job board, if the interview candidate has not already done so.

F. During the interview, the Recruiter will collect proof of credentials and verify that all necessary paperwork has been submitted through MWU’s online job board. All application materials will be retained in the CRS system for a minimum of one year, according to the Record Retention Policy.

G. Once the Recruiter, Hiring Manager, and the Faculty Hiring Committee have completed all interviews, a final candidate should be selected. The Hiring Manager will complete the contract request form and obtain approvals up to the level of CAO (Chief Academic Officer). Once all criteria of the contract request form are approved the Hiring Manager may extend a verbal offer.

H. Once the verbal offer is accepted, the Dean will forward the approved contract request form to the Recruiter for verification that all required information has been collected (See “J” of this policy). The Faculty Contract Request Form can be found on the MWU Intranet under Human Resources  Forms  Faculty Contract Request Form.

I. When the Recruiter receives the Faculty Contract Request, a background check will be processed on the candidate. The background check includes a 7-year criminal search along with an education, employment and Social Security number verification. The employment verification will pertain to the candidate’s current or most recent place of employment.

J. Before a candidate can be extended a written faculty contract at Midwestern University, the following must be on file in Human Resources:  Personnel Requisition posted internally for a minimum of 3 days  Application materials submitted through MWU’s online job board  Background Check completed and cleared  Credentials verified (if applicable)

K. Once all prior information has been collected (See “J” of this policy) and the background check is complete and cleared, the Recruiter will sign and submit the contract request form to the Vice President of Human Resources and Administration for the generation of the written contract.

L. Once the contract is generated by the VP of HR, it will be sent to the Executive VP/COO for signature. Subsequently, the contract will be sent to the respective Dean’s Office for mailing to the candidate.

M. Upon receiving the contract, the Dean’s Office will do the following:  Sign the contract  Scan the contract to HR  Scan the contract to the Hiring Manager  Draft a cover letter that congratulates the candidate and provides instructions to review, sign, and return the contract to the Dean’s office by a specified date.  Add a return envelope addressed to the Dean’s office  Mail the original contract and the return envelope to the candidate

N. The Deans’ Office is responsible for contacting with the candidate to ensure that the contract is signed and returned by the date specified.

O. Upon receipt of the signed contract, the Dean’s office will scan the signed contract to the Hiring Manager, send the original signed contract to be filed in Human Resources, and keep a copy for the Dean’s office. P. Recruiter will email the New Hire information regarding their appointment for new hire paperwork on their first day and how to schedule their pre-employment testing. All offers are contingent upon the passing of all pre-employment tests, including a drug screen and background check.

 New Hires that are unable to undergo the pre-employment testing prior to their start date (i.e. for relocation purposes) will be made aware by Human Resources that should they fail to pass the drug-screening portion of the pre-employment testing, their employment will be terminated immediately.

Q. The Hiring Manager will complete an on-line Technology Request for each New Hire prior to their start date.

R. During the appointment for new hire paperwork, Human Resources will cover details about general University policies, federal and state tax paperwork and benefits enrollment information. On the employee’s first day, the Hiring Manager will coordinate the issuance of an ID badge with the Media Resources department.

S. All recently hired faculty members will be invited to attend an orientation program hosted by Human Resources. The program introduces a variety of support services that are available to all staff and faculty members of the MWU Community.

PROCESS FOR INTERNAL CANDIDATES

Since the majority of these steps do not need to be re-done for those faculty who are already a member of the Midwestern University team, a modified version of the process has been outlined below. This version of the process will apply in all instances when a faculty member is being considered for a position other than the one they currently possess. Internal candidates should submit their CV through the CRS system. All internal candidates will be reviewed by Human Resources and forwarded to the Chair of the Faculty Hiring Committee for that particular position. The following steps take place AFTER the position has already been approved and posted according to the beginning steps of this policy.

A. The Faculty Hiring Committee will review and interview all internal applicants that meet the minimum requirements for the position. B. If an internal candidate is selected, the Hiring Manager will notify Human Resources, and submit a Contract Request Form. The Vice President of Human Resources and Administration will generate the faculty contract for the internal candidate and send to the Executive VP/COO for signature. C. Subsequently, the contract will be sent to the respective Dean’s Office for mailing to the candidate. Upon receiving the contract, the Dean’s Office will do the following  Sign the contract  Scan the contract to HR  Scan the contract to the Hiring Manager  Draft a cover letter that congratulates the candidate and provides instructions to review, sign, and return the contract to the Dean’s office by a specified date.  Add a return envelope addressed to the Dean’s office  Mail the original contract and the return envelope to the candidate

D. The Dean’s Office is responsible for contacting with the candidate to ensure that the contract is signed and returned by the date specified. E. Upon receipt of the signed contract, the Dean’s office will scan the signed contract to the Hiring Manager, send the original signed contract to be filed in Human Resources, and keep a copy for the Dean’s office.

Faculty Hiring Policy Page 3 of 4 Last Rev. 5/25/12 F. Human Resources will be responsible for making all status changes in the HR/Payroll system and MWU Online Directory. Human Resources will process and file all paperwork necessary for the promotion and/or transfer.

NOTE: Per MWU policy, employees are eligible to apply for internal positions upon completing a minimum of six months of employment at MWU in their current position, have a satisfactory performance record and have no disciplinary actions within a 12-month period. Management retains the discretion to make exceptions to the policy.