Enhancing Adjunct Faculty Recruitment Process for Student and Adjunct Success

Adjunct Faculty Recruitment Process Update March 2022 Developed Collaboratively by: Laurie Doty Administrative Assistant, Office of the Provost Dr. Erin Laverick Assistant VP of CUAA Academics Amy Labiszak Administrative Assistant, Office of the Provost Lisa Stenulson Coordinator, School of Arts & Sciences Eric Schulz HR Generalist Sandy Hannemann HR Agreement Manager Dr. Elizabeth Evans Executive Director, Curriculum Improvement, Academic Assessment and CELT

Introduction & Welcome: Why update the Adjunct recruitment process? Ensure Student Success Successfully recruiting adjuncts to serve our students with high quality education Ensure Adjunct Success Making sure adjuncts complete all employment steps Ensuring onboarding and orientation completed Ensuring successful onboarding of our adjunct faculty members who are an asset to our ability to deliver high quality education Attempt to provide necessary training/resources before classes Implementation of FLAC FLAC implemented July 21 for scheduling adjunct courses and pay Many staff and teams involved with FLAC to help improve adjunct compensation and scheduling Better Connection of Teams Involved Staff/teams work collaboratively through entire process Process Improvement/Effectiveness Need for clarity and succinct process Need for streamlining the recruitment flow between all CUWAA individuals and departments involved Prior process outdated due to identification of liability issues Reduce Liability Risks Reducing liability risks to employing adjuncts Avoid having adjuncts work before officially hired Avoid hiring adjuncts not qualified to teach Ensure adjunct new hires align with CUWAA mission and values and LCMS Adjunct Success Adjunct Success Connecting Teams Involved Student Success Student Success FLAC Process Effectiveness Liability/ Risks

Key Teams Involved with the Adjunct Recruitment Process Human Resources Department Department: Chair, Program Director, or Designee and FLAC Leads Dean of School Vice Provost of Academic Affairs/Office of the Provost IT Department Center for Excellence in Learning and Teaching (CELT)

Adjunct Recruited! Adjunct Needed! Adjunct Recruitment Process Overview Space Application Phase Onboarding Phase Hiring Phase Selection Phase

Key Resources: Adjunct Recruitment & Hiring Process Document

Key Resources: Throughout Recruitment Process Recruitment Process Contacts: Human Resources Department human.resources@cuw.edu // 262-243-4529 Office of the Provost Officeoftheprovost@cuw.edu // 262-243-2032 ApplicantPro https://admin.applicantpro.com Adjunct job ad listings for schools Departments use to receive and review applications continually HR uses to send decline letters to applicants not chosen CU Portal my.cuw.edu or my.cuaa.edu Resources tab > Forms Repository channel > keyword Adjunct Faculty tab > Adjunct Instructor Resources channel Ministry Mobilizer Used by candidate to submit background check application Used by HR to screen candidate s background and approve for hire Banner Assigning new adjunct ID Designating course assignments Scheduling payments CU Email Main mode of communication between teams

1.0 Application Phase 1.1 Job Ad Listing HR will setup general/future interest adjunct job ads on CUWAA employment page for each school allowing for applicants to apply at any time If specific adjunct job postings are needed, notify HR Departments can share link to CUWAA employment page for identified adjunct applicants to apply Centralizes all applications through ApplicantPro keeping applications confidential and organized Example: *TEST Adjunct Faculty - School of Health Professions (General/Future Interest) - Ann Arbor, MI - Concordia University Wisconsin/Ann Arbor Jobs (applicantpro.com) (Link open during the live presentation only) 1.2 Application Access Setup Departments notify HR of anyone on their hiring team that may need access to view adjunct applications in ApplicantPro HR assigns access as needed to the School s adjunct job ad listing 1.3 Application Screening HR review applications routinely and marks any without religious affiliation as Reviewed: Check Mission Fit Department reviews applications as needed to identify potential adjunct candidates Candidates must be qualified to teach Minimum requirements: Master s degree in subject area Professional experience in subject area Christian affiliation Membership in a Christian congregation *Any exceptions to minimum requirements must be approved by Vice Provost of Faculty Affairs or other Designee

