faculty posting-to-hire process · 3/11/2020 · faculty posting to hire interfolio 3/11/2020 pg....

Faculty Posting to Hire Interfolio 3/11/2020 pg. 1

Please note:

Lori Burger, Asst HR Director for Academic HR Matters, is the HR approver for postings for all Faculty postings.

Dee Dee Hurley, HR Generalist Intermediate, is the Employment Process Coordinator (EPC) for postings for all Faculty postings.

This is a two-part process via Interfolio and eRecruit, both portions must be completed to post a faculty position.

Do not use Internet Explorer for Interfolio, use Google Chrome or Firefox as your browser.

Interfolio Help Desk contact information: [email protected], 1-877-997-8807.

STEP 1 CREATE SELECTION CRITERIA FOR INSTRUCTIONAL POSITIONS FORM

(FACULTY POSTING PACKET)

1. Create/Complete Faculty Posting Packet located at www.umflint.edu/hr/Posting Process.htm. The

Faculty Posting Packet is required for all positions, including existing positions. The Affirmative Action

Plan section details how you will advertise and/or post your opening to help insure a diverse candidate

pool. A sample advertisement is included on the Affirmative Action Plan page. If you intend to

advertise, you must include the appropriate shortcode.

Note: The following titles require posting: – Instructor, Assistant Professor, Associate Professor, Full Professor, Lecturer I and III (Lecturer II and IV only available through major review), and all clinical titles including Adjunct Clinical Lecturer.

STEP 2 CREATE THE JOB POSTING IN INTERFOLIO

1. To create a job opening, go to https://www.interfolio.com/. Navigate to Interfolio by clicking Sign in.

Enter University of Michigan-Flint into the Sign In through your institution window on the screen.

Once University of Michigan-Flint appears, click Sign In. This will take you to your University sign in

page on the UM Website which requires your umich unique name and password and your two-factor

FACULTY POSTING-TO-HIRE PROCESS revised for Interfolio 3/11/2020

mailto:[email protected]

http://www.umflint.edu/hr/Posting%20Process.htm

https://www.interfolio.com/


2. duo authentication process. Or login via My UM-Flint via www.umflint.edu and click on the Interfolio

link in the popular links and services.

3. Click the button with the MFlint logo to enter Interfolio.

4. On the home page at the top left you will enter the Faculty Search portion of Interfolio.

a. Choose Positions.

b. In the upper right corner click on “New Position”

c. Select Position Type from the drop-down menu.

d. Select School/College or Unit from the drop-down menu.

e. Select radio button for: A New Position or Clone an Existing Position.

f. Click Create.

5. Under Description & Dates.

a. Add a Position Title.

b. Add a location, (UM-Flint).

c. Add an open date to the date that you are creating the posting of: 30 days past current date,

HR will UPDATE Interfolio job posting UPON FINAL POSTING APPROVAL. (Created 4/3/19,

add date of 5/3/19).

d. Add a Deadline: Click on the radio box for Specific Date.

e. Add a date for the position to end (reminder: minimum time for LEO is 10 days).

f. Add a Position Description enter the Position Description language and responsibilities.

g. Add Qualifications: If you have Desired and Required Qualifications, include both in this

section and separate the Required from the Desired.

h. Application Instructions: include any specific details for your unit; Background check, LEO

union statement, minimum posting requirements. (Please see the Faculty Posting to hire

templates document on the HR website for standard language).

https://www.umflint.edu/hr/posting-processes

i. Add an -All Inclusive Statement for UM which states the following: “The University of Michigan

conducts background checks on all job candidates upon acceptance of a contingent offer and

may use a third-party administrator to conduct background checks.” (Please see the Faculty

Posting to hire templates document on the HR website for standard language).


j. EEO Statement is defaulted for the University of Michigan and cannot be changed.

k. Click Save and Continue.

Note: At any point you want leave the posting and want to return, go to the left-hand side of the Interfolio

main page and click on Positions. From there click on the position you would like to open, click Edit Position.

http://www.umflint.edu/




Under Position Information, scroll up or down to find the step in the process where you left off and choose

the Edit button. Or click on Edit Position on items 1-6 in the process. This will take you to the point where

you left off in the Position Creating Process.

