Regular Faculty Hiring Process: Step 4

Start the hiring packet in OnBase (all hires)

• The Associate Director of Faculty Administration will draft and provide the final contract for the packet. Please email  Kellye Mitros for the final approved contract.
• The department will start a new checklist in OnBase (if you have questions on which checklist to start, please contact Kim).
• The department uploads the required documents for appointment approval into OnBase. Once complete, the Complete Active Item button should be checked to move the checklist forward to the Dean's Office.
• If a Dean to Provost letter is required, the Sr. Administrative Coordinators in the Dean's office work with the Associate Dean or Dean on the Dean to Provost letter and add it to the checklist along with the IRIF information.
• The Associate Director of Faculty Administration will review the packet's contents for accuracy and complete the data entry portion of the checklist (candidate education, demographic information, and appointment information (i.e., start date, position number, title).
• Once the packet is complete, the Associate Director of Faculty Administration will do one final review of the entire packet to ensure the accuracy of the packet and its contents. Once the packet is complete and accurate, the Associate Director of Faculty Administration will send the packet forward in OnBase to the Provost's Office.
• The Provost's Office reviews the appointment documentation and data. Please note that the Provost's Office has asked for ten business days to complete approvals.
• The Sr. Associate Provost reviews the appointment (and tenure case when applicable).
• The Provost reviews the appointment (and tenure case when applicable).
• The President reviews the appointment (and tenure case when applicable) for approval.

After the Provost's/President's Office's Approval (all hires)

• The Sr. Administrative Coordinators will send the offer letter for signature by the new hire.
  1. Infrequently, candidates will reopen negotiations after receiving the formal offer. The Dean must review any modifications to the offer letter and repeat the review process as shown above. The Provost's Office may require a new checklist to be created in OnBase and the previously approved checklist to be deleted; the Finance Assistant Director will coordinate this process and communicate with the department.
• Once the new hire has signed the offer letter, the Sr. Administrative Coordinators will upload the signed offer letter into OnBase.
• A background check is automatically initiated through the vendor HireRight.
• The new hire provides the information requested to complete the background check (SSN, DOB, address, etc.).
• The employee record and appointment information is generated in Banner.
• The employee will receive a 'Welcome to Notre Dame' email with a copy to the person who initiated the packet in OnBase, which includes a checklist of onboarding items. Also included in the email is the NDID, which is necessary to activate their Notre Dame email account. If not sent the email automatically, the department administrator should forward the welcome email to the Sr. Administrative Coordinator of their division.
• The Sr. Administrative Coordinator creates the job via the Faculty Jobs tool. The job should be created as soon as possible so the employee can work with Human Resources to begin benefit setup (this step can only happen with an active faculty job).
• The employee will receive a "Welcome to Notre Dame" email (with a cc to the person who initiated the packet in OnBase) that includes a checklist of onboarding items. This email contains the NDID, which is necessary to activate their Notre Dame email account. 

Special Considerations

1. Unusual start dates – contact the Associate Director of Faculty Administration for assistance with modifying the appointment letter templates to accommodate unusual start dates.
2. Appointments to Endowed University Chairs for an incoming faculty member will also require the Endowed Chair Committee Report.
3. Challenging visa circumstances – begin the immigration process with General Counsel as early as possible.
4. Joint Hires – documents from both units will be needed for the appointment file.

Categories

• Deans and chairs
• Department chairs
• Faculty Hiring