2.0 Selection Phase 2.1 Candidate Selection a) Selected for Interview - Department contacts candidates selected and invites them to interview Resources: Adjunct Faculty Interview Instructions & Interview Form (CU Portal) b) Not Selected for Interview - Department sends list of applicants considered, but not chosen to HR for decline letters 2.2 After Interview a) Candidate Selected - Department contacts candidate to notify them of selection and requests that they have their granting institution send their official transcript of highest degree to the Department for university review and approval *Make sure to tell them NOT to have transcript sent to the HR office or the Office of the Provost as it may get lost b) Candidate Not Selected Department either contacts the candidate to decline them and notifies HR or notifies HR to send decline letter to candidate 2.3 Submit Adjunct Hiring Packet for Approval Department compiles and submits Adjunct Hiring Packet to Dean for review and approval to hire Adjunct Hiring Packet includes: Adjunct Approval Form, Official Transcripts, application copy, CV copy, and Adjunct Interview Form Resources: ApplicantPro and CU Portal 2.4 Adjunct Approval Review Dean reviews Adjunct Hiring Packet and either notifies Department denial or approves and sends packet to Office of the Provost Office of the Provost reviews packet and notifies Department and HR of approval or denial 2.5 Adjunct Candidate Hiring Status a) Approved Department contacts candidate to inform them of selection pending background check; informs candidate of course compensation structure b) Denied Department contacts candidate to inform them of denial; reviews ApplicantPro for additional candidates

3.0 Hiring Phase 3.1 Candidate Background Check & Employment Packet HR emails employment packet and background check policy/link to the adjunct candidate for completion HR monitors background check submission and status HR work with candidate to receive and complete employment packet 3.2 Background Check & Employment Packet a) Passed and Complete HR assigns F00 ID number in Banner, classifies candidate as adjunct, and emails Department and Office of the Provost that the candidate is officially hired *CANDIDATE OFFICIALLY HIRED: Only at this point in the process is the adjunct candidate considered officially hired. They may only begin to work after this step. Exceptions would need to be pre-approved by the HR department b) Failed or Incomplete HR notifies Asst. VP of HR/Dir. of HR for guidance whether able to hire or not If unable to hire, then HR will notify Dept. Chair/Program Director/Designee and Office of the Provost

Please Note: Some of these steps will occur consecutively while others can occur simultaneously. They are listed in an order for this phase for clarity purposes. 4.0 Onboarding Phase 4.1 Mark Active in Banner Department or FLAC Lead marks new adjunct as active in Banner (SIAINST) 4.2 Account, Email, and Database Setup IT Department sets up email account and database access for new adjunct; notifies new adjunct of email and access 4.3 Designate Teaching Assignment(s) Department schedules teaching assignment(s) via schedule to registrar If registrar deadline missed, Dept. must communicate to FLAC Team Lead FLAC Team Lead enters assignment in Banner SIAASGN 4.4 Confirm Adjunct Teaching Assignment(s) Department or FLAC Team Lead reviews assignment, compensation, and FOAP/org information in Self Service Banner 4.5 Lock Adjunct Teaching Assignment Dean reviews assignment, compensation, and FOAP/org information in Self Service Banner and locks assignment(s) 4.6 Adjunct Employment Documents Office of the Provost starts folder on the adjunct instructor and key documents scanned into Banner Xtender. 4.7 Notify New Adjunct of Department Processes/Expectations Department informs and instructs new adjunct of dept. policies, expectations, practices, opportunities, and resources Ex: CU Portal, Self Service Banner, Blackboard, Attendance taking, Zoom room set up, and other classroom resources) 4.8 Adjunct Faculty Orientation CELT Dept. completes orientation and informs of university teaching and classroom resources Resources: CU Portal > Faculty tab > Adjunct Instructor Resources channel

Your feedback is welcome! Please email human.resources@cuw.edu with ideas for improvement for the next update on this process. We appreciate your cooperation with this process! Your help in following this process ensures we can provide high quality education to students by successfully recruiting high quality adjunct faculty members timely, smoothly, and correctly. Thank you for attending today s presentation!