Personnel Records Office (PRO)
The Personnel Records Office, located on
87 East Main Street, is the office through which all faculty, professional,
and graduate employee contracts are processed. This office can offer assistance
in the processing of new appointment forms and records.
The hiring of new faculty and professional employees is handled by the employing department. The Budget Office, Affirmative Action, the Personnel Office, and the Office of the Provost may all be involved in the new hire procedure.
The F/P Position Request/Notice of Appointment Form consolidates all the information and approvals necessary to create a budgeted position and to appoint all new faculty and professional employees. The F/P Form is divided into two parts. The top half is to be used to: (1) create a new position in the budget; (2) "unfreeze" a vacant line in a period of a position freeze; or (3) advise the Budget Office of the intent to fill a vacant line in a period of no position freeze. The top half of the F/P should be completed by the department and signed by the Chairperson before sending the form to the Dean for signature.
a. Budget Office for appropriate account code and line number;
b. Budget Office will contact the President or Provost (depending on source of funding) for approval of new position.
a. is ex-officio member of all search committees;
b. advises department regarding Affirmative Action advertising;
c. sends department "Affirmative Action Guidelines for Recruiting and Hiring;"
d. can answer questions regarding promotion within the department.
a. All positions are placed on the Hotline.
b. Other advertising is at discretion of department with advice from Affirmative Action Office.
c. Advertising is charged to requesting department.
d. Employment Office sends department "Interviewing Guidelines" to assist in planning interview.
a. Supplemental Form* (blue Affirmative Action card) to be completed and returned to Affirmative Action Office;
b. top portion of blue card completed by department (Name of department, Position applied for, and Date mailed) before sending to each candidate.
a. completes Affirmative Action/Personnel Development Sign-Off form* (AA/PD);
b. obtains signatures from search chair, department head, and dean or vice president (personnel development signature is not needed);
c. sends AA/PD form to Affirmative Action Officer for approval;
d. President's approval is also required for defined senior professional positions.
a. If candidate is external, offer may not be greater than 50 percent above minimum for position without written approval from Vice President for Employee Relations via appropriate Dean or Vice President.
b. If candidate is internal, the offer may not be greater than the minimum for position OR 10 percent above candidate's current salary (whichever is greater) without written approval from Vice President for Employee Relations via appropriate Dean or Vice President.
c. If position is a lateral move for the internal candidate, no salary increase may be offered without written approval from Vice President for Employee Relations via appropriate Dean or Vice President.
a. completes bottom portion of F/P "Notice of Appointment;"
b. obtains signatures from chair/director and dean/vice president;
c. sends letter of regret to ALL unsuccessful candidates.
a. F/P* Faculty/Professional Position Request
b. AA/PD* Affirmative Action/Personnel Development Sign-Off
d. Biographic Data Form*
e. W-4* Employee Withholding Exempt Certificate
f. I-9* INS Employment Eligibility
g. Personal Data Form*
h. U.S. Tax Authorization*
a. F/P* Faculty/Professional Position Request (Department need not complete Notice of Appointment - bottom section)
b. AA/PD* Affirmative Action/Personnel Development Sign-Off
c. PAF Department obtains employee's PAF from previous department and makes all necessary changes in red ink
Replacement Professional Position
a. chair/director and dean/vice president for signatures;
b. Classification and Compensation for verification of salary range.
Waiver of Posting for Internal Promotion in Professional Positions
In an effort to foster career development
among professionals and to adhere to affirmative action policies, the following
procedures should be followed when a department wishes to promote a professional
employee within the unit:
a. employee's PAF with changes made in red ink and with signatures of
(2) dean/vice president
(3) Affirmative Action Officer.
Forms Used in Contract Processing
This form is to be used for initial appointment of faculty and professional members. Upon completion, the form is sent with all copies to the Personnel Records Office. Form #UDC 9070170
Use this form for initial appointment of graduate students. This form is to be sent with all copies to the Personnel Records Office. Form #UDC 9070150
This form is prepared by the department and the white copy is submitted to Personnel Records Office. The yellow copy is forwarded to the Information Services.
This form is completed by the department and sent to Personnel Records Office.
This form is completed by the employee and sent to Personnel Records Office.
This form is filled out and signed by the employee to claim exemptions for tax purposes. No employee can be paid without this form on file.
This form is required by the Immigration and Naturalization Service and is necessary for all employees hired after November 16, 1986. This form must be on file before a paycheck can be issued.
Three of the letters of recommendation submitted in support of an individual's candidacy for the position must accompany the contract for initial appointments of faculty and professionals.
Summer Appointments--Continuing Education and Summer Session Teaching
The "S" contract is used for Continuing Education, Winter Session, and Summer Session overload and research appointments. Separate Contracts should be used for Continuing Education and Summer Session courses. A faculty member teaching both a regular Summer Session course and a Continuing Education course should receive two separate contracts.
Off-campus faculty are sometimes employed to teach in these sessions. For initial hires of these off-campus people, attach the Biographic Data Form, the Personal Data Form, the U.S. Tax Authorization Form, the I-9 Form, and the W-4 Form.
Payments for Newark Campus overload courses comprised primarily of matriculated students are to be charged to the department's unrestricted account:
Processing of Professional Employee Reappointments
The Budget Turnaround Form will, in most cases, be the official document used to implement salary changes and renewals of contracts. This form will generate Personnel Action Forms (PAF's) that will be distributed to Deans/Vice Presidents, Departments, and employees. The PAF will serve as the University's official notice to each employee of extension of contract and salary adjustment. The existing PAF will become the historical copy for the Department to keep. Once salary levels for the next fiscal year have been indicated on the Budget Turnaround form, the work is complete.
All fiscal transactions are completed by
the PAF. Approved demographic changes (e.g., titles, second appointments)
will be done by APO.
Contracts for Visiting Faculty and Professional Staff from Foreign Countries
In preparing contracts for faculty and professional staff from foreign countries who are being employed for a full year, the following statement, if authorized by the Provost, should appear in the block marked "Comments":
Upon arrival on campus, cash equal to first months's salary due will be available on request to the Payroll Office.If it is a contract for teaching in Summer or Winter Session, the statement should read:
Upon arrival on campus, cash equal to one-half salary for the session (first Summer Session/Second Summer Session/Winter Session) will be available on request to the Payroll Office.This statement will give Payroll the authority to issue these funds and will eliminate the necessity of department chairpersons preparing memoranda in making such requests.
In addition, if travel expense is part
of the contract, indicate the amount to be paid so that a check can be
available to the employee upon arrival on campus.
The following guidelines should be adhered to in preparing contingency contracts:
Contract Renewals for Non-Tenure Track Faculty
See the University of Delaware Faculty Handbook, Section III,