Faculty Recruitment

Non-Tenure Track

Non-Tenure Track: All Non-Tenure-Track (NTT) Requests to Search and requests for Approval to Offer will be submitted on the Faculty Recruitment Form (FRF) to SEBS HR (Paul Elwood) to be reviewed and then signed by the Dean of Research and Graduate Education (research track positions), or the Dean of Academic Programs (teaching track positions) as well as the Executive Dean (all positions). To initiate a search, the Department Chair will submit the completed FRF and Faculty Request to Search letter addressed to the Executive Dean justifying the need for a faculty position, and a copy of the position announcement.

The approved documents are then returned to the department to initiate the search process in ROCS. FRFs must contain all required signatures in the Approval to Search section before being uploaded into ROCS:

Search Initiation Procedure

  1. Department submits a request for Faculty Posting (blue banner) through ROCS attaching a Faculty Request to Search letter, signed FRF and a copy of position announcement.
  2. Department routes ROCS case to Budget Approver(s) for their review and approval (this depends on the account information provided on the FRF).
  3. Final Budget Approver will then route ROCS request to Authorizer 2 - SEBS-HR (Paul Elwood), who reviews the packet for completion and accuracy, then submits the position request for posting on the Rutgers job portal as well as NJ HERC.
  4. Departments should also post in other venues to target a diverse applicant pool. Faculty postings must remain in ROCS for a minimum of five business days.
  5. Once the Department has identified viable candidates for EEO Approval, the department's Applicant Reviewer for the case moves those candidates to the workflow status of EEO Approval.
  6. Department's Applicant Reviewer will receive EEO email approving candidates for interview.
  7. Department may then schedule interviews and begin the interview process (time necessary for this step is up to department and their schedule).
  8. Once department has identified their top candidate, the department will compile the Recommendation to Hire packet to obtain approval to offer the position (see Offer Procedure below).

Offer Procedure

The Recommendation to Hire cover letter must include the areas of strength and areas of challenge for each finalist interviewed, including research, teaching and service/outreach, evaluation of DEI statement, interactions with faculty and students as applicable, as well as the justification for the selection of the finalist. If concerns are raised for one candidate, make sure to address the same area for the other candidates.

The Recommendation to Hire cover letter should also include:

  1. ROCS posting number
  2. search committee names
  3. total number of applicants
  4. number of applicants interviewed
  5. recommended starting salary
  6. anticipated start date
  7. if candidate declines, is there a second choice or will department revisit applicant pool or request to repost.

The Recommendation to Hire packet should include:

  1. Recommendation to Hire cover letter
  2. FRF
  3. Copy of posting
  4. Department EEO Report (generated under the Reports tab in ROCS)
  5. EEO approval to interview emails for each candidate interviewed: place each EEO approval email behind each CV
  6. CV of recommended candidate along with 3 official letters of recommendation
  7. CV of other individuals interviewed
  8. The Director of Human Resources will ensure the appropriate Deans receive the hiring packet for review and approval and once approved will notify the department to prepare the offer letter and faculty appointment contract (UPF-5). The approved hiring packet and fully executed letter/contract become part of the faculty member's official file so remember to include all final documents when submitting the request to hire packet to SEBS HR.
  9. At this time, departments must complete Final Disposition of all candidates and move the recommended candidate to the workflow status of "Finalist" in ROCS. This status will initiate the Background Investigation (BGI) and vaccination clearance emails.
  10. Once the offer letter and Faculty Employment Agreement are finalized, the department will then send documents for signature via DocuSign. All parties will be cc'd on the fully executed documents.
  11. Upon receipt of email notification from Faculty Check of "BGI Approval and clearance of vaccination requirements, the department administrator processes the Template-Based Hire request into HCM and uploads the offer letter and BGI clearance email for onboarding and completes the I-9 no later than the effective date of the hire.
  12. Department Administrator schedules New Employee Orientation with UHR.

Tenure Track

Tenure Track: All Tenure-Track Requests to Search and requests for Approval to Offer will be submitted on the Faculty Recruitment Form (FRF) to SEBS HR (Paul Elwood) to be reviewed and then signed by the Executive Dean. Along with the FRF, the Department Chair will submit a Faculty Request to Search letter addressed to the Executive Dean justifying the need for the faculty position, and a copy of the position announcement.

