Notice of Non-Reappointment

• Faculty
• Academic Professional

Recruitment & Hiring
Academic Professional

1. An Academic Professional position must correspond with a matching PAPE. Contact the Department of Medicine Human Resources (DOM-HR) to make sure the position to be filled matches an existing PAPE.
   
   
2. Academic Professional positions require a Search. To initiate the Search Process you must forward the following to DOM-HR.
   • Draft of Ad
   • Search Committee
   • Funding Source that will cover the cost of advertisement
   • Where to publicize
     
     
3. The information forwarded will be reviewed and sent to the College of Medicine /Office of Access and Equity (COM/OAE) along with a Position Notice for approval. Once approved the DOM-HR will advertise the position and send the section a Search Process Summary Form (SPS) form and an Equal Employment Opportunity Form (EEO)
   
   
4. The Section will complete the SPS and send an EEO to each applicant. The SPS must contain the names of all candidates who where selected for an interview.
   
   
5. The Section will forward the SPS and résumés of selected candidates to DOM-HR for review. DOM-HR will send the SPS to COM/OAE for approval. Once approved the section will be notified that an offer can now be extended to the selected candidate. Click here for a sample letter of offer.
   
   
6. To initiate the hire process the section must forward the following to DOM-HR:
• signed offer letter
• FOAPAL # to charge salary
• selected candidates CV/Resume
• selected candidates social security number
• selected candidates e-mail address
• 3 letters of recommendations
  
  
7. 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	I9 Drug Free Statement Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter

   
   
8. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.

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Recruitment & Hiring
Faculty

1. Recruitment & Hiring of Junior Faculty. (Instructor / Asst. Professor)
   
   
2. Recruitment & Hiring of Faculty. (Assoc. Professor / Professor)
   
   
3. Salary Range Reference:AAMC Report on Medical School Faculty Salaries
   
   
4. Other guidelines are available at the Office of the Provost and Vice Chancellor for Academic Affairs web-site.

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Recruitment & Hiring
Academic Professional (Visiting)

1. An Academic Professional Visiting position requires a matching PAPE. Contact the Department of Medicine Human Resources (DOM-HR) to make sure the position to be filled matches an existing PAPE.
   
   
2. Academic Professional (Visiting) positions do not require a Search.
   
   
3. To initiate the hire process the section must forward the following to the DOM-HR:
   • signed offer letter (see sample offer letter)
   • FOAPAL # to charge salary
   • selected candidate's CV/Resume
   • selected candidate's social security number
   • selected candidate's e-mail address
   • 3 letters of recommendations
     
     
4. 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	I9 Drug Free Statement Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter

   
   
5. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.
   

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Recruitment & Hiring
Academic (Hourly)

1. An Academic Professional Hourly position requires a matching PAPE. Contact the Department of Medicine Human Resources (DOM-HR) to make sure the position to be filled matches an existing PAPE.
   
   
2. Academic Professional (Hourly) positions do not require a Search.
   
   
3. To initiate the hire process the section must forward the following to DOM-HR:
   • signed offer letter (see sample offer letter)
   • account # to charge salary
   • selected candidate's CV/Resume
   • selected candidate's social security number
   • selected candidate's e-mail address
   • 3 letters of recommendations
     
     
4. 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	I9 Drug Free Statement Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter

   
   
5. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.
   

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Recruitment & Hiring
Postdoctoral Research Associate

1. Postdoctoral Research Associate positions do not require a Search. However they must have received their doctorate degree no later than 5 years prior to starting their position.
   
   
2. To initiate the hire process the section must forward the following to the DOM-HR:
   • signed offer letter (see sample offer)
   • e-mailed justification
   • account # to charge salary
   • selected candidate's CV/Resume
   • selected candidate's social security number
   • selected candidate's e-mail address
   • 3 letters of recommendations
     
     
3. 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	I9 Drug Free Statement Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter

   
   
4. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.
   

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Recruitment & Hiring
Extra Help - 900hr.

1. To initiate the hiring process to hire an Extra Help employee the hiring section must submit the following to the Department of Medicine (DOM-HR):
   • Completed Extra Help Requisition Form
   • Candidate's CV
     
   
   
2. The candidate must complete an employment application via the UI Employment Center.
   
   
3. DOM-HR will review the employees resume and propose an appropriate position classification. DOM-HR will submit an electronic requisition to Campus Extra Help Services and schedule an appointment for the candidate to complete hire paperwork. The candidate will need to bring appropriate identification to their scheduled appointment to complete new hire paperwork. A list of the acceptable identifications are listed on the I9 form below.
   
   
4. Extra Help Employees who work in the clinic can not begin work until they have been cleared by the Health Services. Criminal Background checks must also clear before employment begins.
   

