Initial Appointments

The following list of documents constitutes what we refer to as the "Standard Order" of paperwork required for an initial tenure track appointment for review and approval through appropriate administrative channels. This list relates to and is partially duplicated by the document titled "Dossier:  Format for Tenure Track or Tenured Faculty Review. " However, the guidelines below include other administrative documents and forms which in total comprise the appointment package but are not a substantive part of the faculty committee review process.

Supporting documents are required for the following appointments:

• instructor (usually provisional pending degree completion)
• assistant professor (four years, probationary)
• associate professor (five years, probationary)
• associate professor with tenure
• professor with tenure

 

In order for paperwork to move expeditiously through the system two necessary forms are required (1) Form AP-2 is to be completed for a new appointee who is Exempt for the Personnel Act (EPA) and to effect any subsequent changes in the reappointment and/or promotion process, and (2) Form AP-2a which outlines Faculty Appointee Certifications and Conditions of Employment and is required only for initial appointments. Please verify that information is correct.

** This is a required step to be completed at the Department and/or School/Division for all employees in a Healthcare Environment. Documentation specific to this requirement need not be attached to the EPAWeb action unless requested by appointing School/Division. **

The Department of Environment, Health and Safety (EHS) establishes policy and procedures to support the University's overall mission, which includes maintaining a safe environment; ensuring regulatory compliance; and recognizing and controlling health and safety hazards.

For the purpose of meeting EHS requirements, "employees in a Healthcare Environment" applies to those employees whose position requires that they enter facilities where patient care is provided, whether in a patient care area or in an administration wing. As stated in the Conditions of Employment, employees in a Healthcare Environment are required to comply with the University's Department of Environment, Health and Safety (EH&S) policies and procedures regarding vaccines, medical surveillance or other required safety training within the first 10 days of your employment. Questions about which positions are impacted by this policy should be directed to the appropriate School/Division.

The Department and/or School/Division is responsible for ensuring this requirement is met. It is encouraged that a Department and/or School/Division with positions affected by this policy develop a process to have candidates complete this form during final selection of the recruitment process in order to ensure requirements have been met within the first 10 days of employment.

Questions about policy requirements should be directed to EHS (that office telephone number is 919-962-5507 and more information is available on their website at http://ehs.unc.edu/manuals/).

Information in the curriculum vita should be provided in the following order for ease of review by the applicable committees.  Please date the CV so reviewers will know that they have the most recent version and number pages.

• Personal
• Education
• Professional Experience
• Honors
• Bibliography -- on all items, show author order
• • Books and Chapters, including pages
  • Refereed papers/articles, including pages
  • Refereed unpublished oral presentations and/or abstracts
  • Other unrefereed works, including book reviews, dissertations, monographs
• Teaching record
• Grants (source, amount, type of grant, role on project, starting and ending dates)
• Professional Service:
• • To discipline
  • Within UNC-Chapel Hill

Important Note: CVs should not include age, date of birth, marital status, or social security number (SSN). These items are not relevant and should always be omitted from the CV.

Recommendation letter from the Dean to the EVC&P or from the Chair endorsed by the Dean.  Evidence of teaching or promise thereof, if not obvious, should be addressed.  For tenure appointments, include the vote of the faculty (yes, no, abstain). (mark with tab)

If applicable, include the committee report.

A minimum of four letters of evaluation which may come from individuals with whom the candidate has worked are required, normally all four from outside the institution.  Ideally, all of the letters should come from research universities (RU/VH) with very high research activity).

If more than four are received, include all.  (mark with tab)

A minimum of four letters of evaluation are required: all four from outside the institution, all from individuals independent of the candidate, two from a list provided by the candidate and two from individuals selected by the Department Chair or Dean, as appropriate. Ideally, all of the letters should come from research universities (RU/VH) with very high research activity).

If more than four are received, include all.  (mark with tab)

Provide an additional information of materials that the school would like to submit which is not duplicative of the previous documents requested, e.g., support information on clinical service, and/or administrative duties.

Following consultation with the Dean's Council, the Chancellor's Cabinet, the Executive Committee of the Faculty Council, and the Board of Trustees, the University has adopted a policy which will implement pre-appointment criminal conviction checks for all newly appointed members of the faculty effective July 1, 2007. These checks will be conducted only at the time of a faculty member's initial appointment and not for currently appointed members of the faculty nor at the time an existing faculty member is reappointed or promoted.

These checks are intended to assure that we do not appoint individuals to faculty positions with prior criminal convictions who pose an unacceptable risk to the University or its employees, students, and visitors. The newly implemented faculty check is identical to what has long been conducted for all new SPA and EPA non-faculty hires.

Provide the number of copies (sorted, not grouped) for the applicable committee review:

• Arts & Sciences Advisory Committee (ASAC):  6
• Academic Affairs Professional Schools:  4
• Health Sciences Advisory Committee (HSAC):  8

Only one copy of the following should be forwarded with the above # of packets:

• Copy of New Employment EPAWeb action (or Advanced Transmittal Form)
• Faculty Appointee Certifications and Conditions of Employment (Form AP2a)
• EEO Approval
• Recommendation for Joint Appointment form (if applicable)

Include the above documents with the packet of Originals.

Disposition of the following documents:

• Tax Cards (send directly to Payroll)
• Payroll Direct Deposit Form (send to Payroll)
• OP1 (keep in dept office)
• Criminal Conviction Check Authorization  [Appointee should send form in sealed envelope marked "confidential" to the appropriate Dean's Office.]
• I-9 forwarded to EEV Coordinators in HR Workforce Planning & Compensation after EEV verification is completed (Write approved EEV number on top of I-9 form)