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TALEO Faculty Request for Offer GuideTable of ContentsUpdating the Applicant Pool Step & Status . 2Rejected Applicants . 4Requesting References . 6Creating Offer . 8Offer Letter . 14Required Attachments for Faculty Offers. 17Requesting Approval . 18Extending the Offer . 20Offer Letter Acceptance . 23Onboarding . 24References and Forms . 25Forms . 25Policies . 25Reference Resources . 25Contact Information . 25Step and Status Appendix. 26Tenure Track Review Schedule for Assistant Professors . 27Standard Hours Table for Adjuncts and Lecturers . 28Faculty Job Codes Table. 29P a g e 1 30

TALEO Faculty Request for Offer GuideUpdating the Applicant Pool Step & StatusOn the Requisition tab, select the applicant number to view the list of applicants.Select the applicant to move the candidate through workflow. Multiple candidates can be selected to movecandidates as a group.P a g e 2 30

TALEO Faculty Request for Offer GuideSelect Change Step/status to update the applicant.Update the New Status to Passed Screening for all applicants that are being considered.If a candidate does not meet the minimum requirements, change status to Rejected.Select Status to move theapplicant(s) in workflow.P a g e 3 30

TALEO Faculty Request for Offer GuideRejected ApplicantsBelow is the email notification that will be sent to rejected candidates.P a g e 4 30

TALEO Faculty Request for Offer GuideEEO ReviewEEO Review can also be completed using the Change Step/Status tab. Only one candidate needs to besubmitted for review. Once EOS reviews, the department contact will receive an email with approval orrequesting additional information. The department should attach a copy of the email to the Request for Offer.P a g e 5 30

TALEO Faculty Request for Offer GuideRequesting ReferencesReferences are requested using the Change Step/Status Tab. Reference letters should be collected for allapplicants that are invited to interview. Send Automated Reference Request – System will send email to References listed in the applicationManually Request Reference Letters – Department/committee collects letters.All Letters Received – Select when ready to move candidate forward in the hiring process.Select Method to CollectReference LettersWhen Automated Reference Request is selected, the following email is sent to Referrer.P a g e 6 30

TALEO Faculty Request for Offer GuideSelect Passed Interview Screening for allcandidates who will be invited to campus forinterview.Mark as Finalist forcandidates who pass thecampus interview.P a g e 7 30

TALEO Faculty Request for Offer GuideBackground Check initiated at the Offer Step. Department contact will receive an email notification. Candidatewill receive request from Hire Right to complete online form for background check.Change Status to Offerto be madeCreating OfferCreate offer using More Actions tab once step and status is offer to be made. Creating the offer triggers theCHRI request to be sent to Faculty Affairs.The Offer Grid will open on screen for completion.Amounts listed on the offer grid must match information on approved costing sheet.P a g e 8 30

TALEO Faculty Request for Offer GuideePAR effective DateDate offer will expire.Verify Position information in PS. Verify with candidate if they willneed support.Select official Job Title from dropdown menuExpiration Date - This is the date that the offer expires online.Position Number set upo Title in PS should match offero FTEo Vacant – position should not be occupiedo Funding does not need to be set upDepartment and College name will populate on offer letter. Please use the full names.Citizenship status – Verify with employee if support will be needed.o This information is also listed on the application.o Faculty must have Citizenship or Permanent Residency to be created Tenure.P a g e 9 30

TALEO Faculty Request for Offer GuidePay Basis & Total Term salary depend onFaculty Contract Term.Salary exceptions if hiring outside of therequested salary range on job posting.Leave blank for Tenured andTenure track offers. Pay Basis depends on Faculty Contract TermFaculty Contract Term9, 10, 11, 12 month facultyFall, SpringSummer, Mini, Non Standard Pay BasisTotalTotalMonthlyTotal Term SalaryAcademic Rate/Annual RateSemester Rate TotalMonthly Comp RateFTE – if less than 1.0, must include a zero before the decimal. (0.50).Salary Exception is for hiring outside of the requested salary range on job postingo No salary exceptions allowed if salary is viewable to applicants on the job posting.Assignment End date is the PS termination date.P a g e 10 30

TALEO Faculty Request for Offer GuideFields on grid must matchtotals from costing sheetsTypically 2 yrs from start dateThese are free text fields toidentify any additionalcommitments to thecandidate. These fields areoptional depending on theterms of the offer.P a g e 11 30

TALEO Faculty Request for Offer GuideVerify in PS using search match procedure.Select Job Action for PS entryPeopleSoft Actions for Faculty RFOsPeopleSoft ActionNew HireNew Hire – Secondary JobRehire Within a YearRehire Over a YearTransferWhen to useAll new employeesFaculty appointed to a new position or department. Also used for addcomp. Bypasses new employee forms in Onboarding and creates newemployment record.Employees who have been separated less than 1 year.Returning employees, initiates new employee forms and I9Use for current faculty member with new faculty assignment on sameemployment record.P a g e 12 30

TALEO Faculty Request for Offer GuideSelect yes if a summer assignment precedingofficial start date will be offered.Letter includes standard sentenceabout teaching, research andservice. Additional responsibilitiesshould be listed here.Select Create to Generate offer letter at the bottom of the grid.P a g e 13 30

TALEO Faculty Request for Offer GuideOffer LetterClick here to select offer letter templateSelect appropriate template based on tenure statusand benefits eligibilityP a g e 14 30

