Attachment Requirements for Faculty HR Forms

Attachments and Remarks Requirements for Office of the Provost Workflow Form Approvals

Below is a list of Workflow forms by type, including the attachments and remarks required for approval by the Office of the Provost. Please note: these are the requirements of the Office of the Provost only.  Contact other approval offices for possible additional requirements.

*will auto-upload to ePersonnel file

Form  Required Attachments Required Remarks
Adjunct Support Form
  • A copy of any contract or agreement letter that explains the duties and salary (e.g. offer letter).
  • If attachment not included, an explanation of duties performed and how amount was determined if not a pre-contracted amount.
Appointment Forms for Tenured, Tenure-, Clinical-, Research-, and Instructional Track Faculty, Lecturers (Fixed Term), Adjuncts, Instructors, Visiting, Associates and  Assistant in Instruction
  • Final offer letter signed by the candidate
  • CV*
 
Appointment Forms for Joint, Secondary and Tertiary Appointments
  • Offer letter/MOU signed by the candidate and relevant DEOs
  • CV*
 
Appointment Forms for Complimentary Appointments
  • Offer letter/MOU
  • CV*
 
Change of Status-Adjustment to Pay-Administrative
  • Documentation that explains the reason for the adjustment, the details of the adjustment, clearly identified rationale that explain the reduction of the salary in future if appropriate (i.e., administrative differential), and the circumstances under which the new salary was determined
 
Change of Status-Faculty Promotion

No attachments required

 
Change of Status-Faculty Status-Change in Tenure Clock (Form must be generated by Provost Office)
  • Office of the Provost letter approving extension
 
Change of Status-Faculty Status-Percent of Time change
  • Either correspondence from faculty member or electronic signature of the faculty member on the workflow form
  • If attachment not included, a brief explanation of  reasons for percent of time change
Change of Status-Faculty Status-Phased Retirement
  • The Request to Participate in The University of Iowa's Phased Retirement Program
  • The final signed Phased Retirement Program Agreement
 
Change of Status-VA/UI Salary Split Change
  • Documentation that explains the VA/UI salary change
  • If attachment not included, a brief explanation of salary change
Faculty Requisition
  • No attachments are required by the Office of the Provost unless external ads are different from on-line University notifications
  • Documentation to support any transgression from usual recruitment protocol should be attached
 
Faculty Review Form-Probationary and Non-Tenure-Track Review- Annual review for continued appointment and reappointment
  • Evaluation Documents* (e.g., Clinical Service, Teaching, Performance Review Report) signed by at least one reviewer (typically the DEO, Division Director, or review committee chair)
  • Correspondence

Additional Attachments for Reappointment:

  • Faculty vote on reappointment
  • Updated CV*
 Note: The Faculty Annual Review Workflow form must be routed to the faculty member for review and approval. Departments are not required to maintain a paper copy of the documents attached in Workflow form. If these documents are needed in the future, a print-out from the HR system will be sufficient.
 
Faculty Review Form-Tenured Faculty Review

Please see Collegiate guidelines for required attachments.

Recommended attachments include:

  • CV* (e.g., CV used to conduct review)
  • Evaluation Documents* (e.g., Review Summary, Faculty/Reviewee Response)
  • Correspondence (e.g., DEO letter)
 
Leave of Absence-With and Without Pay
  • Either correspondence or electronic signature of the faculty member on the Workflow form
  • If attachment not included, a brief explanation
Search and Selection Summary

Requirements for Fixed-Term Faculty appointments (e.g., Visiting, Associates):

  • Draft offer letter

Additional requirements for Tenure-, Clinical-, Research-, and Instructional Faculty track appointments:

  • At least three signed reference letters
  • A written rationale of the hiring decision (required by Equal Opportunity and Diversity)

 For Appointments with Tenure:

  • Letter from the Dean supporting hire with tenure, and conveying the CCG vote to offer tenure
  • Letter from the DEO supporting hire with tenure, and conveying the vote of:
    • the full faculty to hire
    • the DCG to offer tenure
  • Teaching evaluations, if available
 
Special Compensation Forms (For specific information, go to the Employee Self Service/Administration tab/Systems/HR Transaction System/Special Compensation Forms)
  • A copy of any contract or agreement letter that explains the duties (e.g., offer letter).
  • If attachment not included, an explanation of duties performed and how amount was determined if not a pre-contracted amount.
Termination:  Tenured, Tenure-, Clinical-, Research-, and Instructional Faculty Track
  • A resignation letter must be attached for tenured, tenure-, clinical-, research-, and instructional track faculty. 

Reason options should include:

  • To accept a position at another university
  • To accept another position
  • To relocate for personal reasons
  • To enter private practice;
  • To accept an administrative position
  • Other?
  • If not included in the resignation letter, please note reason for resignation, if known, and whether the person is moving to an academic or private position.

Reason options should include:

  • To accept a position at another university
  • To accept another position
  • To relocate for personal reasons
  • To enter private practice;
  • To accept an administrative position
  • Other?
Termination:  Fixed Term
  • If terminating prior to end date, must have a resignation letter attached
 
Transfers
  • Final offer letter signed by the candidate
  • CV*
 
Transfer Between Tenure-, Clinical-, Research-, or Instructional Faculty Track
  • Faculty member’s request  to switch tracks
  • DEO letter of support to the Dean, including faculty vote
  • CV*
  • Offer letter/employment agreement