CLAS HR Operations Manual

Appointment and search processes

Complimentary
Faculty: Regular and visiting
Faculty: Adjunct and one-semester visiting
Graduate assistant
Postdoctoral
Staff: Regular (includes Specified Term appointments)
Staff: Temporary

Disability accommodations and medical leaves of absence

ADA accommodation process
FMLA process

Employee lifecycle

Career development: Staff
Leave of absence
Merit increases: Staff
Phased retirement: Faculty
Retirement/resignation: Faculty
Retirement/resignation: Staff

Performance management

Graduate assistant (TA/RA)
Staff

Special compensation

Course instruction and design (Faculty overload or P&S teaching)
Exceptional performance awards

Work authorization and compliances

Conflict of Commitment
Immigration

Appointment and search processes

Complimentary

New faculty and staff complimentary appointments
Process step	Department	HR Rep	HR Hub	Notes
Consult with your HR Rep		X		Consult with your HR Rep to determine the appropriate job code, appointment method, and whether any situation-specific circumstances need to be addressed.
Prepare and send offer letter	X
Create or repurpose position number		X
Obtain completed data collection form	X			Step required only if employee is new to the university.
Submit transaction request form	X			Required documents: offer letter, CV, position approval email (if needed), data collection form (if needed).
Complete background check (if required)			X
Verify degree			X	Depending on appointment type, degree verification may be required.

Extending faculty and staff complimentary appointments
Process step	Department	HR Hub	Notes
Review if end date extension is needed.	X
For an extension, submit transaction request to Hub with the new end date	X		Required documents: (For faculty) Signed extension offer letter
Process COS		X

Emeritus complimentary appointments
Process step	Department	HR Rep	HR Hub	Notes
Create or repurpose position number		X
Submit transaction request with all required documents	X			Required document: Emeritus endorsement

Faculty: Regular

Faculty Recruitment Process
Process Step	Department	Dean	HR Rep	Faculty Affairs	HR Hub	Notes
Submit faculty line request	X
Decision on faculty line request is reached		X
Provide search authorization letter				X
Create position number for regular and complimentary appointments			X			If open rank search, will create the position number when the candidate of choice has accepted the offer.
Search committee attends faculty search training with HR Rep	X		X			See Faculty Recruitment Manual.
Write job advertisement	X		X			See Faculty Recruitment Manual.
Determine where to post advertisement	X					See Faculty Recruitment Manual.
Submit requisition through Jobs@UIOWA			X			See Faculty Recruitment Manual. Department admin, CLAS Faculty Affairs, and search committee members will have access to the requisition.
Purchase/post external advertising	X
Post advertisement on HigherEdJobs			X
Generate rating grid			X			Search committee chair requests rating grid from HR Rep when committee is ready to begin reviewing applications.
Review applicants	X					See Faculty Recruitment Manual.
Identify conflicts of interest (if applicable)	X		X			Contact HR Rep if there is a conflict of interest.
Finalize master rating grid	X					See Faculty Recruitment Manual.
Write justification for on-campus interviews	X					See Faculty Recruitment Manual.
Submit Pre-Interview Report for approval			X			See Faculty Recruitment Manual.
Draft interview questions	X		X			See Faculty Recruitment Manual.
Arrange travel after Pre-Interview Report is approved and schedule/conduct interviews	X					See Faculty Recruitment Manual.
Collect information from candidates about their startup and renovation needs	X					See Faculty Recruitment Manual.
Write hiring justification for Search and Selection Summary (SSS)	X					See Faculty Recruitment Manual.
Determine if work authorization sponsorship is needed	X		X
Draft offer letter	X					See Faculty Recruitment Manual.
Solicit letters of reference	X					See Faculty Recruitment Manual.
Submit SSS			X			See Faculty Recruitment Manual.
Extend formal offer to candidate once SSS is approved	X
Send data collection form to finalist	X					Only required for external hires.
Work with Faculty Affairs on expedited tenure process (if applicable)	X			X
Communicate with non-selected candidates	X					If not interviewed, HR can send communication via Jobs@UIOWA. If interviewed, search chair or DEO should send individualized notice.
Submit faculty appointment request	X					Required documents: signed offer letter, data collection form (if external hire), CV, letters of reference, and immigration information (if applicable).
Verify highest degree earned and initiate background check					X
Submit relocation transaction request (additional payment form)	X					Submit after appointment is processed and startup MFK has been generated by CLAS Finance.
Close requisition			X			If search fails, HR will reach out to OCRC to close the requisition.
Complete I-9 and E-Verify processes			X		X	I-9/E-Verify processes are completed at New Faculty Orientation.