TALEO Faculty Request for Offer GuideSelect paragraph templates.Hover over the title to see thelanguage for each paragraph. OPTmeans optional.On all tenure track letters BOTHAsst and Assoc tenure terms areselected automatically. Pleaseunselect the one that does notapply.P a g e 15 30

TALEO Faculty Request for Offer GuideThis is the deadline in the offer letterfor the candidate to respond.Professor and DeanClick finishto save yourchangesafter editingyour letter.Click Edit to directly edit theoffer letter.P a g e 16 30

TALEO Faculty Request for Offer Guide Edits can be made directly into the letter.{} indicate a field from the Offer Grid.Click Done whenedits are complete.Required Attachments for Faculty OffersAttachments required for all offers CVJustification Form (if necessary) Please see guidelines /instructor-credentials/Attachments required for Tenure, Tenure Track, Instructional and Clinical Hires Costing Sheet3 Letters of recommendationCompleted Rubrics from Search Committee for candidates who completed on campus interviews.Email from EEO approving the candidate poolAttachments required for Promotion Eligible Research Faculty 3 Letters of recommendationCompleted Rubrics from Search Committee for candidates who completed on campus interviews.Email from EEO approving the candidate poolFor hires to be made with tenure, please contact the Office of Faculty Affairs to initiate the tenure reviewprocess as soon as the candidate is rators/ pdfP a g e 17 30

TALEO Faculty Request for Offer GuideRequesting ApprovalOn the More Actions Tab, select Request Approval to submit into workflow.Select Request approvalwhen ready to submit. Once the offer is submitted for approval, additional editing cannot be done directly to offer. The offercan only be edited in Draft status. If formatting errors need correcting, Faculty Affairs will make thecorrections. Faculty Affairs will work with you to address minor changes throughout the approvalprocess.P a g e 18 30

TALEO Faculty Request for Offer GuideThis person will be notified to Extend theOffer once it is approved by the Provost.An email will be sent to the department contacts after each of approval.P a g e 19 30

TALEO Faculty Request for Offer GuideOnce all approvals are received the Offer Status will be Approved. The offer can then be extended as an E-Offerto the candidate.Extending the OfferOn the More Actions Tab, Select Extend Offer.To extend the offer,the Step/Statusshould beOffer/Approved.Select Extend in WritingP a g e 20 30

TALEO Faculty Request for Offer GuideSend as E-OfferClick on Name to view offer letter, then click SendClick on Name to view offer letterClick Send to extend offerP a g e 21 30

TALEO Faculty Request for Offer GuideOffer letter Status can be verified on the application.Status will update to Extendedon the applicationBelow is a copy of the offer invitation. The candidate will log into TALEO to accept.http://uhs.taleo.net/careersection/ex2 uhf/jobsearch.ftlAcceptances must be completed in TALEO to initiate the onboarding process.P a g e 22 30

TALEO Faculty Request for Offer GuideOffer Letter AcceptanceOnce the candidate logins in to the Job Site, they will have a Task Tab to view and accept the offer.Emails will be sent to notify the Department contact that the offer has been accepted.The offer letter can be viewed on the History tab.Once the offer is accepted, the status will change to AcceptedClick on Offer Letter to viewP a g e 23 30

TALEO Faculty Request for Offer GuideOnboardingBased on the Offer, the candidate will have a number of items to complete electronically for Onboarding.All tasks except the I9 must be completed prior to the employee and job information loading into PS. Foreignnationals will need to confirm the employment eligibility with HR prior to job data loading into PS.P a g e 24 30

TALEO Faculty Request for Offer GuideReferences and FormsForms Justification FormTALEO Access RequestPolicies Academic Workload MAPPFaculty HandbookForeign National EmploymentMoving and Relocation PoliciesNon Tenure Track Faculty PolicyReference Resources Faculty Affairs Website: uidelines for Hiring Faculty with Tenureo Please contact the Office of Faculty Affairs to initiate the tenure review process as soon as thecandidate is identified.Faculty Recruitment ToolkitSearch Committee Training Sessionso Search committee members are required to attend one training session every two years prior totheir service on a search committee.Transcriptso Deliver candidate’s original transcripts for terminal degrees in discipline posted (SACSCompliance) to Faculty Affairs.o Certified electronic transcripts can be sent directly from the institution to facultyaffairs@uh.edu.Electronic transcripts cannot be accepted from the candidate or hiring department.o Transcripts attached by candidates to the application are not considered official transcripts.Contact Information Office of Faculty Affairso 713-743-9168 or facultyaffairs@uh.edu Office of Faculty Recruitment, Retention, Equity and Diversityo Faculty Recruitment Toolkito Search Committee Trainingo 713-743-6268 or fac-rred@uh.eduP a g e 25 30

TALEO Faculty Request for Offer GuideStep and Status AppendixFaculty Applicant Step and StatusInitial ScreeningTo Be reviewedUnder ConsiderationPassed ScreeningReference LettersSelect Reference MethodSend Automated Reference RequestManually Request Reference LettersAll Letters ReceivedScreening InterviewPending Interview ScreeningUnder ConsiderationPassed Interview ScreeningCampus VisitSelected for Campus InterviewCompleted Campus InterviewFinalistOfferOffer to be Made*Adjunct Applicant Step and StatusInitial ScreeningTo Be reviewedUnder ConsiderationPassed ScreeningFinalistFinalistRecommend for HireOfferOffer to be Made**An offer can only be created from “Offer to be Made” statusBackground checks are automatically requested when an applicant moves to the Offer step.P a g e 26 30