M-Recruit

The faculty offer letter process is completed in the M-RECRUIT application. You will upload all documents into that application. Once all the information is complete, the appointment can be imported into M-ACE for the next steps.

How to Initiate Faculty Appointments

Offer Letter Process

EIS

The Environmental Impact Statement (EIS)/Request to Fill a Position (RFP) are completed, submitted and reviewed/approved within the M-RECRUIT application.

Job Posting Requirements

  • All positions require a job posting with the exception of Clinical Lecturers, Adjunct, and Visiting Appointments.
  • All postings must be posted for 7 days.

Note:  It's strongly recommended that if the department expects to appoint a Clinical Lecturer to an Instructional, Research, or Clinical Track position in the future, the position should be posted.  Clinical lecturers are required to compete in a search for these positions.  They are not automatically appointed to them.

Waiver of Posting and Advertising

In the rare event that only one candidate will be considered and there's no reason to notify others of the available position, departments may obtain a waiver of posting from the University's Affirmative Action Office. Request a waiver through the Office of Faculty Affairs.

Legitimate reasons for waivers may include:

  • Spousal recruitment.
  • Expertise in a limited field.
  • Appointment to a program to which they applied for (such as the Biomedical Sciences Scholars Program).
  • Only candidate for whom the appointment would be possible (e.g. University acquires a physician's practice).

Job Postings

  1. Post Job in MPathways
  2. Job must be posted for 7 days
  3. Select 1st Approver to be Kim Leahy and 2nd Approver to be Lorna Altstetter.
  4. Office of Faculty Affairs will then input the Job ID number and Posting date in the M-Recruit Application.  

Offer Letter vs. Letter of Intent 

Depending on the faculty rank, either an offer letter or a letter of intent is required for all faculty recruitment. For those ranks in which the letter of intent is done during the recruitment process, a final offer is completed and given to the candidate once the appointment has been approved by central campus administration (i.e. the President, etc.).

Components of an Offer Letter

Follow this outline for the major components of a faculty appointment offer letter. For track- and rank-specific requirements for offer letters, see the faculty track pages.

Please note that new offers to faculty in subsequent years should be emailed to the Office of Faculty Affairs (to whomever handles the track and rank) for approval.

Type of Appointment

Contingency Clause

  • State that the offer is contingent upon approval by the Assistant Dean for Faculty Affairs, or the Medical School Executive Committee, as applicable to that appointment. 
  • State that the offer is contingent upon successful completion of a background check and pre-employment drug screening. If your new faculty member is currently living outside the US, please send your faculty member this form (ePassport) and have them print it to use the next time they are in the US.  
  • If applicable, state that the offer is contingent upon the faculty member securing valid immigration status and work authorization before the expected start date. This valid immigration status and work authorization must be maintained throughout the faculty member's employment.

Salary and Benefits

  • Salary must be divided into base, academic supplement, supplemental salary, incentive salary, and administrative differential. Summarize with a total annual salary.
  • Provide a statement about U-M benefits.
  • If it's a VA appointment, indicate the VA salary amount, and whether benefits will be provided by the VA or U-M.

Location of Work

  • Include a statement that work site locations may change, depending on staffing needs. 
  • If the candidate has any activity at the VA, include a statement about mandated random drug testing: "The VA has instituted random drug testing for all employees. You may be requested at any time during your employment to participate in this testing."

Laboratory Space

  • If lab space will be provided, describe the location and note that the space is subject to Medical School and department space policies.

Start-Up Funds

  • List all start-up funds, including the types of expenditures those funds can be used for. Describe any limit on the length of time a faculty member has to spend the funds.

Mentoring

  • List specific senior-level faculty members identified to serve as mentors for a junior faculty member. For appointments of senior faculty, describe the school's expectation of mentoring duties.

Evaluation of Performance

  • Include a statement that the individual's performance (teaching, scholarly activity, and clinical care) will be evaluated annually by the chair, the division head, or another leader. When appropriate, indicate that decisions about a re-appointment are based on this evaluation, and the needs of the department and the school.

