Offer Process

Note:  Interviews with Dean's Office leadership are no longer required for senior faculty  candidates (ranks of Associate Professor or Professor, on the tenure track or with tenure).

1. ONLY U.S. citizen or Permanent Resident candidates can be appointed on the tenure track or with tenure.
2. Senior Research Recruits with Accompanying Team Members
   For Senior research faculty recruits, contact the Dean’s Office if the candidate’s research team will join him/her in relocating to UMB (i.e.; other faculty, post-docs and/or research staff). It is very important that you make this determination as soon as possible and then provide David Ingle with a definitive list of names and job descriptions. This will help to ensure that all necessary procedures with regard to Campus HR policies are followed in a timely manner and the transition is handled smoothly.  
3. To obtain the Dean’s approval of an offer letter, submit the following documentation to the Office of Academic Administration by email to Monique Ogarro and copy David Ingle.  Offer Packet submission deadline is 5 pm on Tuesday to be presented to the Recruitment & Retention Committee on Thursday.

     A.  Draft Offer Letter (Offer Letter Template_20241029) - MS Word

     B.  Also include the following document(s), if applicable:

• Draft Administrative Offer Letter  - MS Word - If the offer includes an administrative role with an administrative component (salary).   
• Draft Employment Agreement - MS Word - For clinical offers.  The template is available on the FPI Teams site.  Contact Stacie Wienecke of FPI to request access.   
• Draft Signing Bonus Letter (Signing Bonus Letter Template_20241104) - MS Word - For clinical offers.

     C.  ONE PDF attachment of the following:

• Candidate's CV (Does not need to be in SOM format)
• Salary Sheet (rev. 02-07-25) including approved FRIS position number
• Faculty Recruitment - Chair Reporting Form - This form replaces the FRCS.  The Search Committee Chair should review the Faculty Recruitment and Interviewing Best Practices (pdf).
• Copies of any ads (at least 2) as they appeared in Taleo & journals in print or on-line, preferably showing the date and journal title
• Screenshot of Taleo applicants' poll showing selected candidates' application.
• Foreign Relationship Questionnaire - The FRQ is required for every offer resulting from an approved, full recruitment (i.e., Ranks of Instructor and higher, at 50% FTE and higher, where OAA approval to advertise with position number was received and full search occurred.)

Edits 

Use MS Word's track changes tool when you modify an offer letter already submitted to OAA.

Approval

You will be notified by email once the Dean has approved the offer letter.

Once the offer has been officially approved, you may then offer the candidate the position.  For any clinical offers, send the FPI Non-Compete Policy to the candidate with the offer letter.  If the offer is accepted, begin to gather all Appointment Process paperwork.

Changes to Offer After Approval

- New Effective Date within 60 days before or after the original proposed start date - Proceed with appointment packet, using new effective date on Chair's Letter, Salary Sheet, FAIS, Interim FAIS.

- New Effective Date greater than 60 days before or after the original proposed start date - Submit draft Offer Letter Addendum to OAA for review/approval before releasing to the candidate.

- Other Changes (e.g., salary, rank, effort) - Explain the reason for the change via e-mail message to OAA with draft Offer Letter Addendum attached.  OAA must review the addendum letter before it is released to the candidate.

Research Associate and Instructor appointments no longer require an approved, full national recruitment.  Therefore, you can appoint someone at one of these ranks without a national search.  To obtain approval of an offer letter, submit the following documentation to the Office of Academic Administration by email to Monique Ogarro with a copy to David Ingle:

     A. Draft Research Associate/Instructor Offer Letter (MS Word)

     B. ONE PDF attachment of the following:

• Candidate's CV (Does not need to be in SOM format)
• Salary Sheet

- You will be notified by email after OAA has approved the offer letter.

- Once the offer has been approved, you may then offer the candidate the position, and if the offer is accepted, begin to gather all Appointment Process paperwork.

To obtain OAA approval of an offer letter, submit the appropriate template and pdf documentation to the Office of Academic Administration by email to Monique Ogarro with a copy to David Ingle.

Templates & Documentation for Other Faculty Offers Requiring OAA Approval

Approval

You will be notified by email after OAA has approved the offer letter.

Once the offer has been approved, you may then offer the candidate the position, and if the offer is accepted, begin to gather the appointment or Change in Status packet documentation.