Faculty: Adjunct and Visiting

Adjunct and one-semester visiting faculty
Process step	Department	Dean	HR Rep	HR Hub	Notes
Submit request in CLAS Budget CAFE	X
Approve or deny CLAS Budget CAFE request		X
Write job advertisement	X				See Temp Recruitment Manual.
Post job advertisement			X		See Temp Recruitment Manual.
Draft complimentary faculty appointment letter and adjunct teaching letter	X				See Temp Recruitment Manual.
Create complimentary position number			X
Submit transaction request	X				Required documents: data collection form if external hire.
Verify degree and initiate background check				X

Academic Year Visiting faculty
Process step	Department	Dean	HR Rep	HR Hub	Notes
Submit request in CLAS Budget CAFE	X
Approve or deny CLAS Budget CAFE request		X
Search committee attends training with HR Rep	X		X		See Faculty Recruitment Manual.
Write job advertisement	X		X		See Faculty Recruitment Manual.
Determine external advertising venues	X				See Faculty Recruitment Manual.
Submit faculty requisition in Jobs@UIOWA			X		See Faculty Recruitment Manual.
Post on HigherEdJobs			X
Purchase external advertising	X
Generate rating grid			X		Search committee chair requests rating grid from HR Rep when committee is ready to begin reviewing applications.
Review applicants	X				See Faculty Recruitment Manual.
Identify conflicts of interest (if applicable)	X		X		See Faculty Recruitment Manual.
Finalize master rating grid	X				See Faculty Recruitment Manual.
Write justification for on-campus/finalist-round interviews	X				See Faculty Recruitment Manual.
Submit Pre-Interview Report for approval			X		See Faculty Recruitment Manual.
Draft interview questions	X		X		See Faculty Recruitment Manual.
Schedule/conduct interviews after the Pre-Interview Report has been approved	X				See Faculty Recruitment Manual.
Write hiring justification for Search and Selection Summary (SSS)	X				See Faculty Recruitment Manual.
Determine if work authorization sponsorship is needed	X		X		Consult with your HR Rep. Common immigration statuses for visiting faculty will be J-1 (for visitors outside the US at the time of hire) or F-1 OPT (for visitors who completed their terminal degree in the US, have not left the country, and applied for F-1 OPT through their degree-granting institution).
Draft offer letter	X				See Faculty Recruitment Manual.
Solicit letters of reference	X				See Faculty Recruitment Manual.
Submit SSS			X		See Faculty Recruitment Manual.
Extend formal offer to candidate once SSS is approved	X
Send data collection form to finalist	X				Only required for external hires.
Communicate with non-selected candidates	X				If not interviewed, HR can send communication via Jobs@UIOWA. If interviewed, best practice is for search chair or DEO to inform them.
Submit faculty appointment request	X				Required documents: signed offer letter, data collection form (if external hire), CV, letters of reference, and immigration information (if applicable).
Verify highest degree earned and initiate background check				X
Close requisition			X		If search fails, HR will reach out to OCRC to close the requisition.

Graduate assistant

New graduate TA/RA appointments
Process step	Dean	Department	Finance	HR Hub	Notes
Submit TA line request		X
Approve/deny additional line requests	X		X
Prepare offer letter		X			CLAS offer letter template is mandatory. Please review the CLAS Graduate Assistant Appointments, Reappointments, and Termination policy.
Request data collection form and Form I-20 (if needed) from incoming graduate student		X
Submit transaction request		X			Required documents: signed offer letter, data collection form and Form I-20 (if an international student)
Process transaction				X
Complete I-9 and E-Verify processes				X

Reappointments (RA/TA)
Process step	Dean	Department	Senior HR Director	Finance	HR Rep	HR Hub	Notes
Review and transfer or reappoint in Graduate Reappointment System		X					If termination is needed, submit to the hub.
Send updated offer letter to reappointed TA/RA		X

Postdoctoral

Postdoctoral appointments
Process step	Department	HR Rep	HR Hub	Notes
Write job advertisement	X
Post on Jobs@UIOWA		X		Not needed if employed within the last 24 months and in good standing
Post job ad to the Postdoctoral Opportunities Board		X
Submit hire request to Graduate College		X
Prepare and send offer letter		X
Obtain data collection form from candidate		X
Submit transaction request	X
Process transaction			X
Complete I-9 and E-Verify processes			X
Send general onboarding email		X

Staff: Regular (includes Specified Term appointments)

