Procedures for Appointing New Faculty Members

New Faculty Appointments and Attachments (Salaried and OPS)

The following documents are to be sent to Human Resources at the time of the original appointment with a Job Offer through eRecruit or a pPAF. A faculty member cannot be added to the payroll unless all items listed below are included.

• If position was advertised, send the following:

1. Completed Affirmative Action Form AA186 (Rev. 5/04)
2. Faculty Applicant Flow log if the department accepted a Curriculum Vita (CV) directly.
3. Verification of Educational Qualifications - confirmation of advertised degree by degree-granting institution (an original transcript, with seal and signature, or an original letter from Registrar, with seal and signature, from the degree-granting institution).
4. Note: All hires to advertised positions as well as to those positions that have received a waiver or exemption from advertising require proof of degree. Visiting appointments (only during the 1-year exempt-from-advertising period) do not require proof of degree.
5. (If not through eRecruit), a vita with date stamp indicating the date it was received (must be on or before closing date of the advertisement).

• Human Resource Back-up Documents via NEW EMPLOYEE WIZARD (https://hrapps.fsu.edu/formswizard/) All required backups can be created via the New Employee Wizard.

1. New Employee Data Entry Worksheet
2. W-4 card
3. Loyalty Oath
4. Memorandum of Understanding
5. Employment Eligibility Verification (I-9) forms must be completed and retained in the department.
6. Controlled Substance Conviction Form (FSU Form 805) (Although adjunct appointments do not have offer letters, all new faculty appointments require a completed Controlled Substance Conviction form; attach to appointment papers.)
7. Social Security Notification Form
8. Confidentiality Statement

• An original offer letter must be submitted with all new Regular, Research or Visiting faculty appointment forms. If appointing a faculty member temporarily as visiting prior to filling an advertised position, attach a copy of the offer letter for the advertised position as well as an employment contract for the Visiting appointment period. A second offer letter for the visiting appointment is not necessary.

• Copy of the signed Social Security Card (the name must be the same order as listed on the appointment paper). A copy of the application receipt for a duplicate card is acceptable for employment up to 4.5 pay periods while awaiting receipt of the duplicate Social Security card. After this time, a copy of the signed Social Security card must be submitted as required backup to reappoint the faculty member.

• A copy of a current vita for all new positions (including Visiting, Adjunct, Courtesy, those written into a grant, or other exemptions from advertisement).

• Three letters of recommendation (with signatures) for initial salaried appointment which may be forwarded within one month after submission of appointment paper. Originals are preferred, but copies, faxes, and emails with electronic signatures are acceptable. (Letters are not required for Adjunct or Courtesy appointments.)

• Faculty Contracts are required for all paid faculty appointments, including One-Time pays, except for Courtesy appointments. Copies of the employment contracts should always remain in the Dean/Director's office as file copies until executed contracts are returned. The faculty member should sign and return the original and one copy to the Dean/Director’s office, who will forward the original to the Office of the Dean of the Faculties. A copy should be maintained in the department and one copy given to the faculty member. If a faculty member does not return an executed contract, DOF must receive a copy of the contract as offered with an explanation attached.

In the past, an offer letter was accepted in lieu of an employment contract during the faculty member’s first year of employment. Moving forward and in accordance with the Collective Bargaining Agreement between the Florida State University Board of Trustees and the United Faculty of Florida (UFF), all new salaried faculty members should be issued an offer letter and an employment contract for their initial appointment.

If any change is made to a contract which has been given to a faculty member, a CONTRACT AMENDMENT FORM is to be used to amend the contract rather than issuing the faculty member a new contract.

Blank copies of all contracts and contract amendment forms are available in fill-in or print format on the Office of the Dean of the Faculties website (http://dof.fsu.edu/Appointments/Faculty-Contracts).

• If applicable, attach two copies of non-immigrant (non-resident alien) employment authorization Please refer to information under Immigration Process at http://dof.fsu.edu/Appointments.

1. TN: I-94 (both sides) and if applicable, I-797 Approval Notice
2. H-1B: I-797 Approval Notice secured by FSU and I-94, Copy of Passport and Visa
3. J-1 scholars, professors, or short-term scholars: valid processed DS-2019 issued by FSU reflecting approved employment dates and valid 1-94 card marked D/S, copy of passport and visa
4. J-1 students: valid processed DS-2019 issued by FSU and I-94 marked D/S; letter for employment authorization issued by the Center for Global Engagement.
5. J-1 students on academic training: valid DS-2019, I-94 card marked D/S, and letter of authorization for academic training. The letter authorizing academic training must be issued by same institution that issued the DS-2019 and will specify the employer and whether employment will be full or part-time.
6. F-1 students in a degree program: valid processed I-20 issued by FSU and I-94 marked D/S.
7. F-1 students on pre-completion optional practical training (OPT prior to graduation): valid I-20 endorsed by the Designated School Official (DSO) and valid EAD issued by USCIS.
8. F-1 students with authorized curricular practical training: valid I-94 card marked D/S and valid I-20 (from any school) with authorization for FSU employment written on page 3 of the I-20.
9. O-1: I-797 approval notice secured by FSU and I-94
10. EAD
11. Glacier Tax identification forms.

• If applicable, an immigrant (resident alien) [a foreign person who has been granted permanent resident status] must provide two copies of the permanent resident card or I-551 stamp in passport with official U.S. Citizenship & Immigration Services (USCIS) approval of I-485 for permanent residency or department certification that copy of I‑551 stamp was copied from the alien resident’s passport.

Contacts:

For procedural questions pertaining to new appointments, contact Katie Filomio in Human Resources at 644-1449 or kfilomio@admin.fsu.edu.

For questions pertaining to documents for Non-Resident Aliens or Resident Aliens should be directed to Angie Standley in Human Resources at 645-1952.

For policy questions pertaining to new appointments, contact Dr. Andrea Novak in the Office of the Dean of the Faculties at 644-6876 or anovak@admin.fsu.edu.