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Faculty Action Guidelines

Go to Resources for Faculty Actions

Faculty Position Description Form (FPD) 

An FPD is required to establish a new faculty position, or change, update or inactivate an existing faculty position.

  1. Department ID Change:  If it is determined that a position should be transferred to another department, an FPD should be submitted to request a Department Transfer. 
  2. Primary Job (Job Title) Change:  A faculty position with an established title/rank (e.g. Assistant Professor) can be recruited for using a range of titles/ranks (e.g. Instructor/Assistant Professor/Associate Professor/Professor) with a statement notifying potential applicants that the title and rank of the position is commensurate with the final candidate's qualifications.  At the time of selection, if the title/rank needs to be changed for the formal offer and hire, an FPD must be submitted requesting a Title Change.
  3. Reports To:  An FPD must be submitted to update the Reports To section if supervisory duties shift to different employee.
  4. Campus Address and Campus Extension:  An FPD must be submitted to update office location and contact information.
  5. Position Inactivation:  If a position will no longer be included in the department's budget, the position should be inactivated in Position Management.  If the position is filled at the time this decision is made, the proposed effective date must be future dated one month (30 days) after the employee's effective termination date to ensure the incumbent's vacation/leave payout is processed correctly.  It is strongly encouraged that the department initiate the inactivation of the position by submitting an FPD on the effective date of the incumbent's termination.  This will ensure that the position is not inactivated if the termination is rescinded.
  6. Position Activation:  If a current inactive position will be needed in the department's budget, an FPD must be submitted to activate it prior to recruitment or hiring.
  7. Work Commitment Changes:  If the work commitment (EFT) for a position is reduced or increased, an FPD must be submitted to request this update.  *Changes in work commitment can affect the status and title of a current position (e.g. An Assistant Professor position with a 75% work commitment (.75 EFT) is considered a Part-Time Assistant Professor.  If the work commitment were to be increased to 100% work commitment (1.0 EFT), the status would change to full-time and the title would change to Assistant Professor.)  All positions at 1.0 EFT are full-time and must go through competitive recruitment.
  8. In order for the hire data to be accurate in the personnel system (PeopleSoft), submission of the FPD must occur prior to initiating the ePAR (Electronic Personnel Action Request).

 

ePAR (Electronic Personnel Action Request) 

 

 To be completed by the hiring unit:

 

  • A completed ePAR that has been institutionally approved is required for all faculty actions.

 

Offer Letter - Signed Acceptance  

Offer letters with signed acceptance should be submitted with supporting documents as appropriate to the type of faculty appointment.  A checklist should accompany all faculty appointment packets submitted to Faculty Support Services.  Please click on Resources for Faculty Actions page for a list of checklists per type of faculty appointment.

Badge ID Form   

To be completed by the hiring unit:

  • Policy - Public Safety Division No. 1.6.11
    Georgia Regents University Administrative Policies and Procedures Office of Primary Responsibility:
  • A Badge ID Form must be completed by the hiring supervisor and submitted with the appointment paperwork.  All new employees will be issued a photo identification badge that must be visible at all times while on campus, in associated facilities, or other property operated by GRU.


Criminal History Record Release & Background Investigation Form  

 To be completed by the prospective faculty member:

  • All paid employees of GRU upon accepting an offer of employment will complete a standard criminal background check form to initiate the Criminal Release and Background Investigation.  
  • The hiring unit will provide a copy of the form to the prospective faculty member for completion, signature and return to either the hiring department contact or Faculty Support Services in the Human Resources Division by the specified deadline date outlined in their offer letter.
  • Criminal history reports are run within the 30 days immediately preceding the faculty appointment start date.

Ethics Policy Statement Form

To be completed by the prospective faculty member:

  • The purpose of the Ethics Policy is to communicate to all Georgia Regents University employees the expectation and requirement of ethical conduct and compliance with all applicable laws, policies, rules and regulations.

Confidentiality Statement Acknowledgment Form

To be completed by the prospective faculty member:

  • Georgia Regents University maintains strict confidentiality and security of records in compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), the Health Insurance Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley Act (GLBA), in addition to other federal and state laws. These laws pertain to the security and privacy of all records that contain information that could reveal private information concerning a student, employee or customer/patient.
  • The Confidentiality Statement form should be printed by the department and provided to each new faculty employee along with other pre-employment forms for their completion and return to the hiring department representative for appropriate processing.

Sexual Harassment Policy Acknowledgment Form

To be completed by the prospective faculty member:

  • The purpose of the Sexual Harassment Policy is to communicate to all employees that Georgia Regents University is committed to maintaining our academic community as a place of work and study for staff, faculty and students, free of sexual harassment and all forms of sexual intimidation and exploitation and should be provided to each new employee for review.
  • The Sexual Harassment Policy form should be printed by the department and provided to each new employee along with other pre-employment forms for their completion and return to the hiring department representative for appropriate processing.