Staff recruiting process
Process step	Department/Search Committee	Senior HR Director	HR Rep	HR Hub	Notes
Form search committee	X				See Staff Recruitment Manual.
Create local job description	X		X		See Staff Recruitment Manual.
Create new position number (PN) or reuse existing PN			X		Contact HR Rep if new position number is needed.
Submit P&S search request form	X				Attach job description to request form.
Determine salary range		X
Attend staff search training session			X
Create and post job advertisement	X		X		See Staff Recruitment Manual.
Post job in OTAC			X		HR Rep sends necessary information to Talent Acquisition for posting.
Review applicants	X				See Staff Recruitment Manual.
Finalize master rating grid	X				See Staff Recruitment Manual.
Identify conflicts of interest (if applicable)	X		X		Contact HR Rep if there is a conflict of interest.
Disposition non-selected candidates in OTAC			X		See Staff Recruitment Manual.
Draft interview questions	X		X		HR will provide sample questions upon request and will review final interview questions for compliance.
Schedule and conduct interviews	X
Conduct reference checks			X		See Staff Recruitment Manual.
Write justification to hire/suggest salary	X				See Staff Recruitment Manual.
Extend offer/verbal negotiations	X				See Staff Recruitment Manual.
Prepare offer letter			X
Complete onboarding in OTAC			X
Initiate transaction in workflow			X		Required documents: offer letter, resume, background check result, requisition number, and degree verification.
Communicate with non-selected candidates	X		X		If not interviewed, HR can send communication via OTAC. If interviewed, department should send individualized notice.
Disposition non-selected candidates in OTAC			X		Completed after finalist accepts offer.
Close requisition			X		Talent Acquisition closes requisition after employee's first day.
Conduct new staff onboarding	X		X		See CLAS New Staff Onboarding Checklist.
Complete I-9 and E-Verify processes				X

Staff: Temporary

Biweekly non-student temp staff
Process step	Department	HR Rep	HR Hub	Notes
Identify staffing need and verify funding	X
Send 3-day advertisement to HR Rep (if needed)	X
Post 3-day advertisement (if needed)		X		See Temp Staff Hiring Manual.
Create position number in Position Management				See Temp Staff Hiring Manual.
Initiate background check (if needed)			X	See Temp Staff Hiring Manual.
Draft offer letter	X			See Temp Staff Hiring Manual.
Obtain required documents	X			Required documents: data collection form.
Submit transaction request	X
Schedule and complete I-9			X

Note: If biweekly non-student temp end date is approaching or has passed and employee needs to continue working, contact your HR Rep to extend end date.

Disability accommodations and medical leaves of absence

ADA accommodation process

ADA process
Process step	Employee	Department	FSDS	HR Rep	Notes
Obtain information and submit intake form				X
Interactive process starts with FSDS and employee			X		Involve Sr HR Director and Area AD if needed.
Department works with FSDS, HR, and employee on possible accommodations	X	X	X	X
Purchasing of any equipment or supplies needed		X	X		Some funding is available through FSDS.

FMLA process

FMLA process
Process step	Employee	Department	FSDS	HR Rep	Notes
Obtain information and submit intake form				X
Interactive process starts with FSDS and employee			X		Involve Sr HR Director and Area AD if needed.
Monitor absences for compliance with designation	X	X
If accrual is overused, HR rep will receive notification from central HR and let employee know				X
If applicable, submit LWOP transaction request to the hub				X

Employee lifecycle

Career development: Staff

Career development (staff)
Process step	Department	Senior HR Director	HR Rep	Notes
Department submits annual staffing proposal	X
Staffing plans reviewed		X
Communicates decision		X		Sr. HR Director communicates decisions with departments, cc: HR Rep
HR provides information to employee and supervisor about process (either via email or meeting with them), assists with forms as needed			X
HR reps sends for final review by Senior HR Director		X
Submit transaction request to hub			X
Notify employee if approved	X			HR Rep notifies the supervisor once approved in workflow.

Leave of absence

Professional Development Awards
Process step	Faculty Member	Provost	Dean's Office/Faculty Affairs	CLAS Finance	DEO	PDA Review Committee	Notes
Confirm faculty eligibility			X				Please review the CLAS Professional Development Awards policy.
Apply for PDA	X						For more information, please visit the Provost's webpage on Professional Development Awards.
Review PDA Application		X			X	X
Communicate final PDA decision		X
Submit transaction to hub				X

