NUMBER: ACAF 1.03
SECTION: Academic Affairs
SUBJECT: Appointment of Unclassified Academic Personnel
DATE: February 1, 1995
Policy for: All Campuses
Procedure for: All Campuses
Authorized by: James C. Moeser
Issued by: Provost's Office
________________________________________________________________
I. Policy
The University has established procedures, described below, for
making appointments to all academic, unclassified positions which
require a class and slot regardless of the funding source. This
policy applies to new tenure track appointments, new non-tenure
track appointments and reappointments, existing tenure track
vacancies or an anticipated vacancy, and adjunct appointments.
A. "Reappointment" refers only to those temporary personnel in
non-tenure track positions (continuing tenure track
personnel who are in probationary status are not considered
"reappointments" under this policy.)
B. No offer of a tenure track position may be made without
prior approval of the Provost (and the President and
eventually the Board of Trustees in the case of full
professorial and administrative appointments). Non-tenure
track appointments and reappointments, and adjunct
appointments require academic approval only through the
Columbia campus dean, or the executive dean in the case of
the regional campuses.
C. Concerns for fiscal constraints and the difficulty with
obtaining state-slotted positions may require that positions
be reassigned in order to ensure the most effective use of
University resources.
D. The Office of Equal Opportunity Programs should be contacted
in order to follow affirmative action guidelines set forth
by the University.
E. Appointments of non-U.S. citizens should consult with the
Office of International Support for Faculty and Staff.
F A list of required forms and documentation can be obtained
through the Division of Human Resources. Letter formats are
attached and described.
II. Procedure
A. Securing approval to establish or fill a tenure track
position in an academic unit. Any request must be submitted
on appropriate forms through academic channels to the
Provost for consideration.
1. If consideration is favorable, a copy of the approval
will be returned to the dean with the original
forwarded to the Division of Human Resources.
2. Receipt of approval authorizes recruitment for the new
position.
B. Recruitment for Academic Positions
C. Making an Offer
1. To ensure that every offer contains the required
information, the hiring department must use the
standard format for the offer letter. (See attached
samples of standard formats for new appointments and
the abridged version for "reappointments").
a. Offer letters for new personnel must contain the
following information in the paragraph sequence
shown.
Paragraph 1: Basic appointment data (Unit in
which appointment is being made; official USC
title of academic appointment; salary; basis;
starting date; ending date, if appropriate;
term of appointment, if appropriate); General
Assembly proviso. This paragraph must be
copied verbatim from the attached sample with
the appropriate data inserted in the blanks.
Paragraph 2: Contingencies associated with the
offer, e.g., (a) initial appointment at
different rank and salary if degree is not
obtained prior to appointment date; (b)offer will
be withdrawn if degree is not obtained prior to a
certain date, etc.; (c)for a non-U.S. citizen to
be appointed to a permanent position, the offer is
subject to the conditions that
i. upon acceptance of the offer, the
employee must work with the USC
International Support for Faculty and
Staff to provide documents required by
the U.S. Immigration Service; the
University is not responsible for
failure of the employee to comply with
U.S. immigration laws; If there are no
contingencies, this paragraph will not
be necessary.
Paragraph 3: Special circumstances appropriate to
the offer, e.g., promises of moving allowances,
equipment, etc. If there are no special
circumstances, this paragraph will not be
necessary.
Paragraph 4: Statement that the appointment is or
is not in the tenure track. Copy this paragraph
verbatim from the attached sample with the
blanks filled in. Note that there is one
statement for tenure track appointments and a
different statement for non-tenure track
appointments.
Paragraph 5: Statement that Academic Personnel
Information (API) Form is enclosed and that the
candidate must complete and return this form with
acceptance letter. If API Form is already on
file in the Division of Human Resources this
statement will not be necessary.
Paragraph 6: Statement that academic credentials
must be verified, as set forth by the Southern
Association of Colleges and Schools.
