Recruit and Appointment

The following section contains information regarding faculty in the Clinical, Research and Tenure/Tenure Tracks, as well as Visiting Faculty.

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, eMploy, 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.

In addition to publishing positions through the University’s eMploy system, the school will want to prepare advertisements of the position to be placed in appropriate professional and scholarly journals and/or their websites. Many units also choose to publish the advertisement in the Chronicle of Higher Education. Units are responsible for the expense related to these advertisements. For assistance in placing the advertisements, units can elect to work with JWT Employment Communications. JWT does charge a fee and units are responsible for their charge. A description of their services, plus contact information is available here.

All advertisements must include the statement that “the University of Michigan is an equal opportunity/affirmative action employer”.  On occasion, units may desire to use more detailed language in their advertisement for a specific target audience. For advice on the appropriateness of alternate statements, administrators need to consult the General Counsel’s office

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

Appointment Activity Record (AAR)

The university is committed to attracting and maintaining a highly talented and diverse faculty. If the candidate pool for a faculty position is not diverse or the pool does not contain qualified candidates, additional outreach should be taken which may include networking, advertising in more targeted publications and websites or extending the job search.  For assistance in hiring outreach, schools are encouraged to contact the Office for Institutional Equity for information on emphasizing diversity in recruiting. 

Units are responsible for tracking the candidates that apply for an open position.  The Appointment Activity Record is the form that is used to collect information regarding the gender and ethnicity of the candidates and is used to complete federally mandated Affirmative Action Reports.  

No appointment can be finalized without this form, or a waiver from the Human Resources Affirmative Action Coordinator. 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 discuss or request a waiver, email the Human Resources Affirmative Action Coordinator at tpalmer@umich.edu.  To discuss methods for collecting information for this form, contact the Office for Institutional Equity at (734) 763-0235.

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 project on campus offers an informative guide to faculty searches that school’s may wish to use as a guide.  

Related Information

Standard Practice Guide, 201.47-1, Recruitment Guideline for Regular Instructional Staff, 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.

Standard Practice Guide, 201.82, EEO/Affirmative Action Policy, reaffirms and restates the University’s continuing commitment to the principles of equal employment opportunity; to increase effectiveness by setting forth the action being taken and to be taken by the University and its employees concerning employment opportunities; and to provide for implementation, self-monitoring, and a measure for achievement through a comprehensive affirmative action program.

Recruiting and Employment Services provides suggestions on advertising for positions.

Recruiting and Employment Services provides tips on recruiting a diverse staff.

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.

In accordance with SPG 201.84 EEO/Affirmative Action Policy for Individuals with Disabilities, the University will not discriminate in its employment practices against applicants who have a disability.

In accordance with SPG 201.87 EEO Affirmative Action Policy for Disabled Veterans and Veterans of the Vietnam Era, the University will not discriminate against any employee or applicant for employment because he or she is a disabled veteran or veteran of the Vietnam era in regard to any position for which the employee or applicant for employment is qualified.

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 are appointed by the President on recommendation of the chair or director of the appropriate academic department or program; the dean of the appropriate school, college, or division; and the Provost.  

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 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 faxed to the School. The school is then authorized to make an offer to the candidate.

All job offers need to 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.

To complete the appointment process the following forms must be completed and submitted to the Human Resource Records and Information Services located at 4073 Wolverine Tower, campus zip 1281.  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. Appointment Activity Record, or waiver of posting
  7. Offer Letter

Moving Costs

One commitment that is usually 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 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.  

PeoplePay contains instructions and helpful worksheets that will aid unit administrators in processing 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.

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.   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 4073 Wolverine Tower, campus zip 1281.  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 Program

The Rackham Graduate School has a Visiting Scholar Program.  The purpose of Rackham’s  Visiting Scholar 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.  Scholars in this program are not considered 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.