PROV200
For part-time teaching appointments, the Department must submit a >Request for Faculty Appointment without Recruitment Authorization Form (PROV200) through the Dean’s Office to the Provost. The PROV200 form is used to approve hiring part-time candidates to teach courses each semester. This form is for New Hires or Rehires of part-time 9-month or 12-month faculty and Administrative Professional Employees. All temporary faculty must meet the minimum criteria to teach as established by Auburn University policy. Occasionally, additional documentation may be necessary to establish the appropriate credentials to teach. If additional documentation beyond transcripts is necessary, a written statement – in addition to the provided evidence – must be submitted to the Faculty Qualifications Committee to clearly describe the relationship between the candidate’s qualifications and the course content and/or expected outcomes of the course(s) assigned to the candidate. All requests for part-time teaching must be reviewed and approved at all levels prior to the start of the teaching activity.
For faculty teaching a graduate-level course (6xxx, 7xxx, 8xxx, or 9xxx), Graduate Faculty Status must be indicated on the PROV200.
For New Hires, the candidate’s curriculum vita and official transcripts of all graduate or professional coursework must be attached.
For Rehires (previous appointment as an instructor, assistant professor, associate professor, professor, visiting assistant professor, visiting associate professor, visiting professor) or Retiree Rehires who have previously been approved to teach and are continuing to teach the same courses, a PZRFAC2 report from Banner should be attached. (See Appendix for instructions to run the PZRFAC2 report.) If a Rehire is scheduled to teach courses not previously approved, the candidate’s curriculum vita and official transcripts of all graduate or professional coursework must be attached.
Under no circumstances is a Professional Services Contract (PSC) to be utilized to appoint faculty to teach courses for academic credit.
An Auburn University Administrative and Professional Employee who meets the minimum criteria to teach as established by Auburn University policy may be authorized to teach a course for academic credit only if no faculty is available. The employee must complete an Administrative/Professional & University Staff Extra Compensation Form (HR-12) clearly noting the academic semester requested, course number, title, credit hours, and section number. The employee’s curriculum vita and official transcripts of all graduate or professional coursework must be attached.
Units are not required to submit a Request to create a NEW Position or Request to FILL a VACANT Position through the Provost’s Office Position Tracking.
Rehires
For Rehires with an active employee record, Once the PROV200 has been approved by the department, dean, and provost, an Electronic Personnel Action Form (EPAF) may be submitted to AU Human Resources Records. The most common EPAFs are as follows:
When the EPAF is completed and submitted, the EPAF initiator should email AU Human Resources Records the approved PROV200 and all supporting documents, referencing the EPAF Transaction Number.
New Hires:
For New Hires without an active employee record, once the PROV200 has been approved by the department, dean, and provost, a Direct Hire Posting is created in PeopleAdmin.
Unit Identification:
Division and Department fields prepopulate from the prior page. Select the applicable Job Location, Department Org Number, and Check Distribution from the drop down menu. Contact your units HR Liaison if you do not know which codes apply to your posting.
Position Information:
Job Title prepopulates from the prior page. Complete the required fields.
Departmental Users with Access: Oiph1b, Monique Meadows, Tony Novara, Michael Massey, Mikenna Babbs, and Danny Emmett must always be listed.
Recruitment Type: Direct Hire
Internal Search Only: Check the Box to indicate that this is an Internal Search. A link will be provided for the candidate to complete the application.
Justification for Internal Search Only: indicate that an approved DS-2019 (or other applicable document) is uploaded in the Internal Documents sections
Utilize this section to upload the Approval to Recruit: (Required) upload the approved PROV200 and all corresponding documents
Note: The system converts files to pdf format. It is advisable to view your documents after attaching to make sure they are still legible.
To upload a document, select the Action link to the right of the Document Type and select how you’d like to upload the document:
You have three options for attaching your document(s):
Once your document is uploaded, you may view or remove your attached document by clicking on the Actions link next to the document. Select the Show link to view your document. To remove an attached document, click on the Unassign link then select OK. You may only unassign if you were the one who attached them.
When you have finished adding documents for this posting, click save / save & continue buttons.
After completing the posting or by clicking on Summary the system will take you to a summary page where you can move the posting through the approval process. Utilize this section to review all the information submitted for this posting. If changes need to be made select the Pencil Icon (representing Edit Posting Details) and you will be taken back to that section in the posting.
When the posting is ready to be sent to the next approval level, place your cursor over the Take Action On Posting button at the top right side of the page. Based on your security level, options will appear.
The recommended workflow is as follows: Hiring Manager > Dept Head or HR Liaison > HR Liaison or Dept Head > Dean or HR Liaison > Provost > Approve for Internal
To transition the posting to the next reviewer, select the appropriate user role from the drop down list. When the confirmation box appears, add any necessary Comments (Optional) and click Submit.
If you have not answered a required question in the posting the following error message will appear at the top of your screen.