STEP 3 ADDING REQUIRED DOCUMENTS

1. Click Add Required Documents to add list of candidates required documents to be uploaded.

2. Add Document Requirement.

Note: Documents will show in order they are added. (Add the CV first if you would like that listed

first).

a. Click Add Requests.

b. Select Document Type in drop-down box.

c. Enter number of documents required in drop-down box.

d. Add any Additional Requirement notes.

e. Click Save.

3. Repeat steps 2 a-e for any additional documents needed.

4. Additional Applicant Options: You may choose either or both.

a. Applicants may add additional documents.

b. Send a message on application submission.

i. Enter a subject for the email.

1. IE: Application for LEO I position at UM-Flint.

ii. Enter the text of the email to be sent to the candidate. See faculty posting to hire

templates document for a reference.


iii. Click preview to see the message to the candidate.

c. Click Save & Continue.

STEP 4 ADDING EVALUATION SETTINGS

Add the name of the criterion that will be used in evaluating the candidate. (IE: CV, Experience, etc… Same

criteria that will be used in the Posting to Hire document).

1. Click Add Criterion: You may list them individually or add multiple criterion at one time.

Please note: Use criterion that is used in the posting packet. IE: CV, Degree, Interview.



2. The Blind Review box is checked as the default (Evaluators should not see others’ comments and

ratings).

3. Click Save & Continue.

STEP 5 ADDING APPLICATION FORMS

1. Click Add Form: Use department forms that may have been created for this process

a. Select the form that has been uploaded from the drop-down box

b. Select Save

Note: Step 1. will only be used if your School or College has a need to create a form for its hiring

process. Please contact HR if needed.

2. The EEO-1 Affirmative Action Voluntary Identification Form has been added at the institution level.

3. Click Save & Continue.

STEP 6 ADDING SEARCH COMMITTEES

Note: You do not need to add Lori Burger or Dee Dee Hurley as a Committee Manager/Member/Evaluator.

They have university access to view all postings.

1. Remove the Administrator from the Committee Manager, this is added as a default and the

administrator still has access to the posting.

a. Click on the x next to administrator name and it will remove the name

2. Committee Managers must be given a Committee Manager role, via the Administrator before they can

be added to a Faculty Posting search committee. A Committee Manager may be added at any time

during the creation of the posting or after the posting goes live. The Committee Member/Evaluator

role may be added without creating a new role. This may also be added at any point during the

posting process or after go-live. See Step 3 below.

a. Add a Committee Manager: Go to the Users & Groups in the Faculty Search navigation

panel process on the left-hand side of the screen.

b. Click Users at the top of the page

c. Enter the first or last name of the user you want to assign a Committee Manager Role

d. Click on the user you want to add

e. Click on Add Role.

f. Select a Unit, click the arrow on the Unit you want to add, IE: College of Arts and

Sciences, School of Management etc… or a sub-unit by using the arrow.


g. Click Select a Role.

h. Click on Committee Manager.

i. Click Save.

j. Close or x out of panel.

To return to the Posting: Choose Positions under Faculty Search on the Interfolio home page

3. To add a committee member: Click Add Member

1. Search for a users name in the search window. (You may search by first or last name).

2. Click on Add Next to the name you want to add to the committee.

(They will have the Evaluator role).

3. Continue adding Committee Members as needed.

4. Click the x on the right- hand side if you want to remove a person from the Search Committee.

4. Click Save and Continue. Or click Update if you are making an edit.

STEP 7 ADDING INTERNAL NOTES

Note: The Internal Notes section is to be used for your department’s discretion. However,

adding the Selection Criteria document to the Posting on this page is Mandatory.

1. Add the Selection Criteria document to the Posting by clicking on Add File.

2. Add the Attachment name and upload the file from your computer.

3. Click Save & Continue after uploading the file or update if you are making an edit.

STEP 8 REVIEW POSITING

1. Review the details of the posting under the Position Information.

a. To make a change click on edit next to the section in need of editing.

b. Once you click on edit and make your changes click Save, you will be taken to the next step in

the process, either review the step or click on Change & Select or Skip Step through the

remainder of the steps.

2. To set the Position Status, use the click Update Status and select the Change drop-down arrow and

select Accepting Applications.

a. Check the bottom box only: Evaluators can review applications while the status is active. This

is the University default. We do not want to allow applicants to view the status while active

or update application materials while status is active.

b. Click Save


Note: You may also edit a posting by going to the right-hand side of the page and clicking choices 1-6 under

edit posting.