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form W4 Direct Deposit Edu Loan Default Orientation Enrollment Benefit Enrollment	I9 Staff Directory Form Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter

   
   
   
   

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Recruitment & Hiring
Civil Service Staff

1. The hiring section must first open a position. To open a Civil Service position the section must submit the following to the Department of Medicine Human Resources (DOM-HR)
   • Title of Civil Service Position
   • Civil Service Requisition
   • Job Description (See Guide to Writing Effective Job Descriptions)
     
     
2. DOM-HR will forward an electronic requisition via DART to the College of Medicine (COM) for approval. COM will approve the requisition and forward it to Campus HR/Compensation. Compensation will approve the requisition and send it to the appropriate Employment Officer.
   
   
3. The Employment Officer will contact the section to schedule interviews. The section will be able to interview the top 3 candidates on the positions specific register. If the section has a preferred candidate it is important to make sure that the preferred candidate has tested and is one of the top 3 candidates on the register before submitting any requests to DOM-HR. For information on how to apply and test for a Civil Service position please visit U of I's on-line Employment Center.
   
   
4. When a candidate is selected and interviewed by the section the section should notify DOM-HR. DOM HR will initiate the hiring process.
   • Schedule appointment with Employment Officer to complete hire transactions.
   • Create NESSIE New Hire log-on
   • Provide ID Letter
     
     
5. After the candidate has meet with an Employment Officer, completed NESSIE transactions and attended orientation, the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.

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Recruitment & Hiring
Graduate/Research Assistant

1. The section business manager should submit the following to the Department of Medicine Human Resources (DOM-HR) in order to initiate the hiring process.
   • Offer Letter - sample offer letter
   • Candidate's CV/Resume
   • Candidate's SS#
   • FOAPAL # to Charge Salary
     

• If this is a College of Medicine student an approved SAEF form is also required. This form is to be approved by the Office of Student Affairs.
  
  
• If you are appointing for the summer term with a salary above 3,000, a Summer Exception Form is also required.
  
  
• A Graduate Assistantship or Research Assistantship (depending on title) and Waiver Acceptance form is required to be completed and sent to DOM-HR . It is also required to be completed by current graduate assistants every fall. The only exception to this rule is for those who are COM students and have submitted the SAEF form.

2.   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	I9 Drug Free Statement Staff Directory Form Education Credentials Health Clearance Appointment
c. I-Card Authorization Letter

Once all information is collected a file is created. A PITR is initiated and submitted to COM. COM will apply the new job in BANNER.

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Recruitment & Hiring
Faculty Non-Salaried Appointments

1. The section business manager should submit the following to the Department of Medicine Human Resources (DOM-HR) in order to initiate the appointment process.
   • Offer Letter - sample offer letter
   • Candidate's CV/Resume
   • Candidate's SS#
   • Three Original Letters of Recommendation
     
     
2. DOM-HR will provide the section business manager with the following information/forms. The section business manager is responsible for having the nonsalaried candidate complete the following:
   
   

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form Edu Loan Default	PH & E Drug Free Statement Staff Directory Form
   c. Credentialing Packet (ifapplicable)	d. I-Card Authorization Letter

   
   
3. Once all information is collected a file is created. DOM-HR will enter the new job into BANNER .

Resignations

An employee must resign from a position by submitting a resignation letter to their supervisor. The resignation letter should indicate last day worked and should also indicate reason for leaving (example:accepted an offer from another department/institution, moving to a different state, etc.)

If the person resigning is on a visa, a Departure Form will need to be completed.

The section business manager is responsible for forwarding the resignation letter, time-sheets/green sheets, departure form (if applicable) and the separation checklist to the Department of Medicine, Human Resources Office (DOM-HR).

If the resignation letter is not completed by calc date, there is a possibility of the employee being over paid. To avert this, resignation letters, wherever possible, should be forwarded to DOM-HR immediately after receipt.

The section business manager is responsible for referring the employee to their Benefit Counselor (6-6471) to discuss how this will effect their benefits.

Once all the information has been received by DOM-HR a PITR is initiated and submitted to COM. COM will end the job in BANNER. Once completed a benefit pay-out will be processed if applicable.

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Recruitment & Hiring
UIC Student Employee

1. If you do not have a preferred candidate you may contact DOM-HR to post an advertisement on the UIC Student Careers site.
   
   
2. If you have a preferred candidate please submit the following to the Department of Medicine - Human Resources (DOM-HR).
   • Student Employee Requisition
   • Candidates Resume
     
     
3. DOM-HR will approve the requisition and send the candidate to Student Employment for Work Clearance. Work Clearance is then emailed to DOM-HR by the Student Employment Office.
   
   
4. Once the work clearance is received by DOM-HR. A PITR is initiated and submitted to the Student Employment Office. Student Employment will enter the new job in BANNER.
   

For more information on student employees please visit the Student Employment web-site. You will be able to search for job titles, job descriptions, wage plans and more.

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