Initial Faculty Appointment Checklist

Faculty Affairs – Hiring New Faculty

RECRUITMENT

1. Offer Planning Document (OPD) or Clinical Planning Document (CPD) must be completed and approved by the chair, dean and/or COO prior to posting the position. Send it to FA to be routed to the Provost Office with the budget approval and justification to open the position. After selecting the candidate, complete the rightside of the OPD/CPD and send it to FA to route it to the Provost Office.

1. a. International Visa (if applicable). If the candidate is working on an H-1B visa, the hiring manager should contact the International Services Office, to file an H-1B amendment petition packet. Move forward with Appointment Request and Offer only after visa amendment approval is received. The Offer Letter, Contract and FSTF cannot have an effective date before the visa amendment is approved and the candidate cannot have a faculty appointment or be paid as faculty until approved.

2. Hiring Manager (HM) contacts Human Resources (HR) and posts position through the Employment website (People Admin). Applicants apply online. Interviews are conducted and recommendation is made by the department Search Committee. Candidate is selected. Notify HSC Employment to close position (must be open for 5 business days). Log on to HSC employment website and mark selected candidate as “offer recommended”, and “hiring proposal”.

3. HR emails the Faculty Recruitment Approval to the HM, Provost Office and Faculty Affairs (FA). Do not proceed with Offer until Faculty Recruitment Approval is received.

4. HM sends DRAFT Offer Letter, APPROVED OPD/CPD, and candidate’s CV to FA to review and then approve to move forward. Offer Letter will be routed by HM to Chair, Dean and/or COO for signature approval.

5. HM sends approved Offer Letter, Language Attestation, Criminal History Check and Drug Screen consent forms to Faculty Candidates to complete and return to the HM. Note: This is a good time to communicate to the candidate that transcripts should be requested and clinical credentialing needs to be initiated (if applicable). *See Credentialing.

6. HM sends to FA: signed Offer Letter, Language Attestation, signed Appointment Request Memo. HM sends to HR: signed Criminal History Check and Drug Screen Consent forms.

7. HR will send notification to HM and FA when the background check and drug screen are completed.

*CREDENTIALING:

Transcripts: All faculty candidates must request official transcripts from terminal degree university registrar, including doctoral and masters level if relevant to teaching. Copies of transcripts or transcripts issued to students cannot be accepted. If received in the department, do not open – bring to FA. Official Transcripts should be sent directly from Registrar Office to: UNT Health Science Center, 3500 Camp Bowie Blvd, Ft. Worth, TX 76107 Attn: Office of Faculty Affairs Electronic transcripts should be sent directly from Registrar to Deliz.olivoreyes@unthsc.edu .

Clinical Credentialing: In addition to Providing transcripts, clinical faculty must go through the clinical credentialing process. HM and candidate work with the Quality & Credentialing (QC) office to initiate the process. When credentialing is approved, QC notifies the candidate, HR and FA.

COMPLETE the APPOINTMENT

8. HM sends to FA: Faculty Salary Tracking Form (signed by department chair only)—Department use only

9. HM sends to FA: Faculty Contract (signed by faculty member and department chair only)

10. HR gets approval from FA to send onboarding invitation to new faculty member and HM

11. HR sends notification to HM to order ePAR.

12. FA creates the Appointment Letter and routes with the complete appointment packet via DocuSign for signature approval.

FA sends final approved Appointment Letter and Contract to faculty member and HM.

13. HM attaches Appointment Letter to ePAR to complete the hiring process.

Faculty Affairs
Deliz.olivoreyes@unthsc.edu
FacultyAffairs@unthsc.edu

HR Employment
HSC Campus HR
HRS.HumanResourcesOffice@untsystem.edu

International Services Office
Leslie.Crosdale@unthsc.edu
international@unthsc.edu

Quality and Credentialing Office. 
credentialing@unthsc.edu
Teresa.McKimmey@unthsc.edu
Ninfa.Trevino@unthsc.edu

Faculty Affairs – Rev. June 2021 / page 1 of 2

Please fill out the Form below:

Faculty Name:
Rank:
Tenure Status:
Department:
School/College:
Start Date:
Major Responsibilities:

List workload responsibilities based on FTE % with the greater FTE listed first and so on: Teaching, Research, Service, Clinical, or Administration

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Hiring Managers – Please refer to page 1 of this checklist for more detailed instructions. Templates are located under Forms on the Faculty Affairs website. Please Email scanned documents to Deliz.olivoreyes@unthsc.edu as soon as you receive them throughout the appointment process. Please send as separate files not as one PDF document. Thanks!

Faculty Affairs – Rev. June 2021 / page 2 of 2