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Special Research Faculty Hiring Procedures

SRF Ranked Appointments – Process Overview

The Special Research Faculty ranked appointment process is composed of the following general steps:

  1. Initiate a faculty search or request an exemption
  2. Appoint the new faculty hire

All Special Research Faculty ranked positions (regardless of funding) must be routed through the Office of the Vice President for Research (OVPR) for approval and subsequently to the Office for Equity and Inclusion (OEI).

Process for Search

Department creates a posting in PeopleAdmin and forwards to Senior Management/Dean for review/approval.  See your approved departmental “enterer” for assistance.

Dean will be notified by email that posting is awaiting review/approval.

  • If approved, Dean will forward to OVPR for review/approval.
  • If denied, Dean will return to the department. Automatic email reply does not work when returning postings, Dean will need to notify department posting has been returned.

OVPR will be notified by email that posting is awaiting review/approval. Posting will be processed within 5 business days.

  • If approved, OVPR will forward to OEI
  • If denied, OVPR will return to department. Automatic email reply does not work when returning postings, OVPR will notify contact listed in posting.

OEI will be notified by email that posting is awaiting review/approval.

  • If approved, posting will be placed on www.jobs.vt.edu for a minimum of 10 calendar days. OEI will forward copies of posting and letter assigning position number to department, OVPR and University Central Human Resources.  
  • If approval denied, posting will be returned to dept.

Once department receives written approval from OEI, advertisements may be placed in channel(s) described in posting recruiting and advertising plan.

After candidate is selected, department prepares Terms of Faculty Offer (TFO) and obtains department head and dean’s signature. (If appointee is currently an active salaried employee a P3A will also need to be completed and signed.)  TFO (and P3A if appropriate) should be sent to OVPR for review/approval.

OVPR will review/approve and return to hiring department for candidate’s signature.

  • If candidate declines offer department must notify OVPR.
  • If effective date is altered once candidate accepts position, all parties signing TFO must initial change.

If candidate accepts offer, original TFO including demographic page must be sent to University Central Human Resources along with the candidates CV.  Department should send OVPR a copy of the TFO once candidate signs.

Department maintains all records of the search for three years from the date of appointment.

Employee’s official transcript must be sent to University Central Human Resources.

University Central Human Resources schedules employee to attend new employee orientation and enters employee’s appointment into Banner.

Process for Search Exemption

Department prepares search exemption for all salaried research faculty positions of six months or more and forwards to Dean for signature. This should include the Special Research Faculty Search Exemption Form SRF02, letter of justification, position description and candidate’s CV.

Dean reviews/approves and forwards to OVPR or returns to department

OVPR reviews search exemption paperwork for approval within 5 business days for a research-ranked faculty position.

  • If approved, originals will be forwarded to OEI
  • If denied, OVRP will contact office by phone or email to express concerns, request additional documentation and/or return paperwork.
  • If approved, OEI will forward copies of Search Exemption Form SRF02 and a letter assigning position number to the department, OVPR and Human Resources.
  • If denied, OEI will contact department and OVPR.

After candidate is selected, Department prepares Terms of Faculty Offer (TFO) and obtains department head and dean’s signature. (If appointee is currently an active salaried employee a P3A will also need to be completed and signed. TFO (and P3A if appropriate) should be sent to OVPR for review/approval.

  • If approved, OVPR will return original to department for candidate’s signature.
  • If approval denied, OVPR will contact department with concerns and return paperwork
  • If candidate accepts offer, original TFO including demographic page must be sent to University Central Human Resources along with the candidates CV. Department should send OVPR a copy of the TFO once candidate signs.
  • If candidate declines offer department must notify OVPR.
  • If effective date is altered once candidate accepts position, all parties signing TFO must initial change. 

Employee’s official transcript must be sent to University Central Human Resources.

University Central Human Resources schedules employee to attend new employee orientation and enters employee’s appointment into Banner.