Curriculum Vitae (GRU Format)    

To be provided by the prospective faculty member:

  • An up-to-date curriculum vitae (CV) is required for all new faculty actions as well as for actions on current faculty that are recommended for emeritus status, a distinguished faculty title, or other recommendations to be determined.
  • CVs in the GRU format are not required for new adjunct or clinical/adjunct faculty actions.

Proof of Highest Degree       

To be provided by the prospective faculty member or obtained by the hiring unit:

  • An official, original transcript showing the degree and date awarded with school seal is required.
  • Faculty Support Services will verify degrees earned within the USA through the National Student Clearinghouse (NSC), provided the hiring unit initiates the request through Faculty Support Services by providing the degree verification form.
  • Submission of proof of the highest degree will not be required for returning faculty, if the proof of degree in their file is in accordance with current guidelines and institutional requirements.   The hiring unit must verify that the document in file may be submitted with the faculty action.
  • When the prospective faculty member has obtained his/her highest degree from a college or university outside of the USA, he/she must have his/her official transcripts showing the degree and date awarded with the school seal evaluated by an agency, such as Josef Silny & Associates, Inc. that requires original documentation from the home institution and includes a course by course evaluation.
  • The evaluation agency chosen by the new Georgia Regents University faculty member to perform evaluation should send the official evaluation of the transcripts, which includes a course by course evaluation as well as a description of the degree/diploma, directly to the appropriate dean's office representative.  The cost for this service ranges from $100 to $125.  Payment of the evaluation is the responsibility of the prospective faculty member; however, if the authorized representative of the school or department elects to pay for the evaluation, only non-state funds may be used.  
  • For Adjunct and Clinical/Adjunct Appointments - Proof of highest degree is to be provided by the prospective faculty member or obtained by the hiring unit when a License or Certification is not applicable to the faculty appointment:
  • If the institution from which the candidate earned their degree is not an NSC participant, submission of a signed release for information must be signed by the faculty candidate and submitted to Faculty Support Services for processing. 
  • A notarized copy of the diploma as proof of degree may also be submitted.  Documents provided that do not have an original notary indicating "true and exact copy of the original" will not be accepted.

License or Certification Verifications  

FT PT CL

To be provided by the prospective faculty member or obtained by the hiring unit:

  • Verification of Professional GA Medical Licensure
    (MCG & Allied Health    )     / Certification
     
  • Verification of Professional GA Licensure
    (Nursing & Dental Medicine)     / Certification
  • Verification of a professional GA license or certification must be submitted at the time of new appointment. 
  • Continuation of employment and subsequent contract renewals are contingent upon maintaining an up-to-date professional license or certification.  If a copy of the current GA license or certification is made for verification purposes, it must be notarized as "a true and exact copy of the original document."  
  • When available, a printout will be accepted from the official website indicating license information.  Note:  A printed page from the above website does not require a notarization.

Status of Drug Screening

It is the responsibility of the hiring unit to ensure that the letter of offer details the initial steps of the screening process when it is sent to the successful applicant of a position requiring a pre-employment drug screening.  The applicant can elect to have the screening at the GRU Medical Center's Occupational Health Services clinic or a non-GRU certified testing facility.  The hiring unit should schedule the screening at Occupational Health Services using the Service Approval Form and provide the prospective employee with the appropriate forms to have them available at the scheduled appointment.  Results are maintained in Occupational Health Services if the campus site is selected.  Results for screening at a non-GRU certified facility are submitted directly to Faculty Support Services from the testing facility.


Probationary Credit Toward Tenure

FT Non-Tenured, On Track

To be provided by the prospective faculty member or obtained by the hiring unit:

  • An employment verification letter from the institution where prior tenure credit was earned.  The letter should verify the type of tenure track, rank and years of service.  Submit the letter with the action form to the hiring department representative to support a recommendation of one to three (1-3) years of Probationary Credit Toward Tenure (PCT) and indicate the number of years on the Action Form.

GRU Non-Faculty Employee Appointment as Clinical/Adjunct Faculty

Clinical/Adjunct Appointments - CL

To be provided by the prospective faculty member or obtained by the hiring unit:

  • The immediate supervisor of a GRU non-faculty employee or an administrative faculty member without academic rank who is recommended for a clinical/adjunct faculty appointment must submit a letter requesting a clinical/adjunct appointment to the dean of the appropriate college and the Provost for approval.

Parking Pre-Employment Application

FT PT

To be completed by the prospective faculty member:

  • The Parking Request form should be printed by the hiring department and provided to each new faculty employee along with other pre-employment forms for their completion and return to the hiring department representative for appropriate processing.

  • The hiring department should submit this form with other faculty appointment paperwork to Faculty Support Services for processing.


New Research Faculty Transition Form 
FT PT (Required Only for Research EFT Faculty)

 To be provided by the prospective faculty member and faxed or scanned by the hiring unit:

  • The form should be printed by the hiring department and provided to each new faculty employee who will perform work in a laboratory setting along with other pre-employment forms for their completion and returned to the hiring department representative for appropriate processing.
  • The form should be faxed or scanned to the appropriate contact as indicated on the form and submitted with the faculty appointment paperwork.

 

 

Revised: 4/23/13