Attachments and Forms Required for New Faculty, Academic Professional, and Graduate Assistanship Appointments

Attachments and forms required for new academic appointments are listed below, along with the guidelines to follow when completing appointment forms.

Specific attachments and forms are required to accompany new faculty, academic professional, and graduate assistantship appointments. This policy outlines these requirements in three areas: 1) requirements for new faculty and academic professional appointments, 2) requirements for new graduate assistantship appointments, and 3) additional appointment information and guidelines for completion of appointment forms.

All first-time appointments to the University must be processed on a Recommendation for Appointment (RA) form. If the individual is currently employed at the University in another employee category, the Change of Status (COS) form must be used. In the case of a civil service staff employee transferring to an academic staff or graduate assistantship position, the staff appointment should first be terminated by the Staff Human Resources Office. Then the hiring department can request the top three pages of the current COS form from the Staff Human Resources Office, and the academic appointment will be typed on that form.

  1. Attachments and Forms for New Faculty and Academic Professional Appointments

    1. Personal History and Professional Experience form

      The Educational Loan Default, the DOD Reporting Requirements, and the Illinois Child Support Information Act Statements are a part of the new Personal History and Professional Experience form. First-time hires to the academic employee group must complete a Personal History and Professional Experience form. (See Section IX/A - 2 of this manual for the policy regarding the Educational Loan Default Bill.)

    2. Three references.

      References are required for all new academic staff and for former academic employees if there has been a break in service for more than three years. Reference letters or notes taken during a telephone reference check are acceptable. Appointment papers should not be held in the unit office awaiting receipt of the references, but the references must be forwarded as soon as they are available. (See Section IX/C - 17 of this manual.)

    3. I-9 form (original).

      The Office of International Faculty-Staff Affairs will be responsible for the completion of the I-9 for all noncitizens, except for permanent residents, and will retain the original. The department must attach a copy of the completed I-9 form to the appointment papers. (See Section IX/A - 6 of this manual.) Departments now complete I-9's for permanent residents and all citizens and must attach the original I-9.

    4. Equal Opportunity Summary Form for Proposed Academic Appointments.

      Attached to this completed form must be a copy of the Pre-Search Approval form and a copy of the position announcement. If the Office of Equal Opportunity and Access has approved a waiver of a search, a copy of that approved waiver form must be attached to the appointment papers. (See Section IX/B - 2 of this manual.)

    5. Non-Native English Speaking form.

      This form is required if the individual is non-native English speaking and will hold the rank of teaching associate, lecturer, instructor, or assistant, associate, or full professor. This form is also required when "visiting" is used with any of the previously listed titles. (See Section IX/C - 8 of this manual.)

    6. Policy for Counting Service Toward the Completion of the Probationary Period for Faculty Members Who Provide Service for Less Than a Full Appointment Year form.

      This form must accompany the RA form or COS form when a tenure-track faculty member on an initial appointment (at more than 50 percent of full-time) will provide service for less than a full appointment year. The faculty member may request that such a year count or not count toward the completion of his or her probationary period. (See Provost’s Communication 20: Leaves of Absence Without Pay.)

    7. Advance approval of "Q" appointment.

      Advance approval (a copy of the approval) is required from the Provost and Vice Chancellor for Academic Affairs when a department hires an associate or full professor for an initial term appointment for a term of generally three years before indefinite tenure is awarded ("Q"). (See Provost’s Communication 5: Term Professional Appointments.)

    8. Special Agreement to Accept Academic Appointment and Reappointment for Definite Terms ("W") form.

      A special agreement to accept academic appointment and reappointment for definite terms releases the University from any commitment to grant tenure. The ranks to which this agreement apply are those outlined in the Statutes as being eligible for tenure. (See Provost’s Communication 5: Term Professional Appointments.)

    9. Advance approval of an appointment with indefinite tenure.

      Advance approval (a copy of the approval) from the Provost and Vice Chancellor for Academic Affairs must be obtained before a job offer may be made involving indefinite tenure. (See Provost’s Communication 9: Promotion and Tenure.)

    10. Statement Regarding Employment of Relatives form (Nepotism). (See Section IX/A - 3 of this manual.)
    11. Request for Leave Without Pay form.

      An initial leave of absence without pay may be granted in unusual circumstances, and advance approval from the Office of Academic Human Resources and the Provost and Vice Chancellor for Academic Affairs for faculty appointments is required. (See Section IX/C - 38 of this manual.)

    12. Any unusual circumstances should be explained in a letter and attached to the appointment papers.
  2. Attachments and Forms for New Graduate Assistantship Appointments

    1. Personal History and Professional Experience form.

      The Educational Loan Default Statement is a part of the Personal History and Professional Experience form. The Application for Graduate Admission and Readmission form will not be accepted in lieu of the Personal History Form. (See Section IX/A - 2 of this manual for the policy regarding the Educational Loan Default Bill.)

    2. I-9 form (original).

      The Office of International Student Affairs will be responsible for the completion of the I-9 for all student noncitizens, except permanent residents, and will retain the original. The department must attach a copy of the completed I-9 form to the appointment papers. (See Section IX/A - 6 of this manual.) Departments may now complete the I-9 form for all permanent residents and all U.S. citizens and must forward the original I-9.

    3. Statement Regarding Employment of Relatives form (Nepotism). (See Section IX/A - 3 of this manual.)
    4. Advance approval from the Office of Academic Human Resources to appoint an undergraduate student assistant. (See Section IX/E - 1 of this manual.)
    5. Any unusual circumstances should be explained under "Remarks" or in a letter and attached to the appointment papers.
  3. Additional Appointment Information and Guidelines for Completion of Appointment Forms

    The following are some points to remember when completing Recommendation for Appointment (RA), Change of Status (COS), or Additional Temporary Appointment (ATA) forms:

    1. Any "lump sum" payment processed on an ATA (academic) or COS (graduate assistants) form must have an explanation for the lump sum payment indicated under the "Remarks" section. The amount of the lump sum should be entered in the annual earnings rate box. DO NOT write "lump sum" in that box.
    2. All payments for service in excess of 100 percent must have prior written approval from the Department Head(s), Dean(s), and in some cases, from the Office of Academic Human Resources (prior approval from the Dean is necessary if the amount is less than $2,000; prior approval from the Dean and the Office of Academic Human Resources is necessary for amounts of $2,000 or more).
    3. A change in service (from Y to A or from A to Y) must have advance approval. For changes from Y to A, the COS form must indicate the vacation balance of the employee so payment can be made.
    4. All title changes for faculty (except those changes made through the promotion and tenure process) and academic professional employees must be approved by the Office of Academic Human Resources and, in some cases, by the Office of Equal Opportunity and Access.
    5. All retirements and resignations require that the COS form be processed with a signed copy of the Resignation/Separation form and, if available, a retirement/resignation letter attached. The balance of vacation and of compensable and noncompensable sick leave due the employee should be listed on the Resignation/Separation form. Also, for faculty, the unit should indicate if Emeritus status is recommended.
    6. All expired appointments require that the COS form be processed with vacation and sick leave balances noted on the Resignation/Separation form.
    7. When an individual declines acceptance of his or her contract, the department should notify the Board of Trustees Office in writing (with copies to the Office of Academic Human Resources) that the individual will not be accepting the contract. If the individual has already signed and returned his or her contract and a COS form has been generated and sent to the department, the department should process the COS form through normal channels with a copy of the letter to the Board of Trustees attached.

Further questions concerning this policy should be directed to the Office of Academic Human Resources, 333-6747.