Equal Employment Opportunity/Affirmative Action (EEO/AA) Office

Academic, Faculty and Student Ombudsperson and ADA Compliance Office Waivers/Special Circumstances CHECK-OFF SHEET

All requests to waive the prescribed faculty recruitment policy and procedures must be in writing and be approved by the Executive Director of the Academic, Faculty and Student Ombudsperson and ADA Compliance Office PRIOR to any action being taken by the hiring authority.

 Sanction Check  Submitted Sanction Check form to Human Resources with the correct information before requesting a waiver of the normal faculty recruitment process. (This is very important any misspelling or information omitted such as Jr., will void the sanction check clearance and it must be resubmitted for clearance before an offer is made.) (Note: The check ran for prior approval is not the same and does not apply to this requirement.)  Criminal Background Checks for Security Sensitive Positions  Refer to Criminal Background Checks for Security Sensitive Positions (Handbook of Operating Procedures, Chapter 4, Section 4.4, Policy 4.4.1) Procedures Page 3, number 4.  Immunization Form (Handbook of Operating Procedures, Chapter 8, Policy 8.5.8)  Memorandum Requesting Waiver of the Normal Recruitment Process/Special Circumstances  Waivers requests are to be generated only for extraordinary circumstances.  If the memorandum is generated by the Department Chair: Routing Procedures: From the Chair of the department, Through the Dean (All signatures/initials are on the memorandum before it is forward to the Academic, Faculty and Student Ombudsperson and ADA Compliance Office), To the Executive Director of the Academic, Faculty and Student Ombudsperson and ADA Compliance Office.  If the memorandum is generated by a Hiring Authority other than Chair: Routing Procedures: From the Hiring Authority, Through the Chair of the department, Through the Dean (All signatures/initials are on the memorandum before it is forward to the Academic, Faculty and Student Ombudsperson and ADA Compliance Office.), To the Executive Director.  Memorandum provides a compelling rationale for not following the standard recruitment procedures.  Memorandum provides the following information.  The name of the person being considered for employment  The academic rank/title that will be given  Whether the position is full-time or part-time (include % FTE)  Whether the position is temporary (include ending day) or permanent  U.S. Citizen or Visa Status for Foreign Applicants  Immunization requirement completed and on file  Active Military will need a Commanders Letter approving the appointment  A copy of the waiver/special circumstance memorandum with the Academic, Faculty and Student Ombudsperson and ADA Compliance Office Executive Director's approval stamp and signature will be forwarded to the department.  Once the approval has been received by the department an offer to the proposed faculty member may be made.  Applicant Log (Attachment 3)  The applicant's name, credentials, and home address must be forwarded to the Academic, Faculty and Student Ombudsperson and ADA Compliance Office on an Applicant Log at the time the department receives approval and before the appointment packet is completed.  The CV may be forwarded to the Academic, Faculty and Student Ombudsperson and ADA Compliance Office with the Applicant Log or at the end of the process with the Faculty Appointment Packet. This is left to the department's preference.  Faculty Recruitment Report (Attachment 4 -- Includes the Record of Qualified Applicants)  All information reconciles with the information provided with in the waiver/special circumstance memorandum.  The Academic, Faculty and Student Ombudsperson and ADA Compliance Office file number is typed on the top right hand corner of the form or provided in some manner.  A copy of the approved waiver is attached.  A copy of the offer letter.  All information is provided pertaining only to the position being filled.  Dates should be complete including day and year.  The Record of Qualified Applicants is to be completed with the appropriate information regarding the new faculty member.  No White Out is allowed to be used on any of the forms submitted to the Academic, Faculty and Student Ombudsperson and ADA Compliance Office  All forms submitted to the Academic, Faculty and Student Ombudsperson and ADA Compliance Office must be typed