The following section contains information regarding faculty in the Clinical, Research and Tenure/Tenure Tracks, as well as Visiting Faculty. Instructors of record for a course(s) must have the appropriate instructional faculty appointment. An initial offer letter or reappointment letter must be issued and signed for all academic appointments and reappointments (including Emeritus/Emerita, dry appointments and adjunct appointments).

Recruitment for Clinical and Tenure/ Tenure Track Faculty

The recruitment process for Clinical Professor, Clinical Associate Professor, Clinical Assistant Professor, Clinical Instructor, as well as Tenure/Tenure Track Professor, Associate Professor, Assistant Professor, and Instructor is listed below.

Job Posting and Advertisements

All academic personnel positions covered in this manual, with the exception of supplemental faculty, need to be published through the University’s job site, U-M Careers, for a minimum of seven days. Some schools may require a longer advertising period. Each school will have their own process for determining if there is an open tenure or tenure track position, the priority of open positions and the qualifications and credentials of the candidates they would like to attract to the position opening.

All advertisements must include the statement that “the University of Michigan is an equal opportunity employer.” For advice on the appropriateness of alternate statements, administrators must consult the General Counsel’s Office.

See Standard Practice Guide 201.22 for policy relating to the recruitment of faculty.

The standard for considering a request for a waiver of the posting requirement is whether the legitimate business needs of the unit outweigh the University’s intent to provide notice of employment opportunities to the University community and others through the posting process. To request a posting waiver, email Academic Human Resources. 

Applicant Demographic Data Collection

The University remains committed to attracting and maintaining a highly talented and diverse workforce as an equal employer opportunity organization. The below updates and guidelines from the Equity, Civil Rights and Title IX Office (ECRT) and University Human Resources (UHR) are available to assist in the ongoing collection and appropriate use of applicant and employee demographic data while adhering to legal and compliance requirements. Additional communications may be shared by ECRT, UHR and/or the Shared Services Center (SSC). Related websites and training materials will be updated to ensure alignment with the below information.

It is recommended that either Interfolio or the eRecruit system be used to track and manage applicant data. Many schools, colleges and units are using these systems today. The following chart outlines the needed next steps depending on the current system in use and irrespective of whether you use Interfolio or eRecruit. FAQs are available to assist in this transition, including a detailed list of required demographic data for the hiring process collection. The collection of staff applicant demographic information will continue unchanged within the eRecruit system.

If you track and manage faculty applicant data with the following: 

Proper Use of Applicant & Employee Demographic Data

In accordance with legal regulations, demographic information cannot be used during the hiring process. Access to this detailed applicant information should be limited to individuals not participating in the hiring process. It is allowable to use demographic data after the hiring process is completed to understand hiring process outcomes and workforce demographic trends. This information may be of value to adjust future hiring outreach efforts prior to the start of a new hiring process, and may help the University understand the evolving needs of its workforce. 
 

Search Committees

Each school has their own policies and procedures for how they review applications, select candidates for campus visits and recommend candidates for hire. Typically, there will be a search committee that will have representatives from the field in which the school is looking to hire.  It is recommended to have a diverse search committee and, in some cases, include an outside faculty member. The search committee will usually be responsible for setting search criteria, writing the job announcements, networking with colleagues nationally, determining the application materials required, reviewing applications and references, working with staff to schedule campus visits and talks and recommending the top candidate(s) to the governing faculty (or the executive committee, personnel committee depending upon the School’s practice). In most schools, the dean will make the final selection. For specifics about this process, consult the bylaws of specific schools. The ADVANCE Program on campus provides programs, resources, and research supporting faculty recruitment, retention, climate, and leadership.  

Related Information

Standard Practice Guide, 201.22, Recruitment and Employment, states that the University adheres to the guidelines set forth by the Association of American Universities, the Committee on Institutional Cooperation and the American Association of University Professors.

Recruiting and Employment Services provides suggestions on sourcing, outreach and networking.

In accordance with SPG 201.35, Non-Discrimination, the University, in its employment and human resource policies and practices, will not discriminate against any individual because of race, sex, color, religion, creed, national origin or ancestry, age, marital status, sexual orientations, gender identity, gender expression, disability, special disabled veteran and Vietnam-era veteran status, and height or weight, except as allowed by the need for bona fide occupational qualifications. Reasonable accommodation will also be provided to persons with disabilities, to disabled veterans and to accommodate religious practices.

Records Retention:  SPG 201.22 Recruitment of all Faculty and Regular Employees indicates that units will maintain a complete record of the hiring process for a period of four years after the start date of the selected candidate.