Merit increases: Staff

Staff merit increase process
Process step	Department	Finance	Senior HR Director	CLAS IT
CLAS HR and Finance provide information on the salary increase process to Department Administrators at the April ALT meeting.		X	X
CLAS Finance sends list of P&S employees to each Department Administrator and Unit Director for review. If changes are needed, HR will send those changes to CLAS IT to complete before the salary setting app opens		X
Admins and unit directors work with supervisors to review the list, allocate a raise "bank," and provide guidance on percentage increases.	X
HR notifies admins and unit directors that the CLAS salary application is open.			X
Admins and unit directors input data into CLAS salary system.	X
Finance reviews the totals to ensure departments did not exceed the funds allocated.		X
HR reviews increases and justifications.			X
CLAS IT uploads data into the University salary application.				X
If offering compression pay, work with CLAS IT to create a separate entry field for compression.		X	X	X
Finance verifies the salary data in the university’s salary application and finalizes the individual records.		X
HR sends July 1 salary spreadsheets to admins and unit directors along with and instructions on informing staff.			X
Admins and unit directors notify staff of their July 1 salary through letters or other means of communication. A suggested template letter will be provided.	X

Phased retirement: Faculty

Faculty phased retirement
Process step	Dean	Finance	Faculty Affairs	HR Rep	Notes
Complete phased retirement request form and route for signatures				X	HR Rep will consult with faculty member about phased retirement process as needed.
Send completed request form to the Benefits Office for processing				X
Email a copy of the finalized phased retirement agreement to the Faculty Affairs Director and Finance				X
Submit initial year of phased retirement transaction request				X	Request is for initial year of phased retirement.
Process appointment changes (salary/percentage) over life of phased retirement		X
Send collegiate endorsement letter for emeritus status	X				Endorsement letters for phased retirement are drafted early in the semester in which the faculty member is retiring if eligible for emeritus status. Otherwise, no endorsement required since AD signs initial paperwork.
Submit termination transaction request			X		Required documents: written resignation and endorsement letter.
Submits emeritus transaction			X		If endorsement letter stating that the faculty member will be given emeritus status is received. Required documents: Position number and MFK for emeritus appointment.

Retirement/resignation: Faculty

Retirement/resignation: faculty
Process step	Dean	Department	Employee	Faculty Affairs	HR Rep	Notes
Notify of resignation/retirement in writing			X
Determine if emeritus status is awarded	X					Only if faculty member is retiring.
Send endorsement letter to faculty and cc relevant individuals				X		CC: HR Rep, DEO, department admin, Neda Barrett, Kelly Kauffman, Ryan Kirkey, Catherine Moore, Tiffany Schier, Rachel Spengler, Kristina Swanson, and Becca Tritten.
Send informational letter					X
Conduct exit interview per Provost's Office script					X	Exit interview is only conducted if the faculty member resigns pre-tenure.
Submit termination transaction request				X		Required documents: written resignation and endorsement letter.
Submit emeritus transaction request				X		If endorsement letter stating that the faculty member will be given emeritus status is received. Required documents: Position number and MFK for emeritus appointment.
Complete exit checklist		X
Submit final timecard			X

Retirement/resignation: Staff

Retirement/resignation: staff
Process step	Employee	Department	HR Rep	HR Hub	Notes
Notify of resignation/retirement in writing	X
Acknowledge resignation/retirement and cc: HR Rep		X			Informational letter only sent if employee is retiring
Send informational letter			X
Submit transaction request			X
Process transaction				X	If employee is transferring, the hiring department will process the transfer transaction; no action is needed by Hub.
Conduct exit interview according to script			X
Complete CLAS offboarding exit checklist		X
Submit final timecard	X

Performance management

Graduate assistant (TA/RA)

Graduate Student TA/RA performance management
Process step	Department	Dean	HR Rep	HR Hub	Notes
Performance concern identified	X
Initial meeting with HR Rep	X		X		Meeting with supervisor and HR to discuss issues and determine process
Prepare needed documentation (interview script, clarification of expectations, etc)			X		HR Rep will draft documentation with input from the department and get approval from AD, Senior HR Director, and ELR
Conducts investigation, if needed	X		X		HR will lead the conversation following approved script
Determine outcome/next steps		X	X		HR will work with Employee Labor Relations on the process.
Meet with employee regarding next steps	X		X		There may be follow up meetings before a final decision is made.
If terminating, working through involuntary termination checklist			X
Process any transactions needed			X	X	HR Rep will submit any transaction requests needed

