Preparation of Hiring Proposal

(Request for Authority to Extend Offer of Appointment)

Approval of this request authorizes the unit to extend an offer of appointment to the recommended candidate.  For a faculty position within a department, the approval of the Department Head/Chair, the Dean, and the Provost are required.  For a department head/chair position or for a position within a dean’s office, the approval of the Dean and the Provost are required.  For a dean position, the approval of the Provost and the President are required.

Note: If you advertised at multiple ranks, specify the correct rank in the Hiring Proposal

The following documents should be included in the internal documents section of the Hiring Proposal, as appropriate: draft offer letter, transcripts if not provided previously, and for tenure-track positions, the Initial Appointment Report for Tenure-Track Faculty.  If the recommended candidate is a foreign national, a copy of the prevailing wage document and the Controlled Technology Form must also be uploaded
Should the recommended candidate be ABD, with the doctorate being required for appointment as an assistant professor, a statement must be added to the letter of offer indicating that if the Ph.D. is not complete at the time the appointment is scheduled to begin, the initial rank will be Instructor at a salary of $xx,xxx.  The amount listed must be a minimum of $3,000 less than the recommended salary as Assistant Professor, with the exact amount of the salary reduction having been determined by the Department Head/Chair with the approval of the Dean.  It is expected that the salary will be comparable to others in the department holding the faculty rank of Instructor and having similar responsibilities.  If Ph.D. is not earned by 5/15/XXXX, appointment will be terminated.

The above option is available only when the department’s recruitment materials indicated that ABD candidates would be considered.  If recruitment materials did not indicate that ABDs would be considered and the recommended candidate is ABD, a statement must be added to the offer letter indicating that if the Ph.D. is not complete at the time the appointment is scheduled to being, the offer of employment will be withdrawn.

All faculty recruitment must be approved by the Provost no later than July 15th for faculty whose appointments will begin Fall Semester and no later than November 15th for faculty whose appointments will begin Spring Semester.  Faculty recruitment for 12- month faculty must be approved by the Provost at least one month prior to the scheduled appointment date.

Departments are reminded that the American Association of University Professors (AAUP) and the Association of American Colleges have issued a joint policy statement that an offer of appointment to a faculty member serving at another institution should be made no later than May 1 for the following Fall Semester and that a faculty member should not be solicited to leave another institution prior to the end of an academic year for which he/she hold an appointment

Note:  A sample Initial Appointment Report for Tenure-Track Faculty follows.  The form is available on line and should be downloaded as needed to ensure that the most current version of the form is always utilized.
http://www.auburn.edu/academic/provost/forms.html

The Office of International Education web site provides much needed and useful information regarding employment of foreign nationals.  HR Liaisons and Department Head/Chairs should review this web site frequently as federal regulations regarding hiring of foreign nationals continue to change and evolve.

Last Updated: May 22, 2014