Moving Expenses (if applicable)

  • Moving expenses can be offered at the department's discretion. They should be provided consistently within the unit. Maximum reimbursement amount is 1/12th of the annual salary, exclusive of lump sums and clinical supplement B. Specify a dollar amount in the letter.

Teaching

  • Outline the faculty member's teaching responsibilities, whether to medical students, graduate students, residents, nurses, or others.

Clinical Service

  • Outline clinical duties explicitly. Clinical privileges are given by the Office of Clinical Affairs for 2-year intervals. Medical staff bylaws, HIPPA compliance, and other rules apply. Professional licensure and appropriate board certifications must be maintained.

Research

  • Outline expectations for research, grant funding, scholarly productivity, and interdisciplinary efforts should be outlined.

Professional Development Funds (if applicable)

  • Explain the amount and the types of activities it can be used for.

Medical School Bylaws

  • The department should send a copy of the Bylaws on request or after the offer has been accepted.

Non-Compete Clause

  • This is required for all Clinical Track faculty appointments. Not necessary for Instructional Track, Research Track, or Clinical Lecturer appointments. Some departments may have exceptions to this rule.

Conflict of Interest

  • Regulations regarding conflicts of interest can be sent on request or will be provided after the offer is accepted.

Counter-Signature Line

  • The candidate should sign and return a copy of the letter, which then becomes a formal contract.

Academic Promotion

  • Advancement in the faculty ranks is contingent on excellence and independence in scholarly achievement, contributions to the educational mission of the University, and organizational service responsibilities.

Moonlight Policy

  • For those offers where clinical duties will be assigned, include this statement: "Since adoption of the first Medical Service Plan in 1973, it has been both University and Medical School policy that UMMS faculty with 50% or greater appointment are not permitted to perform clinical activities outside the University of Michigan and Health Centers unless under contract through the University of Michigan to an external site. The External Clinical Activity Policy provides clarification of this longstanding policy and describes the process and guidelines in which an individual may request Division, Department, and Dean's Office approval for an external clinical activity." 

Joint Appointments

For all joint appointments at the assistant professor, associate professor and professor ranks in which both appointments will be funded, a Memorandum of Understanding for Joint Appointments is required by the Office of the Provost. An MOU is not required for 0% (dry) joint appointments. Information and templates can be found online →

Research MOU

For all appointments at the research investigator, research assistant professor and assistant research scientist ranks, a Research MOU is required by the Office for Research. Go to the Research Track page for details →

Other Payments

For all offers that include other types of payments that don’t have associated effort (such as signing bonus, educational loan repayment assistance, contribution to a 401(K), deferred compensation, etc.) will also require that a Provost Justification Memo be uploaded into M-RECRUIT with the draft offer (Instructional Track). The Provost Justification Memo is an explanation/justification for the payment(s) and must include a statement of the value proposition of the faculty member to the department, full justification and reason for payment, and the department financial impact. Sample Provost Justification Memo →

For Clinical, Research and Lecturer tracks only need the MOU if the payment is greater than $25,000.

Offer Letter 

  1. Submit draft offer letter/MOU through M-Recruit for OFA Approval.
  2. An Appointment Activity Record (AAR) is required for most ranks and will need to be uploaded prior to submitting offer letter for approval.  The form is available on the HR website.
  3. Once offer letter is approved, the formal offer to candidate can occur.  
  4. Signed offer letter is uploaded into M-Recruit which will initiate the Pre-Hire Process.

Pre-Hire Process

All faculty candidates are required to complete the Pre-Hire Process. M-RECRUIT will require answers to a series of questions, which will then determine the pieces of the Pre-Hire Process required to be completed.  Candidate must have obtained an uniqname at this point.  

All candidates will receive "Welcome to University of Michigan" email:

  • This is where candidate will be asked to complete the Authorization, Immunity and Release Form
  • Most candidates will then receive a secondary email title: {Name} Employee Screening Info University of Michigan.  Upon opening this email candidate has 72 hours to complete steps within E-Passport.
  • Once all items are completed, candidate info can be imported into MACE to start the faculty appointment.

FAQ


Access:

Department Contacts reach out to Deb K or Cherie Saunders for M-Recruit Access.