STEP 9 FIND POSITION URL FOR Interfolio POSTING

1. In the top left corner of the Review Position page: Verbiage will read “This position is”.

a. “Apply Now” page is not published/published. Click on change and the posting URL location

will populate: http://apply.interfolio.com/65913 (Posting number)

b. Click on the URL to view the posting, then you may arrow back in the browser.

2. Choose Positions under Faculty Search on the Interfolio home page

3. Click the position you would like to view

4. Click on Positions Actions in right corner of page

5. Choose View Position Details

6. Copy the Position URL IE: http://apply.interfolio.com/65913

a. The URL will be used in the eRecurit Posting in step 12

7. Click Close and sign out of Interfolio.

Note: The posting opening date will be set by HR once the approval process via eRecruit has been

completed.

STEP 10 CREATE THE JOB OPENING IN eRECRUIT

1. This process must also be completed to post a faculty position.

2. To create a job opening, go to http://wolverineaccess.umich.edu/. Navigate to eRecruit by logging

into Wolverine Access, selecting Faculty & Staff, University Business, M-Pathways Human Resource

Management System, then Recruiting.

3. Select Create Job Opening.

Note: If you will be using eRecruit on a regular basis, you may want to add the Recruiting tile to your Personalize Homepage in the MPathways Human Resources Management System.

STEP 11 ENTER PRIMARY JOB OPENING INFORMATION:

1. Job Family

http://apply.interfolio.com/65913

http://wolverineaccess.umich.edu/

https://hcmprod.dsc.umich.edu/services/mpathways/

https://hcmprod.dsc.umich.edu/services/mpathways/


a. The drop-down box will provide you with the Job Families at the University. Select the

appropriate Job Family for your position.

2. Job Code/Title.

a. Select the magnifying glass icon to look for the job code/title in that job family. Note: If

you do not find the job code/title you are looking for, you may need to select a different job

family.

3. Posting Title

a. This field automatically populates when a Job Code/Title is entered.

b. If you would like a working title which is different than the job code/title, please delete the

autofill title and type in the working title in this field. This working title will be what the

applicant sees in the job posting on the website. Faculty job titles are listed with the title (i.e.

LEO Lecturer I or Asst. Professor) and then an OPTION is to then add the area of expertise (ex.

Mechanical Engineering, Nursing etc.) EXAMPLE: LEO Lecturer I - Mechanical Engineering.

Note: Working titles cannot:

1. Be another official job title used at the University

2. Represent higher authority than the actual position

3. Include words such as President, Chief or Executive Officer without Human Resource

approval.

4. Press the Continue to advance to the next page.

STEP 12 JOB OPENING

Note: Some information on this page will be populated based on the previous page and your login information. Please leave the openings to fill as “Limited”, and the target/available openings as “1” unless approved by HR prior to creating posting. The first section you will be entering is appointing department.

1. Opening Information

a. Accept Non-Posted Applications - Check box

b. Appointing department – Enter the department ID number and press the tab key, or use the

magnifying glass icon to look up the department number. Note: Flint Campus departments all

begin with “Flint” under the description search tool.

c. Work Group Location – Will automatically populate based on the appointing department.

d. HR Employment Coordinator - From the drop-down box, the Faculty EPC – Dee Dee Hurley

e. Unit PCN – Please leave blank.

f. New Position or Replacement – Please select the appropriate button. Note: If replacement is

selected a new panel asking for information on the employee being replaced will be generated.


g. Career Interest – Please add additional career interest areas as needed. Ex: if hiring both an

h. Assistant Professor and Academic Director positions, you may want both Instructional &

Academic Administrative Ungraded career interest fields.

2. Additional Job Specifications:

a. Staffing Information:

1. Full time/Part time – Select.

2. Regular/Temporary - Defaults to Regular.

3. Appt Begin Date – (Optional)

4. Appt End Date – (Optional)

5. Shift – Select.

6. Hours – Default is 40 hours. If part time, please enter the hours relevant to the effort.

Example: 50% effort equals 20 hours.