Select the Pencil Icon (representing Edit Posting Details) and you will be taken back to the posting.
When this process is complete, go to the summary page to submit the posting to the next level for approval as described above.
When the Direct Hire Posting is approved and the workflow status is updated to Approve for Internal, the Hiring Manager or HR Liaison sends the candidate a link to apply.
Open the application for the candidate recommended for hire. Hover over the Take Action on Job Application button and select +Start Full-Time Faculty Hiring Proposal.
After selecting +Start Full-Time Faculty Hiring Proposal, the following pages are the Hiring Proposal Details.
When you first enter this screen, you will be in the “Hiring Proposal Details” section. Some information will prepopulate from the posting. There are a number of required fields notated by as asterisk and red outline. The form may not be submitted until these fields are complete.
You can navigate through the sections of the Hiring Proposal using the sidebar menu or the save / save & continue button. You can save your changes by selecting save / save & continue button.
Candidate Information
Some information will prepopulate from the posting. Required fields will be notated by as asterisk and red outline. The form may not be submitted until these fields are complete.
Position Information
Some information will prepopulate from the posting. Required fields will be notated by as asterisk and red outline. The form may not be submitted until these fields are complete.
Hiring Proposal
Some information will prepopulate from the posting. Required fields will be notated by as asterisk and red outline. The form may not be submitted until these fields are complete.
Account Distribution
Use this field to indicate the amount budgeted and the corresponding FOAP for this position. At least one entry is required. The Background Check FOAP is required and may be different than the budgeted FOAP.
When you have finished with this section, click save / save & continue buttons.
This section of the Hiring Proposal is only to be completed for full-time faculty who are hired on a 9- month appointment who have negotiated their start date to be prior to August 16th
Click save / save & continue buttons.
Utilize this section to upload the documents that are part of the candidate’s new hire paperwork. The following are required with the Hiring Proposal for review:
To upload a document, select the Action link to the right of the Document Type and select how you’d like to upload the document:
You have three options for attaching your document(s):
Once your document is uploaded, you may view or remove your attached document by clicking on the Actions link next to the document. Select the Show link to view your document. To remove an attached document, click on the Unassign link then select OK. You may only unassign if you were the one who attached them.
When you have finished adding documents for this posting, click save / save & continue buttons.
After completing the Hiring Proposal or by clicking on Summary, the system will take you to a summary page where you can move the hiring proposal through the approval process. Utilize this section to review all the information submitted for this Hiring Proposal
If changes need to be made select the Pencil Icon (representing Edit Posting Details) and you will be taken back to that section in the Hiring Proposal.
When the Hiring Proposal is ready to be sent to the next approval level, place your cursor over the Take Action On Hiring Proposal button at the top right side of the page. Based on your security level, options will appear.
The recommended workflow is as follows: Hiring Manager > Dept Head or HR Liaison > HR Liaison or Dept Head > Dean or HR Liaison > Provost > Approved to Make Conditional Offer
To transition the Hiring Proposal to the next reviewer, select the appropriate user role from the drop down list. When the confirmation box appears, add any necessary Comments (Optional) and click Submit.
If you have not answered a required question in the Hiring Proposal the following error message will appear at the top of your screen.
Select the Pencil Icon (representing Edit Posting Details) and you will be taken back to the Hiring Proposal.
When this process is complete, go to the summary page to submit the posting to the next level for approval as described above.
When the workflow status of your Hiring Proposal is Approved to Make Conditional Offer, the department, dean, and the Provost’s offices have reviewed and approved the Hiring Proposal. The department head/chair may contact the candidate with an official offer of employment. The candidate should be given the offer letter for review and response (accept or decline).
If the candidate declines the offer, please update the Hiring Proposal workflow status to Offer Declined.
If the candidate accepts the offer, they should sign and return the offer letter to the department. The Hiring Manger or HR Liaison will update the Hiring Proposal workflow to Offer Accepted. The Hiring Manger or HR Liaison will instruct the candidate to complete the background check. The Hiring Manger or HR Liaison will update the Hiring Proposal workflow to Background Check Requested.
When the results of the background check are available in TrueScreen, the appropriate person will review the results; upload the Background Check Cover Sheet, Signed Offer Letter, candidates CV (if not already uploaded to the Hiring Proposal), and official transcripts of all graduate coursework (if not already uploaded to the Hiring Proposal); and update the Hiring Proposal workflow to Background Check Complete.
When the Hiring Proposal workflow status is Background Check Complete, the candidate is issued a Banner ID and GID. The Hiring Proposal is updated. If all documents listed above are uploaded, the Provost’s Office will update the workflow status to Hired. If not, the Provost’s Office will update the workflow status to Pending Final Documents. Candidates will not be Hired until all documents are uploaded in the Hiring Proposal in PeopleAdmin.
When the Hiring Proposal workflow status is Hired, the Hiring Proposal and candidate are assigned an Onboarding Specialist who will manage the new faculty member’s Onboarding Events.
