Process for Personnel Actions

Selection of personnel in the College of Agricultural and Environmental Sciences is a critical process that requires thoughtful and careful deliberations on the part of all concerned. This policy will covers the basic steps for the majority of personnel actions in the College. Unique circumstances may require minor deviations in processing some positions and such deviations can be granted by the Dean and Director.  Approval for deviations in this policy must be approved in writing prior to the initiation of a search process.

Request to Fill a Position (RFP)

The CAES “Request to Fill (RTF)” form is prepared by the unit administrator for faculty/staff actions to post/fill vacant positions. For new faculty positions, you must provide a proposed draft position announcement. Proper routing is:

1. If the position is to be located on the Griffin or Tifton campuses or if an assistant dean is providing salary or operating funds, the appropriate assistant dean will be included in the concurrence process
2. Director of Finance & Administration
3. Associate Deans with percentage of assignment

After concurrence, the Ag Business Office forwards the form for approval. The Ag Business Office can provide status updates as needed.  Once the form has been approved, the unit administrator has the authority to proceed with the requested action.

Request for Salary Actions (RSA)

The UGA “Request for Salary Action (RSA)” form is prepared by the unit administrator for faculty/staff actions for an above annual entry maximum, mid-year increase, counter offer, promotional salary increase exception, salary supplement, and other personnel actions (you may attach additional documentation as needed for requested action).  Proper routing of the RSA is the same as above.

Appointment and Responsibilities of Search and Screening Committee for Faculty Position

The unit administrator will appoint and charge a search and screening committee to identify candidates for a position.  The Ag Business Office offers its support and assistance throughout the search and selection process via informational sessions or ex-officio participation. 

The committee will forward the position announcement to the Ag Business Office for approval and posting with the Applicant Clearinghouse.  After approval is obtained, the Ag Business Office will notify the search and screening committee chair that the position announcement is ready for distribution.

Search and screening committees are not required for County Extension Faculty positions.  These searches are handled by the District Extension Director (DED) and it is left to the discretion of the DED as to whether a search committee will be utilized.  Typically, the DED will include the appropriate Program Development Coordinator and the County Extension Coordinator in the interview process.  A representative from the local county government may be included at the discretion of the DED.

The search and screening committee chair will distribute the position announcement to all appropriate institutions, agencies, media, and other organizations.  The search process will be highly proactive with regard to the quality and diversity of candidates.  It is the responsibility of the committee to set deadlines for applications, acknowledge all inquiries and applications, and review all applications.  The chair of the committee will select candidates for further consideration.  The committee will arrange all interviews.

All candidates for Associate Professor and Professor may be interviewed by the appropriate Vice Presidents, including the dean of the Graduate School.  The Assistant Deans, Associate Deans, Dean and Director and University administrators, where appropriate, will interview the candidates.  Normally, candidates for Assistant Professor will not interview with University administrators beyond the Dean and Director.

It is imperative that the chair of the search and screening committee adequately prepare prior to the initiation of the interview process to ensure that the interviewers have essential information prior to the interview (e.g. the interview schedule, position announcement, approved Request to Hire form, C.V./resume, and recommendation letters).

A member of the search and screening committee or unit administrator will accompany each candidate for the interview.  The person will provide an introduction of the candidates to the interviewer and be available during the interview.  Normally, thirty minutes should be allowed for each interview, unless more time is specifically requested by the candidate or interviewer.

Costs associated with the search, screening, and interviewing process will be the responsibility of the department, district, or unit for which the position is located with help from the College.  Costs associated with the search, screening, and interviewing process of department heads, district extension directors, and unit directors will be the responsibility of the department to account for.

Requests for Graduate Faculty Status on Appointment

During the hiring process for faculty at the rank of Assistant Professor, Associate Professor, or Professor, a request may be made by the appropriate department for Graduate Faculty status.  The department must forward a written request with the faculty votes, along with a C.V., for Graduate Faculty appointment to the Dean of the Graduate School, and send a duplicate package to the Provost and Senior Vice President for Academic Affairs.  The applicant’s Department Head must notify the Dean of the Graduate School when the applicant accepts employment.

Upon approval by the graduate dean, Graduate Faculty status will begin with the date of employment for a three-year period.  New hire Graduate Faculty members will be eligible for regular Graduate Faculty appointment in three years and thereafter reappointment every seven years. For additional information, please contact the Assistant Dean for Academic Affairs, Dr. Doug Bailey at (706) 542-1611.

Requests for Tenure on Appointment

Only candidates with outstanding and demonstrable national reputations will be eligible for consideration for tenure upon appointment.  The appointment should be equivalent in stature to distinguished professors in the candidate’s field.  Demonstrable national reputation may be evidenced either by a combination of several achievements or one singular and distinctive achievement.  Examples include prestigious honors and awards in field; publications of international, national, or regional scope, including textbooks; offices and positions held in international, national, or regional organizations in field; level and scope of consultant work; number and dollar amounts of funded research; recognition for excellence in teaching, and others.

Candidates must meet all tenure requirements of the nominating institution (except for length of service) including, when possible, review and recommendation by the unit and campus tenure committees.

Candidates should have received tenure at a prior comparable institution (exceptions require justifications).

Candidates must be eligible to be Associate Professor or Professor.

Recommendations for the tenure upon appointment should be made to the Director of Faculty Affairs for Provost and Presidential approval and should fully address each of the requirements listed at Appointment, Promotion & Tenure.

Approval to Hire for Faculty Position

At the completion of the interview process, the unit administrator will request input from faculty, staff, students, search committee members, and other interested parties as appropriate.  If none of the candidates interviewed are deemed suitable for recommendation, then the search and screening chair will forward this information to the Associate Deans and Dean and Director; however, if a candidate is deemed appropriate and the unit administrator wishes to make a recommendation to fill a position from among those interviewed, the unit administrator will submit a draft offer letter to the Director of Finance & Administration. Faculty appointments require Board of Regents (BOR) approval. Therefore, the effective appointment date should allow sufficient time for BOR approval.

Candidates included in the interview process will not be advised of the outcome until a commitment is secured by the top choice.  As soon as an individual has committed, all other candidates will be advised, both by telephone and in writing.

Appointment Package for Faculty Position

Visit the Office of Faculty Affairs website for the latest information and checklists.

After receiving approval to hire, the unit administrator will prepare the appointment papers.

The unit administrator will submit the appointment papers to the Ag Business Office for processing via the hiring system, UGAJobs.  After review of the appointment papers, the Ag Business Office will obtain approval from the CAES administration and forward the paperwork to the University administration for processing.