1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).
   • Per recent procedure changes, for all Clinical Faculty positions, a ProForma must be reviewed and approved by the Deans Office along with the RAHA form.
     
     
2. Faculty positions include: Assistant Professor Q, Associate Professor CT/RT, Associate Professor of Clinical Medicine, Professor CT/RT, Professor of Clinical Medicine
   
   
3. Once the RAHA form is approved DOM-HR will work with unit to initiate search. To initiate the Search process a Request to Open form will need to be completed for review and approval by the Office of Faculty Affairs in the College of Medicine. At the same time DOM-HR will work with the hiring unit to draft an appropriate position advertisement, select a search committee, and discuss publication sources. The following will be addressed to initiate a search process.
   • Draft of Ad
   • Search Committee (include name, gender, ethnicity, and email)
   • Funding Source that will cover the cost of advertisement
   • Publications(s)
   • Request to Open form (ROP)
   
   
   
4. This information will be reviewed and sent to the College of Medicine HR Office and the Office of Access and Equity (COM/OAE) via a Position Notice form routed through the Hire Touch system.
   
   
5. Once approved the position will be advertised. The applicant fullest consideration date must be at least 21 days from the posting date. After the fullest consideration date has passed the ad can either be extended if there were insufficient applicants, or the ad will close so that the interview/hire process can begin.
   
   
6. During the time the position is posted and at the time of closing, the search committee can review applications via Hire Touch. Click Here for instructions on how to review applications.
   
   
7. When the ad closes, DOM-HR will work with the hiring unit to evaluate applications. DOM-HR will submit a list of qualified applicants to OAE. Once OAE approves the list, the hiring unit may begin interviews and may select a finalist to fill the position.
   
   
8. Before extending an offer to the selected candidate a draft Offer Letter and a Request to Extend Offer form must be completed and sent to DOM-HR for review. DOM-HR will forward the information along with the candidates CV to Faculty Affairs for approval. Most positions at the Associate or Professor level begin as visiting positions. An Appointment Packet will need to be completed, reviewed by appropriate committees, and approved before the position can transition to permanent status. DOM-HR will work with the hiring unit and the candidate to assure a smooth transition. For more information about this process please visit the College of Medicine Faculty Affairs site.
   
   
   • If this position involves patient contact a credentialing packet must be complete before the effective date of the appointment.
     
     
9. Once the Request to Extend Offer form has been approved the hire process may begin. To initiate the hire process the hiring unit will work with DOM-HR to finalize an offer letter; hiring unit will need to provide the following:
• signed offer letter
• FOAPAL # to charge salary (if not already noted on the RAHA)
• selected candidates CV/Resume
• selected candidates social security number
• selected candidates e-mail address
• 3 letters of recommendations
• completed credentialing packet if applicable.
  
  
  
10. DOM-HR will set up an appointment with the selected candidate to complete the following New Hire Transactions:
    
    

a. NESSIE Electronic Forms	b. Completion of Paper Forms
Employee Info Form W4 Direct Deposit Edu Loan Default Orientation Enrollment Benefit Enrollment Drug Free Statement Benefit Orientation (if applicable) Benefit Enrollment (if applicable) I9	Staff Directory Form Education Credentials If applicable: Service Towards Probationary Forms Health Service Registration Criminal Background Check Conditional Hire
c. I-Card Authorization Letter	d. Email Activation

Once all information is collected DOM-HR will process the new employee/position through the HR Front End and the new employee/position will be applied to BANNER.