The approved documents are then returned to the department and the department initiates the search process in ROCS. FRFs must contain all required signatures in the Approval to Search section before being uploaded into ROCS:

Search Procedure

  1. Department submits a request for Faculty Posting (blue banner) through ROCS attaching a Faculty Request to Search letter, signed FRF and a copy of position announcement.
  2. Department routes ROCS case to Budget Approver(s) for their review and approval (this depends on the account information provided on the FRF).
  3. Final Budget Approver will then route ROCS request to Authorizer 2 - SEBS-HR (Paul Elwood), who reviews the packet for completion and accuracy, then submits the position request for posting on the Rutgers job portal as well as NJ HERC.
  4. Departments should also post in other venues to target a diverse applicant pool. Faculty postings must remain in ROCS for a minimum of five business days.
  5. Once the Department has identified viable candidates for EEO Approval, the department's Applicant Reviewer for the case moves those candidates to the workflow status of EEO Approval.
  6. Department's Applicant Reviewer will receive EEO email approving candidates for interview.
  7. Department may then schedule interviews and begin the interview process (time necessary for this step is up to department and their schedule).
  8. Once department has identified their top three candidates, the department will compile the Recommendation To Hire packet to send to the appropriate deans.

Offer Procedure

The Recommendation to Hire cover letter must include the areas of strength and areas of challenge for each finalist candidate, including research, teaching and service/outreach, evaluation of DEI statement, interactions with faculty, interactions with students. Do not rank candidates. If concerns are raised for one candidate, make sure to address them for the other candidates. The Recommendation to Hire cover letter should also include:

  1. ROCS posting number
  2. search committee names
  3. total number of applicants
  4. number of applicants interviewed
  5. recommended starting salary
  6. anticipated start date
  7. if candidate declines, is there a second choice or will department revisit applicant pool or request to repost.

The Recommendation to Hire packet should include:

  1. Recommendation to Hire cover letter
  2. FRF with all required signatures
  3. Copy of position posting
  4. Department EEO Report in ROCS
  5. EEO approval to interview emails for each candidate interviewed: place each EEO approval email behind each CV
  6. CVs of finalist candidates along with 3 letters of recommendation
  7. CVs of other individuals interviewed
  8. The Director of Human Resources will ensure the Executive Dean receives the hiring packet for review and approval and once approved, will notify the department to prepare the offer letter and faculty appointment contract (UPF-5). The approved hiring packet and fully executed letter/contract become part of the faculty member's official file so remember to include all final documents when submitting the request to hire packet to SEBS HR.
  9. At this time, departments must complete Final Disposition of all candidates and move the recommended candidate to the workflow status of "Finalist" in ROCS. This status will initiate the Background Investigation (BGI) and vaccination clearance emails.
  10. Once the offer letter and Faculty Employment Agreement are finalized, the department will then send documents for signature via DocuSign. All parties will be cc'd on the fully executed documents.
  11. Upon receipt of email notification from Faculty Check of "BGI Approval and clearance of vaccination requirements, the department administrator processes the Template-Based Hire request into HCM and uploads the offer letter and BGI clearance email for onboarding and completes the I-9 no later than the effective date of the hire.
  12. Department Administrator schedules New Employee Orientation with UHR.

Faculty Recruitment Forms

  1. Tenure Track Appointment Offer Letter including Extension Specialists (47k Word file)
  2. County Agent Tenure Track Offer Letter Template - Rev 7.24.2024 (43k Word file)
  3. Equal Employment Opportunity Data Form (124k PDF)
  4. Faculty Authorization Recruitment Form (FRF) (258k PDF)
  5. Faculty Authorization Recruitment Form (FRF) (37k Word file)
  6. NJHERC's Affirmative Action Language Required for Postings
  7. Self-Identification Forms Memo (110k PDF)
  8. Faculty Search Request Sample Letter (16k Word file)
  9. SEBS Workflow for ROCS (20k Word file)

Diversity/Inclusion Recruitment Questions

  1. Diversity and Inclusion In-Person Interview Questions Faculty (Word file)

Faculty Job Class Codes

  1. Appendix-A Academic Titles Covered By AAUP-AFT Agreement Title and JCCs for NTT (PDF)