Paragraph 7: Personal comments of the dean;
invitation to join USC faculty; request written
response to this offer (by specific date, if
desirable).
b. Offer letters to reappointees (i.e., personnel who are
to be reappointed in their respective temporary
positions) must contain the following information in
the paragraph sequence shown.
Paragraph 1: Basic reappointment data (unit in which
reappointment is being made, official USC title of
academic appointment, salary; basis; starting date; and
ending date). This paragraph must be copied verbatim
from the attached sample with the appropriate data
inserted in the blanks.
Paragraph 2: Personal comments of the dean; request
written response to this offer (by specific date, if
desirable).
2. If a candidate accepts the offer, required forms and
documentation are forwarded to the Division of Human
Resources.
3. If a candidate declines an offer, the declination
letter will remain in the office of the dean.
F. Making a New Appointment
1. When an offer is accepted by a candidate, the dean will
forward the hiring packet to the Division of Human
Resources:
2. The file in the Division of Human Resources constitutes
the official record of the individual employee and
South Carolina Statutes require that the original API
be on file before any funds may be disbursed to the new
employee.
G. Making a "Reappointment"
1. When an offer of reappointment is accepted, a copy of
the offer and acceptance letter are forwarded to the
Division of Human Resources.
Attachment
NEW APPOINTMENT
STANDARD LETTER FORMAT
Instructions for Preparing Standard Offer Letter for New
Appointment
The first paragraph contains the basic appointment data and is to
be copied verbatim with the appropriate data inserted in the
blanks:
Upon the recommendation of name of department chair, or
search committee, etc. (and with the approval of the Provost and
the President -- for full professor only) I am pleased to offer
you an appointment in name of academic unit as title of academic
position (See ACAF 1.06 for authorized academic titles) at a 9
month, 10 month, 10 1/2 month, 11 month, or 12 month salary of $
amount effective as of starting date and ending date if terminal
appointment. This offer is also subject to any proviso enacted
by the General Assembly whether it be in effect at the time of
the execution of this offer or enacted after the execution of
this offer.
The second paragraph contains contingencies associated with the
offer. If an offer of a permanent position is to be made to a
non-U.S. citizen, the offer letter must contain the following
paragraph as a contingency. A copy of the offer letter should be
forwarded to the USC Office of International Support for Faculty
and Staff.
Since you are a non-U.S. citizen, this offer is contingent
on the following three conditions: (1) upon acceptance of this
offer, you must work with the USC International Support for
Faculty and Staff to provide documents required by U.S.
Immigration laws; and (2) with the assistance of the USC
International Support for Faculty and Staff, you must obtain
approval from the U.S. Immigration Service to be employed in this
capacity at USC in an appropriate immigration classification
prior to the starting date; and (3) the University is not
responsible for your failure to comply with U.S. immigration
laws.
This paragraph is deleted if there are no contingencies.
The third paragraph contains any special circumstances associated
with the offer such as promises of moving allowances, equipment,
supplies, etc.
The fourth paragraph specifies whether the appointment is in the
tenure track or not in the tenure track. The appropriate
paragraph is to be copied verbatim:
Tenure Track Appointments
An appointment at the rank of title of academic position
(See ACAF 1.06 for authorized academic titles) is in the tenure
track and is subject to the tenure, promotion and other policies
and procedures which are in effect of the effective date of this
appointment. The effective date of your appointment for tenure
consideration is date. All appointments are subject to the terms
and conditions set forth in the Faculty Manual in effect on the
beginning date of your employment.
Non-Tenure Track Appointments
An appointment at the rank of title is not in the tenure
track but all appointments are subject to the terms and
conditions set forth in the date Faculty Manual.
The fifth paragraph states that the Academic Personal Information
(API) Form is enclosed and that the candidate must return the
completed API with the acceptance letter. (This paragraph is
not necessary if API Form is already on file at the Division of
Human Resources.)
The sixth paragraph states that academic credentials must be
verified, as set forth by the Southern Association of Colleges
and Schools.
The seventh paragraph includes the personal comments of the dean,
an invitation to join USC faculty; a request for written response
to this offer by certain date if desired: etc.