Authorization to Extend Offer and Appointment

Clinical professors and clinical associate professors appointments are approved by the provost and president on recommendation of the chair or director of the appropriate academic department or program; and the dean of the appropriate school, college, or division.  

No offer can be made without authorization from the Provost and the President. Each year, the Provost sends a memorandum to the Academic Program Group (deans and directors of major units) that includes updated guidelines setting forth the detailed procedures for obtaining approval to extend an offer for appointment of clinical professors and clinical associate professors.  

The U-M Office of the Provost provides Faculty Appointment Guidelines. It is important to consult these guidelines each year, as there might be changes to some of the procedures or required material.

The Appointment Guidelines on the Provost’s Office website specifies all materials that must be contained in the Authorization to Extend Offer Packet that will be sent to the Provost’s Office, once the School has decided upon the case. (Medical School appointments should be sent to the Executive Vice President for Medical Affairs for approval, prior to sending materials to the Provost’s Office.)

Note that if the appointment is being made in more than one school, only one “Packet” will be prepared. The endorsement letter must be written and signed by the deans of both schools.  

The Provost’s Office has developed guidelines for Joint Academic Appointments. This website has details on appointment procedures, Memorandums of Understanding, which are required for all joint appointments, and promotion procedures.

Once the school has approved the appointment, the provost will review the material, and if approved, will send the case to the President’s Office for approval. Once the president has approved the appointment, a copy of the approval (cover sheet with provost and president approvals noted), will be emailed to the school. The school is then authorized to make an offer to the candidate.

All job offers must be documented in an offer letter.  The offer letter, at a minimum, needs to contain:  salary and salary period, percent effort of the position, number of years of the initial appointment (appointments may be for terms of seven years and may be renewable), teaching loads, service and/or research requirements, criteria to be used in the reappointment and/or promotion process, office and equipment being provided and other resources to which the candidate can expect to have access. If the candidate is not a U.S. citizen or permanent resident, the International Center must be consulted before a job offer can be made. In this case the offer letter will need to have a contingency statement that appropriate employment eligibility is obtained. If the faculty member is being appointed in more than one unit, there will be one offer letter signed by both units.

Appointment

All appointments to the titles of clinical professor or clinical associate professor are for a fixed term, cannot exceed seven years in duration, and may be renewed. Each school establishes appointment and promotion criteria and may further define the rights and responsibilities of clinical faculty, consistent with the Regents’ Bylaws.

PLEASE NOTE: In accord with SPG 201.34-1, regular clinical instructional faculty must be appointed at 50% effort or greater, and adjunct clinical faculty must be appointed at 49% effort or less. 

To complete the appointment process the following forms must be completed and submitted to the Shared Services Center, 1000 Victors Way, Ann Arbor, MI 48109.  Click on the form title below. Be sure to follow your school’s internal routing procedures.

1. Appointment Request Form
2. Supplemental Appointment Information Form
3. Faculty Personnel Record
4. I-9, Employment Verification Form. The International Center can provide assistance with this form and any relevant visas for international faculty.
5. Tax forms (not needed for "dry" appointments)
6. Waiver of posting (if applicable)
7. Offer Letter

Moving Costs

One commitment that may be contained in the offer letter is the offer to pay a new clinical professor’s or clinical associate professor’s moving costs. The University’s moving cost policy and regulations are detailed in the Standard Practice Guide 201.68, Moving and Relocation Expenses. 

The school or college has the option of establishing maximums lower than those stated in the SPG. Administrators should clarify their school’s policy before any commitment is made to the faculty member. The University of Michigan’s PeoplePay application is used to submit requests for moving costs.

Complete the "Moving and Relocation Worksheet" found in PeoplePay. An additional pay Personnel Action Request (PAR) transaction must be submitted to process moving cost advances and reimbursements.

Related Standard Practice Guides

In accordance with SPG 201.23, Appointment of Relatives or Others with Close Personal or External Business Relationships, the basic criteria for appointment and promotion of all University staff shall be appropriate qualifications and performance. Relationship to another individual employed by the University shall constitute neither an advantage nor a deterrent to appointment by the University, provided the individual meets and fulfills the appropriate University appointment standards.

Employment of Non-U.S. Citizens, SPG 201.18, indicates that the International Center is responsible for the approval of all employment related visa application documents prior to submission to government agencies, and provides assistance to operating units in applying for proper employment related visa status for faculty and staff.

