Faculty Position Description Form (FPD)
An FPD is required to establish a new faculty position, or change, update or inactivate
an existing faculty position.
- Department ID Change: If it is determined that a position should be transferred to
another department, an FPD should be submitted to request a Department Transfer.
- Primary Job (Job Title) Change: A faculty position with an established title/rank
(e.g. Assistant Professor) can be recruited for using a range of titles/ranks (e.g.
Instructor/Assistant Professor/Associate Professor/Professor) with a statement notifying
potential applicants that the title and rank of the position is commensurate with
the final candidate's qualifications. At the time of selection, if the title/rank
needs to be changed for the formal offer and hire, an FPD must be submitted requesting
a Title Change.
- Reports To: An FPD must be submitted to update the Reports To section if supervisory
duties shift to different employee.
- Campus Address and Campus Extension: An FPD must be submitted to update office location
and contact information.
- Position Inactivation: If a position will no longer be included in the department's
budget, the position should be inactivated in Position Management. If the position
is filled at the time this decision is made, the proposed effective date must be future
dated one month (30 days) after the employee's effective termination date to ensure
the incumbent's vacation/leave payout is processed correctly. It is strongly encouraged
that the department initiate the inactivation of the position by submitting an FPD
on the effective date of the incumbent's termination. This will ensure that the position
is not inactivated if the termination is rescinded.
- Position Activation: If a current inactive position will be needed in the department's
budget, an FPD must be submitted to activate it prior to recruitment or hiring.
- Work Commitment Changes: If the work commitment (EFT) for a position is reduced or
increased, an FPD must be submitted to request this update. *Changes in work commitment
can affect the status and title of a current position (e.g. An Assistant Professor
position with a 75% work commitment (.75 EFT) is considered a Part-Time Assistant
Professor. If the work commitment were to be increased to 100% work commitment (1.0
EFT), the status would change to full-time and the title would change to Assistant
Professor.) All positions at 1.0 EFT are full-time and must go through competitive
recruitment.
- In order for the hire data to be accurate in the personnel system (PeopleSoft), submission
of the FPD must occur prior to initiating the ePAR (Electronic Personnel Action Request).
ePAR (Electronic Personnel Action Request)
To be completed by the hiring unit:
- A completed ePAR that has been institutionally approved is required for all faculty
actions.
Offer Letter - Signed Acceptance
Offer letters with signed acceptance should be submitted with supporting documents
as appropriate to the type of faculty appointment. A checklist should accompany all
faculty appointment packets submitted to Faculty Support Services. Please click on
Resources for Faculty Actions page for a list of checklists per type of faculty appointment.
Badge ID
To be completed by the hiring unit:
- Policy - Public Safety Division No. 1.6.11
Augusta University Administrative Policies and Procedures Office of Primary Responsibility:
- A Badge ID Form must be completed by the hiring supervisor and submitted with the
appointment paperwork. All new employees will be issued a photo identification badge
that must be visible at all times while on campus, in associated facilities, or other
property operated by Augusta University.
Criminal History Record Release & Background Investigation Form
To be completed by the prospective faculty member:
- All paid employees of Augusta University upon accepting an offer of employment will
complete a standard criminal background check form to initiate the Criminal Release
and Background Investigation.
- The hiring unit will provide a copy of the form to the prospective faculty member
for completion, signature and return to either the hiring department contact or Faculty
Support Services in the Human Resources Division by the specified deadline date outlined
in their offer letter.
- Criminal history reports are run within the 30 days immediately preceding the faculty
appointment start date.
Ethics Policy Statement Form
To be completed by the prospective faculty member:
- The purpose of the Ethics Policy is to communicate to all Augusta University employees the expectation and requirement
of ethical conduct and compliance with all applicable laws, policies, rules and regulations.
Confidentiality Statement Acknowledgment Form
To be completed by the prospective faculty member:
- Augusta University maintains strict confidentiality and security of records in compliance
with the Family Educational Rights and Privacy Act of 1974 (FERPA), the Health Insurance
Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley Act (GLBA),
in addition to other federal and state laws. These laws pertain to the security and
privacy of all records that contain information that could reveal private information
concerning a student, employee or customer/patient.
- The Confidentiality Statement form should be printed by the department and provided
to each new faculty employee along with other pre-employment forms for their completion
and return to the hiring department representative for appropriate processing.
Sexual Harassment Policy Acknowledgment Form
To be completed by the prospective faculty member:
- The purpose of the Sexual Harassment Policy is to communicate to all employees that
Augusta University is committed to maintaining our academic community as a place of
work and study for staff, faculty and students, free of sexual harassment and all
forms of sexual intimidation and exploitation and should be provided to each new employee
for review.
- The Sexual Harassment Policy form should be printed by the department and provided
to each new employee along with other pre-employment forms for their completion and
return to the hiring department representative for appropriate processing.
