An approved hiring plan is provided to the Schools by the Office of the Provost. 

If a need arises outside the hiring plan, a formal request specifying the rationale and funding source to the Office of the Provost is required.  Following review and appropriate approvals, the Office of the Provost communicates the determination to the School.

The Office of the Provost will:

• Allocate a position number for each approved opening
• Communicate the approved hiring plan (or off-cycle request) to the School and HR

All faculty hiring steps must funnel through the applicant tracking system (PageUp) unless an exception is requested and approved by the School and HR. 

Interview steps are expected to be consistent within each search. 

The School will:

• Draft a position description (PD)/advertisement
• Enter the position PD into PageUp
• Request to post the position following PD approval using PageUp
• Provide a list of locations for ad placement
• Add search committee members to PageUp

The Division of Human Resources will:

• Review/modify/approve the ad  to ensure that it aligns with posting regulations
• Post the position on Rensselaer's Careers website: https://careers.rpi.edu/en-us/listing/
• Collaborate with Schools to ensure ad placement requests can be met
• Place ads
• Manage ad-related billing
• Serve as point of contact for applicants and direct questions to appropriate Schools when required 

Note: HR is available to provide training on PageUp and aid in interviewing committees regarding the effective interviewing techniques

The Department Head or Search Committee Chair will:

• Review application materials found inside PageUp
• Interview prospective candidates
• Oversee the collection of confidential reference letters via Pageup
• Evaluate references, credentials, and qualifications of applicants
• Conduct recruitment in a non-discriminatory manner consistent with the Institute's values and prescribed by applicable local and federal requirements

The Department head or Search Committee Chair will:

• Prepare a formal request to the dean that includes the following:
  • Department or school vote (in the absence of departments)
  • Research area and alignment with Institute priorities
  • Strength of the candidate in the areas of Teaching, Service, and Research
  • Summary of the recruitment process

The Office of the Dean will:

• Request demographic data from HR or the Office of the Provost
• Review recommendation with Department Head or Search Committee Chair
• Follow the Provost's recommendations for extending a soft (email) invitation of employment
• Sent the soft (email) invitation of employment acceptance and start-up spreadsheet to the Office of the Provost
• Request that HR begin the background check and credentials verification
• Prepare an offer letter
• Prepare an online offer card in PageUp including:
  • FOAPA and relocation information
  • Dean's offer letter and all other supporting documentation
  • New Hire Liaison
• Submit the online offer card to the Office of the Provost for final approval

The Office of the Provost will:

• Ensure financial approval
• Prepare an offer letter
• Attach Provost's offer letter to the online offer card
• Approve the offer card to submit to HR

The Division of Human Resources will:

• Perform the background check and employment certification
• Review the salary recommendation for internal equity, market competitiveness, and adherence to approved budget and hiring plans

The Division of Human Resources will:

• Extend the offer to the candidate
• Send a copy of the invitation email and letters to the Department Head or Search Committee Chair, Dean, and members of the staff involved in onboarding
• Manage foreign national work authorization process

The Candidate will:

• Accept offer online
• Complete new hire tasks
• Schedule an in-person completion of the form I9
• Initiate work authorization actions when a non-resident alien

The Office of the Dean will:

• Communicate with the candidate and track pending invitations

The Division of Human Resources will:

• Conduct background check and validate credentials
• Review the salary recommendation for internal equity, market competitiveness, and adherence to approved budget and hiring plans
• Review for compliance with federal and state employment laws as well as Institute guidelines during the recruitment process
• Approve and return the PAF to the Office of the Provost (with a copy to the Office of the Dean)

The Office of the Provost will:

• Complete Faculty Data Form entries into Banner
• Schedule New Faculty Orientation

The Division of Human Resources will:

• Identify and initiate work authorization needs for foreign nationals
• Ensure completion of New Hire Tasks located in the employee's Onboarding Portal in PageUp
• Schedule the mandatory New Employee Orientation (NEO)
• Process New Hire Paperwork
• Provide the employee and school liaisons with RIN and RCS user account

The Office of the Dean will:

• Assist with relocation needs
• Communicate start-up logistics: Office and lab space, Graduate Student support, Etc.
• Process Institutional access: Concur, Cayuse, Oscar, Etc.