Faculty Employment using People Admin

Implementation information for using People Admin for Faculty/Adjunct Hiring (Spring 2026)

Link to People Admin Applicant Tracking module (used by internal hiring departments):

Link to Applicant Portal (used by applicants to apply for positions):

 

Workflow Diagrams (updated April 2026)

Permanent Faculty hiring workflow Disposition list (pdf 68.7kb)

    The Dean's Office will initiate the Hiring Proposal. 
    The Office of Academic Affairs will generate the Offer Letter.
    The Dean's Office will secure the signed copy of the Offer Letter and attach it to the Hiring Proposal.
    HR will complete the background check and secure needed documents.
    HR will notify the Dean's Office to initiate the ePAF.
    The Office of Academic Affairs will finalize the Hiring Proposal once the ePAF has been approved.
    HR will seat the employee in the position and assign the onboarding checklist.
    The Office of Academic Affairs will need to ensure the posting is Closed and marked as Filled in order to ensure all candidates are notified of their application status.

      Posting for permanent faculty vacancies is done by the office of Academic Affairs. The department should forward any relevant details including position description, requirements, search committee chair/member list, guest users, open posting date, and the date for review of applicants.

      Academic Affairs (Faculty Hiring Manager role) will be responsible to post the vacancy, make any changes as needed, and close the vacancy once a candidate is hired.

      The Search Committe Chair should work with the Search Committee Members and any outside Guest Users involved. All members will have access to the posting in order to review each of the applicants. Only the Chair will have the responsibility to move the applicants through the workflow and assign final dispositions.

        Go to the Applicants tab for the Posting. Ensure your Authorization Group in the top right is "Search Committee Member".

        All applicants begin with the status of "Under review by Search Committee". Click the link for each one and review the applicant's details and attachments. All the search committee members should review the information and coordinate with the chair when required.

        For applicants in the "Under Review by Search Committee" state. The first selection choice would be:

        • Candidate does not meet minimum requirements
        • Candidate not referred
        • Candidate moved forward to Virtual Interview

        For applicants in the "Virtual Interview" state. The next selection choice would be:

        • Not interviewed (could not reach for interview)
        • Interviewed, Not hired
        • Candidate moved forward to Dean for on-campus visit selection

         

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        The search committee will schedule on campus visits for the selected candidates.

        After review with all parties, the chair will take final actions on the candidates in the "On Campus Inteview" state and move them to:

        • Interviewed, not hired
        • Interviewed, recommend for hire (an email will be sent to the Dean's office to initiate the hiring proposal)

      The Hiring Proposal may begin once the unofficial offer has been accepted.

        The Dean's Office will initiate the Hiring Proposal within the People Admin system.
        Navigate to the candidate within the Posting's Applicant tab. Double-click on the candidate, then find the Start ATS Hiring Proposal link in the top right of the screen, below the Take Action button. Complete all available information and then, at the summary page, click the Take Action button and move the Hiring Proposal to the Offer Letter step.

        Academic Affairs will generate the offer letter, attach it to the hiring proposal, and then forward the Hiring Proposal to the Dean's Office.

        The Dean's office will obtain the candidate's signature on the offer letter and then upload it to the hiring proposal. After attaching the signed offer letter, take action and send the hiring proposal to HR for the Background check.

        Human Resources will email the candidate a link to the background check authorization and obtain Student Loan Default form.

        Once the positive background check results are received, HR will generate the CWID, request the I-9, and then move the hiring proposal to Academic Affairs.

        The Dean's office will receive an email with instructions to initiate the ePAF.

        The hiring proposal will remain pending with Academic Affairs util the ePAF has been approved. The PAF# will be entered on the hiring proposal and then moved to HR.

        HR will move the candidate to Hired and assign the onboarding checklist via People Admin.

        An email will be sent to Academic Affairs to mark the Posting as Closed/Filled. Once the Posting is marked as Filled, all applicants will receive an email notification and their status on the Applicant Portal will be updated.

       

      The Department will provide the position description and relevant details to the Office of Academic Affairs.

      The Faculty Hiring Manager will create the Posting in People Admin.

      All applicants begin with the status of Under Review by Department Head. Access by people in this role is secured based upon the department of the posting and the user group of the employee.
      Applicants are reviewed and either marked as "Recommend for Hire" or "Not Selected". If an applicant is marked as "Not Selected" they will be able to see that status in the Applicant Portal immediately.
      Applicants may instead remain in the "Under Review" state throughout the academic year pending future needs. They will see a status of "In Progress" until the posting closes at the end of the academic year.