Curriculum Vitae (Augusta University Format)
To be provided by the prospective faculty member:
- An up-to-date curriculum vitae (CV) is required for all new faculty actions as well
as for actions on current faculty that are recommended for emeritus status, a distinguished
faculty title, or other recommendations to be determined.
- CVs in the Augusta University format are not required for new adjunct or clinical/adjunct
faculty actions.
Proof of Highest Degree
To be provided by the prospective faculty member or obtained by the hiring unit:
- An official, original transcript showing the degree and date awarded with school seal
is required.
- Faculty Support Services will verify degrees earned within the USA through the National
Student Clearinghouse (NSC), provided the hiring unit initiates the request through
Faculty Support Services by providing the degree verification form.
- Submission of proof of the highest degree will not be required for returning faculty,
if the proof of degree in their file is in accordance with current guidelines and
institutional requirements. The hiring unit must verify that the document in file
may be submitted with the faculty action.
- When the prospective faculty member has obtained his/her highest degree from a college
or university outside of the USA, he/she must have his/her official transcripts showing
the degree and date awarded with the school seal evaluated by an agency, such as Josef
Silny & Associates, Inc. that requires original documentation from the home institution
and includes a course by course evaluation.
- The evaluation agency chosen by the new Augusta University faculty member to perform
evaluation should send the official evaluation of the transcripts, which includes
a course by course evaluation as well as a description of the degree/diploma, directly
to the appropriate dean's office representative. The cost for this service ranges
from $100 to $125. Payment of the evaluation is the responsibility of the prospective
faculty member; however, if the authorized representative of the school or department
elects to pay for the evaluation, only non-state funds may be used.
- For Adjunct and Clinical/Adjunct Appointments - Proof of highest degree is to be provided
by the prospective faculty member or obtained by the hiring unit when a License or
Certification is not applicable to the faculty appointment:
- If the institution from which the candidate earned their degree is not an NSC participant,
submission of a signed release for information must be signed by the faculty candidate
and submitted to Faculty Support Services for processing.
- A notarized copy of the diploma as proof of degree may also be submitted. Documents
provided that do not have an original notary indicating "true and exact copy of the
original" will not be accepted.
License or Certification Verifications
FT PT CL
To be provided by the prospective faculty member or obtained by the hiring unit:
- Verification of Professional GA Medical Licensure
(MCG & Allied Health) / Certification
- Verification of Professional GA Licensure
(Nursing & Dental Medicine) / Certification
- Verification of a professional GA license or certification must be submitted at the
time of new appointment.
- Continuation of employment and subsequent contract renewals are contingent upon maintaining
an up-to-date professional license or certification. If a copy of the current GA license
or certification is made for verification purposes, it must be notarized as "a true
and exact copy of the original document."
- When available, a printout will be accepted from the official website indicating license
information. Note: A printed page from the above website does not require a notarization.
Status of Drug Screening
It is the responsibility of the hiring unit to ensure that the letter of offer details
the initial steps of the screening process when it is sent to the successful applicant
of a position requiring a pre-employment drug screening. The applicant can elect to
have the screening at the GR Medical Center's Employee Health & Wellness clinic or
a non-GR Medical Center certified testing facility. The hiring unit should schedule
the screening at Employee Health & Wellness using the Service Approval Form and provide
the prospective employee with the appropriate forms to have them available at the
scheduled appointment. Results are maintained in Employee Health & Wellness if the medical
center site is selected. Results for screening at a non-GR Medical Center certified
facility are submitted directly to Employee Health & Wellness from the testing facility.
Probationary Credit Toward Tenure
FT Non-Tenured, On Track
To be provided by the prospective faculty member or obtained by the hiring unit:
- An employment verification letter from the institution where prior tenure credit was
earned. The letter should verify the type of tenure track, rank and years of service.
Submit the letter with the action form to the hiring department representative to
support a recommendation of one to three (1-3) years of Probationary Credit Toward
Tenure (PCT) and indicate the number of years.
Augusta University Non-Faculty Employee Appointment as Clinical/Adjunct Faculty
Clinical/Adjunct Appointments - CL
To be provided by the prospective faculty member or obtained by the hiring unit:
- The immediate supervisor of a Augusta University non-faculty employee or an administrative
faculty member without academic rank who is recommended for a clinical/adjunct faculty
appointment must submit a letter requesting a clinical/adjunct appointment to the
dean of the appropriate college and the Provost for approval.
Parking Pre-Employment Application
FT PT
To be completed by the prospective faculty member:
New Research Faculty Transition Form
FT PT (Required Only for Research EFT Faculty)
To be provided by the prospective faculty member and faxed or scanned by the hiring
unit:
- The form should be printed by the hiring department and provided to each new faculty
employee who will perform work in a laboratory setting along with other pre-employment
forms for their completion and returned to the hiring department representative for
appropriate processing.
- The form should be faxed or scanned to the appropriate contact as indicated on the
form and submitted with the faculty appointment paperwork.