In accordance with SPG 201.46, Personnel Records - Collection, Retention and Release, the collection, availability and disclosure of the contents of personnel files is governed by regulations established by the University and applicable laws. The Faculty and Staff Records Office, the Medical Center Staff Records Office and the custodian of personnel files or records in various departments, schools, colleges or other University offices are subject to these regulations.

In accordance with SPG 201.53, Security Clearance, The University may require a security clearance of its staff members, as a condition of employment in certain positions. Such clearance may be necessary for incumbents or applicants for employment, if their work requires access to information classified by the Federal Government. The determination of need for security clearance for specific positions or projects will be mutually determined by the University and the responsible Government Agency.

In accordance with SPG 201.95, Background Screening, the University requires, as a condition of employment, that all newly hired faculty, dry faculty, post-doctoral fellows, staff, GSIs, GSSAs and GSRAs complete a pre-employment background check. This process is intended to support the verification of credentials, criminal history, and other information related to employment and appointment decisions that assist the University in meeting its commitments. 

Recruitment for Research Track Faculty

Policies on appointments and promotions for Research Scientist and Research Professor tracks are provided by the Office of Research.

Recruitment for Visiting Faculty

Standard Practice Guide 201.34-1 defines visiting faculty as: "… individuals whose ongoing employment responsibilities lie outside the University at another institution of higher education may be appointed as visiting professors, visiting associate professors, visiting assistant professors, visiting instructors, visiting lecturers, visiting clinical professors, visiting clinical associate professors, visiting clinical assistant professors, visiting clinical instructors, or visiting clinical lecturers."

The specific conditions of all these appointments are determined by each school and college. Usually, these appointments are for one year or less and may be extended only under unusual circumstances and are without tenure.

Some visiting faculty are here to work with colleagues and need accommodations and privileges (such as library, email, etc), but are not receiving salary. These appointments are referred to as “without salary” or “dry” appointments. Even though these faculty members are not receiving salary, they still need to be appointed through the MPathways system in order for the faculty to get services (such as email).

Appointment

To complete the appointment process the following forms must be completed and submitted to the Human Resource Records and Information Services located at 1000 Victors Way, Ann Arbor, MI 48109.  Click on the form title below. Be sure to follow your school’s internal routing procedures.

1. Appointment Request Form
2. Supplemental Appointment Information
3. Faculty Personnel Record
4. I-9, Employment Verification Form. The International Center can provide assistance with this form and any relevant visas for international faculty
5. Tax forms (not needed for “dry” appointments)
6. Invitation Letter

Visiting Scholar and Visiting Graduate Student Program

The Visiting Scholar and Visiting Graduate Student Program is to acknowledge the status and standing of scholars whose primary reason for being at the University is to engage in research and who have been endorsed by a department. The use of established, formal processes helps facilitate arrangements to sponsor and host these visitors allowing them to participate in campus life and programs while they are here. Scholars in this program are not employees. 

Related Standard Practice Guides

In accordance with SPG 201.23, Appointment of Relatives or Others with Close Personal or External Business Relationships, the basic criteria for appointment and promotion of all University staff shall be appropriate qualifications and performance. Relationship to another individual employed by the University shall constitute neither an advantage nor a deterrent to appointment by the University, provided the individual meets and fulfills the appropriate University appointment standards.

Employment of Non-U.S. Citizens, SPG 201.18, indicates that the International Center is responsible for the approval of all employment-related visa application documents prior to submission to government agencies, and provides assistance to operating units in applying for proper employment-related visa status for faculty and staff.

In accordance with SPG 201.46, Personnel Records - Collection, Retention and Release, the collection, availability, and disclosure of the contents of personnel files is governed by regulations established by the University and applicable laws. The Faculty and Staff Records Office, the Medical Center Staff Records Office and the custodian of personnel files or records in various departments, schools, colleges or other University offices are subject to these regulations.

In accordance with SPG 201.53, Security Clearance, the University may require a security clearance of its staff members, as a condition of employment in certain positions. Such clearance may be necessary for incumbents or applicants for employment if their work requires access to information classified by the federal government. The determination of need for security clearance for specific positions or projects will be mutually determined by the University and the responsible government agency.

In accordance with SPG 201.95, Background Screening, the University requires, as a condition of employment, that all newly hired faculty, dry faculty, post-doctoral fellows, staff, GSIs, GSSAs and GSRAs complete a pre-employment background check. This process is intended to support the verification of credentials, criminal history, and other information related to employment and appointment decisions that assist the University in meeting its commitments.