Offer Process

Faculty offers for the ranks of Assistant Professor and higher, at 50% FTE and higher must be reviewed by the UMSOM Recruitment and Retention Committee.  The submission deadline is 5 pm on Tuesday to be presented to the committee on Thursday.

NOTES:

For Senior Research Recruits with accompanying team members (i.e.; other faculty, post-docs and/or research staff) - It is very important that the  hiring department make this determination as soon as possible and provide Arberetta Bowles with a definitive list of names and job descriptions.  This will help to ensure timely compliance with necessary campus HR policies and procedures, and enable a smooth transition.  

Work Authorization
An offer will be null and void if a candidate is not fully eligible to work as a member of the faculty on the effective date; if appointed, the appointment is subject to termination if the faculty member no longer has work authorization.

Tenure candidates:  A candidate/faculty member must either be a U.S. citizen or a U.S. permanent resident to be awarded tenure.

To obtain the Dean's approval:

Prepare a complete offer packet:

1. Draft Offer Letter Template_202607 - MS Word

2.  If applicable, include the following document(s):

   • Draft Administrative Offer Letter - MS Word - If the offer includes an administrative role with an administrative component (salary).   
   • Draft Signing Bonus Letter - MS Word - For clinical offers only.

3. ONE PDF attachment of the following:

• • • Draft P.A. Employment Agreement for clinical offers only.  The template is available on the FPI Teams site.  Contact Stacie Weinecke of FPI to request access.
    • Candidate's CV (Does not need to be in SOM format)
    • Salary Sheet (rev. 02-07-25) with approved FRIS position number
    • Foreign Relationship Questionnaire (FRQ) - Required for every offer resulting from an approved, full recruitment (i.e., ranks of Instructor and higher, at 50% FTE and higher, where OAA approval to advertise with a position number was received and a full search occurred.)
    • Faculty Recruitment - Chair Reporting Form - This form replaced the FRCS. 
    • Copies of any ads (at least 2) as they appeared in Taleo & journals in print or on-line, preferably showing the date and journal title
    • Screenshot of Taleo applicants' poll showing selected candidates' application

- Give the offer packet a descriptive title including the position number (e.g., garcia-daniela-399-123-Offer Pckt)

* Submit all required offer documentation (draft letter(s) and pdf packet) to Monique Ogarro and copy Arberetta Bowles by 5 pm on Tuesday to be presented to the Recruitment and Retention Committee on Thursday.

Edits During the Review Process

* Use MS Word's track changes tool when you modify an offer letter already submitted to OAA.

Approval

- You will be notified by email once the Dean has approved the offer letter.

- Once the offer has been officially approved, you may then offer the candidate the position.  For any clinical offers, send the Employment Agreement to the candidate with the offer letter. 

- If the offer is accepted, begin to gather all Appointment Process paperwork and proceed with the appointment process. 

* If the offer is declined or rescinded, notify Monique Ogarro and copy Arberetta Bowles. 

Changes to an Offer After Approval

* Use MS Word's track changes tool or highlight your edits when you revise an approved offer letter.

- New Effective Date within 60 days before or after the original proposed start date - Proceed with appointment packet, using new effective date on Chair's Letter, Salary Sheet, FAIS, Interim FAIS.

- New Effective Date greater than 60 days before or after the original proposed start date - Submit draft Offer Letter Addendum to OAA for review/approval before releasing to the candidate.

- Other Substantive Changes (e.g., salary, rank, effort, changes to relocation expenses) - Explain the reason for the change via e-mail message to Monique Ogarro and Arberetta Bowles and attach the draft Offer Letter Addendum.  OAA must review the addendum letter before it is released to the candidate.

Research Associate and Instructor appointments no longer require an approved, full national recruitment.  Therefore, you can appoint someone at one of these ranks without a national search.  To obtain approval of an offer letter, submit the following documentation to the Office of Academic Administration by email to Monique Ogarro with a copy to David Ingle:

     A. Draft Research Associate Offer Letter or Instructor Offer Letter template (MS Word)

     B. ONE PDF attachment of the following:

• Candidate's CV (Does not need to be in SOM format)
• Salary Sheet

- You will be notified by email after OAA has approved the offer letter.

- Once the offer has been approved, you may then offer the candidate the position, and if the offer is accepted, begin to gather all Appointment Process paperwork.

To obtain OAA approval of an offer letter, submit the appropriate template and pdf documentation to the Office of Academic Administration by email to Monique Ogarro with a copy to David Ingle.

Templates & Documentation for Other Faculty Offers Requiring OAA Approval

Approval

You will be notified by email after OAA has approved the offer letter.

Once the offer has been approved, you may then offer the candidate the position, and if the offer is accepted, begin to gather the appointment or Change in Status packet documentation.