7. Paid Time Off – Default is no.

b. Salary Information:

1. Salary Range From – Please leave blank.

2. Salary Range To – Please leave blank.

c. Licenses and Certifications:

1. Please leave blank.

d. Screening Questions:

1. Please leave blank.

e. Applicant Screening:

1. Please leave blank unless posting with an underfill job code.

Example: A department would like an Associate Professor but will accept an Assistant Professor if no candidates meet the Associate criteria. The posting would need to include both positions therefore click on Add Job Codes and select Assistant Professor. The higher-level position, Associate Professor needs to be marked as Primary. If you use an underfill job code, insert language in your job responsibilities section to inform applicants of this possibility. Include the difference in requirements of the two positions.

3. Hiring Team/Approvers:

Note: If the Director or Department Head is not applicable, please reorder the sequence to show the Dean as Seq #1. Approvers will receive an email notifying them of the need to go to eRecruit to approve a posting.

a. Seq # and Emplid – Flint approvers need to be sequenced in the following order:

Seq #1 – Director or Department Head (if applicable)

Seq #2 - Dean


Seq #3 – Lori Burger (for HR and AAP Compliance)

Seq #4 - Provost

Seq #5 - Michael Hague, Vice Chancellor of Business and Finance (for overall

campus budget approval)

Seq #6 – Mark as Primary. Dee Dee Hurley (EPC)

Note: WAIVED POSTINGS for LEO Positions must be approved by Dean/Associate Dean and Human Resources (Lori Burger) before they are posted. Permission to waive a posting can be granted in an emergency situation. Posting is created in eRecruit without Job Description/Posting content or dates and is sent through the normal job posting approval process but is not posted to the web.

4. Job Postings (Job Description/Posting Content):

**PLEASE DO NOT change the font (color, size, underline, bold, italicize)**.

a. Select Add Job Postings – This will display default header posting information and a panel to

build the posting content that the applicant will view.

1. Select Add Posting Descriptions :

Description Type: How to Apply – You must select this option from the drop-down box then add the following language: ATTENTION: FACULTY APPLICANTS APPLY HERE (insert link) to view the position details and submit your application materials. The University of Michigan-Flint currently utilizes Interfolio for all faculty positions. DO NOT USE THE “APPLY NOW” BUTTON AT THE TOP OF THIS PAGE. If you are interested in applying for this position with (insert department, college and/or school), please use the Interfolio link provided (insert link again). Applications submitted through this page, may not be considered for this position. For further information and/or assistance, please contact (insert unit’s Interfolio rep) at (contact information).

5. Posting Destinations:

a. In both External and Internal, enter the following:

1. Relative Open Date – Select Approve Date from the drop-down menu.

2. Remove Date – (Leave blank)

3. Posting Duration (Days) – Enter the number of days the posting will be displayed to the

applicants. Note: A minimum of 7 days is required for non-bargained for positions, 10

days for most bargained for positions.

4. Click tab to move out of the posting destinations area.

5. Click the Preview button to display the job posting the applicant will see. Verify

information, use spell check and edit out unnecessary marks, e.g. ??, due to cut and

paste actions.

6. Click Return to Previous Page. If needed, make corrections. When completed, click OK

and Save to Continue with the posting process.


6. Save and Submit

a. Click on Save and Submit to submit and start the approval process. (Or Click on Save as Draft to

return later and continue working (Note: Save and Submit or Save as Draft will provide a Job

Opening ID number. Drafts can be viewed by selecting Browse Job Openings, then click on

View Drafts in the upper right-hand corner. This will display your job openings in draft form.)

b. A Job Openings Approval Panel will display.

c. Review and click the Save button to continue.

STEP 13 FACULTY POSTING PACKET

1. Attach Faculty Posting Packet to the Job Opening using following steps:

a. Go to Search Job Openings and enter job posting ID.

b. Click on Activity and Attachments at top of page.

c. Go to Attachments. Click Add attachment.

d. Browse to find the “Faculty Posting Packet” (see Step #1 of this Faculty Posting to Hire Process)

for the opening, click open, click upload, select Public under Audience, then click Save.

STEP 14 POSTING APPROVAL PROCESS

1. To view the approval status of a pending posting.

a. Once your posting has been approved, all hiring team members, including the person

who created the opening will receive an email notification which will include the

posting dates of the position.

b. To view the approval status of a pending posting.

