Offer Process

OFFERS RESULTING FROM AN APPROVED, FULL RECRUITMENT

1. Senior Faculty Candidates Must Meet with Dean's Office Leadership Prior to Offer.  Candidates being considered for the ranks of Associate Professor or Professor, on the tenure track or with tenure, are required to meet with either Dr. Christopher O'Donnell, Executive Vice Dean, or Dr. Mary-Claire Roghmann, Senior Associate Dean for Academic Advancement, for a personal interview prior to the release of the offer letter. To schedule, email the following to Tanya Hopkins and copy Monique Ogarro: candidate's CV, brief description, and whether the candidate should meet with Dr. Roghmann or Dr. O'Donnell.
2. ONLY U.S. citizen or Permanent Resident candidates can be appointed on the tenure track or with tenure.
3. 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.
4. 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 including approved FRIS position number
• Faculty Recruitment Confirmation statement (FRCS)
• 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

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.

OTHER OFFERS REQUIRING OAA APPROVAL PRIOR TO APPOINTMENT

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.  

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.

Important Notes and Reminders:

1. The deadline to submit Offer packets to the Dean’s Office is 5 pm on Tuesday to be presented to the Recruitment & Retention Committee on Thursday.
2. Do NOT make an ORAL or WRITTEN offer until you have obtained Dean’s approval of offer
3. If you want to hire a foreign national, be familiar with the visa process. A significant amount of lead time is required.  Contact the Office of International Services (OIS) with any questions.
4. Active UMSOM Faculty Appointment is Required Before UMMC Temporary or Provisional Clinical Privileges May Be Granted:; Therefore, proposed effective dates must allow enough time for the faculty appointment process to be completed.
5. Review USM VII - 2.10 – POLICY ON EMPLOYMENT OF MEMBERS OF THE SAME FAMILY (NEPOTISM) when hiring members of the same family 
6. Moving and Relocation Expenses
   - Review UMB Policy on Payment to Assist an Employee Incurring Moving and Relocation Expenses when considering relocation assistance
   - Moving/relocation assistance should be limited to distances greater than 50 miles
   - The campus recommends this Moving Cost Calculator to help determine the reasonableness of relocation assistance.
   - It is best (but not required) to have quotes from a moving company as a basis for reasonableness.
   - Be prepared to provide an explanation (e.g., household size, extraordinary circumstances, etc.) for the proposed amount, if requested.
   
   

Policies

Campus policies and procedures