Staff

Staff performance management
Process step	Department	Senior HR Director	HR Rep	Notes
Performance concern identified	X
Initial meeting with HR Rep	X		X	Meeting with supervisor and HR to discuss issues and determine process
Supervisor to keep track of coaching meetings, conversations, issues, etc. in a local management file	X
Create script, which must be approved by Senior HR and ELR			X
Conducts investigation	X		X	Supervisor and HR will meet together with the employee
Consult with Senior HR Director on results and determine next steps		X	X
If next step is a letter, HR rep will prepare a draft to be approved by Senior HR and ELR			X
Meet with employee to present the letter	X		X	Supervisor and HR will meet together with the employee
If terminating, working through involuntary termination checklist	X		X	Review the CLAS offboarding checklist
If terminating, submit transaction to the hub			X

Special compensation

Course instruction and design (Faculty overload or P&S teaching)

Special compensation for course instruction & design (Faculty overload or P&S teaching)
Process step	Department	Dean	Notes
Initiate conversation with Area AD	X		Initiated by DEO.
Request funds in MAX	X
Approve or deny MAX request		X
Create complimentary and/or paid appointment letter	X		For staff: complimentary faculty appointment is required. For faculty: complimentary is required only if appointment is outside of home department.
Submit transaction request(s)	X		Required documents: signed offer letter(s), CV, and documented permission for overload if additional teaching exceeds one course.

Exceptional performance awards

Staff exceptional performance awards
Process step	Department	CLAS Selection Committee	Senior HR Director	HR Rep
Submit nomination form	X
Quarterly selection meeting		X
Inform awardees and nominator			X
Submit transaction request to the hub				X

Work authorization and compliances

Conflict of Commitment

COI and COC management plans
Process step	Employee	UHR	Dean	Senior HR Director	HR Rep	Notes
eCOI disclosure initiated in workflow	X					Any time a department becomes aware of a potential conflict of interest, HR must be notified.
Initial review		X				Central offices complete initial review and assigns a flag. If yellow or red, sent to appropriate person in workflow for additional review.
Collegiate review and determine if management plan is needed			X	X		Associate Deans, Senior HR Director, and Grant Office meet regularly to review eCOIs.
If management plan is not needed, note added in workflow and approved			X	X
If management plan is needed, HR rep will work with the employee in drafting the management plan	X				X
Draft will be reviewed and approved by DEO, area AD, and Senior HR Director			X	X
Send draft management plan and associated documents to UHR					X	Send to UHR.
Once approved, route management plan for signatures					X
Save finalized plan in ePersonnel and shared drive, email to applicable parties					X
Department will distribute and review efficiency of the management plan annually
Complete annual review and renewal of management plan			X	X

Immigration

J-1 application
Process step	Department	HR Hub	Notes
Scenario 1: Unpaid Foreign National: Prepare invitation letter	X		Issue invitation letter using ISSS template.
Scenario 2: Paid Foreign National: Prepare offer letter	X		If inviting a Postdoctoral Research Scholar, consult with your HR Rep.
Send letter and request data collection form, CV, and copy of passport ID page	X
Submit request for draft appointment	X		Attach letter, data collection form, CV, and copy of passport ID page. Coordinate with HR Rep to ensure future-dated transaction is prioritized.
Draft transaction is created and transaction number is provided to department for iHawk submission		X	Appointment request is returned to submitter pending issuance of DS-2019.
Submit J-1 Application for a New Exchange Visitor form in iHawk	X		Consult with ISSS if assistance is needed.
Resubmit returned appointment request form once DS-2019 is issued.	X		Retrieve returned form in workflow drafts, attach DS-2019, and submit.

Immigration status change
Process step	Employee	Department	HR Rep	HR Hub	Notes
Department and/or employee notifies HR Rep	X	X
Notify Payroll Services (nra-payroll@uiowa.edu) of status change			X		If previous status was temporary or has expired, HR Rep coordinates with hub to process a new I-9.
Process new I-9 (if needed)				X

CLAS Resource Site

CLAS HR Operations Manual

CLAS HR Operations Manual (CHROM)

Appointment and search processes

Disability accommodations and medical leaves of absence

Employee lifecycle

Performance management

Special compensation

Work authorization and compliances

Appointment and search processes

Complimentary

Faculty: Regular

Faculty: Adjunct and Visiting

Graduate assistant

Postdoctoral

Staff: Regular (includes Specified Term appointments)

Staff: Temporary

Disability accommodations and medical leaves of absence

ADA accommodation process

FMLA process

Employee lifecycle

Career development: Staff

Leave of absence

Merit increases: Staff

Phased retirement: Faculty

Retirement/resignation: Faculty

Retirement/resignation: Staff

Performance management

Graduate assistant (TA/RA)

Staff

Special compensation

Course instruction and design (Faculty overload or P&S teaching)

Exceptional performance awards

Work authorization and compliances

Conflict of Commitment

Immigration