.NEW APPOINTMENT - SAMPLE STANDARD OFFER LETTER
Ms. Mary Smith
100 Any Street
Any Town, Any State 00000
Dear Ms. Smith:
Upon the recommendation of the Chair John Doe, I am pleased
to offer you an appointment in the Department of Mathematics as
Assistant Professor at a 9-month salary of $28,000 effective as
of August 16, 1995. This offer is subject to any proviso
enacted by the General Assembly whether it be in effect at the
time of the execution of this offer or enacted after the
execution of this offer.
This offer is also contingent upon your completing all
requirements for the Ph.D. degree prior to the starting date of
your appointment. If you do not complete all requirements for
the degree by that date, your appointment will be as Instructor
with a salary of $25,000 for 9 months. Since you are a non-U.S.
citizen, this offer is also contingent on the following three
conditions: (1) upon acceptance of this offer, you must work
with the USC International Support for Faculty and Staff to
provide documents required by U.S. Immigration laws; and (2) with
the assistance of the USC International Support for Faculty and
staff, you must obtain approval from the U.S. Immigration Service
to be employed in this capacity at USC in an appropriate
immigration classification prior to the starting date; and (3)
the University is not responsible for your failure to comply with
U.S.immigration laws.
As we discussed earlier, there will be $300.00 available to
you to help defray your moving expenses and we shall provide up
to $3,500 for supplies to initiate your research program.
An appointment at the rank of Assistant Professor is in the
tenure track and is subject to the tenure, promotion and other
policies and procedures which are in effect on the effective date
of this appointment. The effective date of your appointment for
tenure consideration is August 16, 1995. All appointments are
subject to the terms and conditions set forth in the Faculty
Manual on the beginning date of your employment.
We are enclosing an Academic Personal Information Form that
must be completed and returned to us along with your acceptance
of this offer.
This offer is contingent upon the verification of the award
of your terminal degree, or acceptable progress toward degree
completion, as documented by the receipt of an official
transcript from the Registrar to the office of the dean. In the
event that any willful misrepresentation occurs concerning
academic credentials, required licenses or certification,
publications, or previous work experience, your appointment may
be terminated in accordance with the provisions of The Faculty
Manual.
We would very much like to have you as a member of our
faculty and ask that you respond to this letter no later than
March 15, 1995.
Sincerely,
William P. Smith
Dean
.REAPPOINTMENT - SAMPLE STANDARD REAPPOINTMENT LETTER
Instructions for Preparing Standard Offer Letter for
Reappointment
The first paragraph contains the basic appointment data and is to
be copied verbatim with the appropriate data inserted in the
blanks:
Upon the recommendation of name of department chair, etc., I
am pleased to offer you a reappointment in academic unit as
academic title at a basis salary of $ amount effective as of date
and ending date. This offer is also subject to any proviso
enacted by the General Assembly whether it be in effect at the
time of the execution of this offer or enacted after the
execution of this offer. All appointments are subject to the
terms and conditions set forth in the Faculty Manual on the
beginning date of your employment.
The second paragraph includes personal comments of the dean; a
request for written response to this offer by certain date, if
desired; etc.
A SAMPLE LETTER is provided below as a guide:
Ms. Mary Smith
100 Any Street
Any Town, Any State 00000
Dear Ms. Smith:
Upon the recommendation of the Chair John Doe, I am pleased
to offer you a reappointment in the Department of Mathematics as
Instructor at a 9-month salary of $20,000 effective as of July 1,
1995 and ending June 30, 1996. This offer is also subject to any
proviso enacted by the General Assembly whether it be in effect
at the time of the execution of this offer or enacted after the
execution of this offer. All appointments are subject to the
terms and conditions set forth in the Faculty Manual on the
beginning date of your employment.
I have been very pleased with your accomplishments during
the past year and look forward to working with you in this coming
academic year. Please respond to this offer of reappointment no
later than March 15, 1995.
I look forward to hearing from you.
Sincerely,
William P. Smith
Dean
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