1. Click Search.

2. Select the job opening, and then click on Approvals to see the status. Click on Search

Job Openings; enter the job posting number, click pending from the status drop-down

menu, then click on.

NOTE: Once the approvals are complete in eRecruit, HR will open the posting in Interfolio and change the date to open the posting in Interfolio.

STEP 15 SEARCH PROCESS

Note: Step 16 is to be completed by the Interfolio committee manager.

1. Search Steps


a. Form a Committee and include no less than three members, including one female, one

minority and to the extent possible, represent the demographic population of the department

for which the position is being hired.

b. Committee runs their own Ads – Ad must be approved by Lori Burger if other than what is

listed on the summary page of the opening.

2. Interview Steps

a. Committee reviews vitas and selects candidates they wish to interview as they are received.

b. Committee sends list of candidates they wish to interview to the designated person in their

School or College. IE: Dean or Dean’s designee as appropriate, then they are submitted to Flint

HR ([email protected]) for approval prior to interview. Note: No CV/resume need to be

submitted to HR, they are available via Interfolio). Please include: eRecruit job opening

number and Interfolio posting number in the email.

c. HR will approve interviews with email message to the requestor. ALL CANDIDATES MUST

APPLY THROUGH INTERFOLIO TO BE CONSIDERED.

d. Check with appropriate Dean’s Office regarding on-campus interviews or other required

interview steps.

STEP 16 SELECT CANDIDATE

1. Hiring committee chair or Deans office representative completes reference checks.

2. Relate selection criteria to candidate decision.

3. Submit AAR packet via email to HR for processing (send to Dee Dee Hurley, dhurley and cc: Lori

Burger, loric):

a. In the subject line please include the eRecurit posting number and the Interfolio Transaction ID

number. (IE: not the Interfolio posting number)

b. The packet includes the completed AAR and draft offer letter

c. The AAR needs to reflect both the eRecruit & Interfolio posting numbers and indicates the

selected candidate.

d. The AAR form should be completely filled out by the department identifying all candidates

interviewed, and reasons not selected.

4. To view sample drafts of contingent offer letter/s:

a. Sample of tenure-track faculty offer letter can be found at www.umflint.edu/hr/posting

process.htm . If the position is Associate or Full Professor, Regental approval is needed before

the offer can be finalized. Therefore, the offer to the candidate must have the provision of

“contingent upon Regental approval” stated clearly.

http://www.umflint.edu/hr/posting%20process.htm



b. Sample of LEO faculty offer letters can be found at www.umflint.edu/hr/posting process.htm.

All LEO offers must have appropriate collective bargaining agreement notification.

5. HR approves (Lori Burger), AAR and instructs department to extend verbal contingent offer via an

email back to the department, Dee Dee Hurley is cc’d on the email.

6. Once candidate accepts verbal offer, the department may send the written offer letter to the

candidate.

7. Department contacts EPC (Dee Dee Hurley) via email with candidate’s acceptance or denial.

Note: Once Selected Final Candidate has applied and their application is visible in the Manage Applicant

screen, EPC (Dee Dee Hurley) will initiate credential and criminal background check.

STEP 17 Credential and Criminal Background Check and I-9 process

1. EPC (Dee Dee Hurley) in HR will initiate credential/background check through vendor. A credential

and criminal background check must be conducted by Human Resources.

2. EPC (Dee Dee Hurley) in HR will initiate an email to the hire about the I-9 process and background

check process.

3. An email will be sent to the Department when the background check has been successfully completed.

If background check has an adverse event, HR will contact the Dean to discuss adverse action process.

STEP 18 JOB OFFER PROCESS

1. Deans Office designee Sends final offer letter to selected candidate.

2. Flint HR sets the date for New Employee Orientation. This information will need to be included in the

department offer letter. Please check with HR on orientation date.

3. Hiring Committee Manager or Dean’s office designee, sends letter(s) to the interviewed candidates not

selected.

4. System links for these documents need to be sent to the applicant no later than 7 days before the date

of hire:

a. Faculty Personnel Record.

b. Supplemental Appointment Information

5. These documents need to be sent to the EPC (Dee Dee Hurley):

a. Faculty Personnel Record.

b. Supplemental Appointment Information.

c. Signed Offer Letter

d. Appointment Request Form or PAR.
