DIRECTIONS FOR COMPLETING FORM L-1347

AUTHORIZATION TO RECRUIT

FOR ACADEMIC STAFF/ADMINISTRATIVE POSITIONS

(Revised 10/02)

AUTHORIZATION TO RECRUIT  (FRONT OF THE "PINK SHEET")

Sections 1-3 are to be completed by the department or unit recruiting for the open position and signed by the dean/division officer.

SECTION 1:   BUDGET INFORMATION:  Provide the budget information requested.  Questions regarding budget, fund sources, or budgeted salaries should be referred to the Office of Budget Planning & Control.

Recruitment Number--Numbers to be provided by dean/division officer (check with Human Resources to avoid duplicate numbers).  The recruitment number consists of 7 digits; the first two indicate the year the hire will occur, i.e., recruiting initiated for the academic year 2003-2004 would start with 04. The next three places indicate the department (math would be mth).  The final two digits distinguish this search from all other searches and are sequential.  The first recruitment for the year would be 01, the next 02, etc.

Unit/Division Name--Department/Division name.  For example, Counseling & Testing/Student Development & Academic Services Division.

DDU No. (Division Department Unit) and IBAC (Interim Budget Activity Code)--Found in the University Chart of Accounts, on the mainframe using trancode ACCDDU, or by contacting the Office of Budget Planning & Control.

Fund Source--Select funding source, or indicate funding source if other then those shown.

Employment Period--Specify beginning and ending dates, i.e., one semester, academic year, federal year, annual (if appointment has different dates, it must either begin July1 or end June 30, to anchor as an annual appointment, preferably it should run July 1 through June 30).  

% FTE (Percentage of Full Time Equivalency).  Credits for instructional academic staff will typically be equated with percentages of appointments as follows:

 Credits          Percentage                    Credits                 Percentage

    1                       8%                               4                            33%

           2                    16%                               5                            41%

    3                    25%                               6                            50%

Budgeted Salary Range--Dollar amount budgeted for a specific time period, e.g., $25,000 to  $34,000 per academic year, etc.

SECTION 2:   TITLE/POSITION INFORMATION:  Indicate the type of position by marking the appropriate box and providing a response when necessary:

        Replacement--An existing position within the department/unit.  Indicate the former incumbent's name/title.

        New Position--A position not previously existing in the department/unit.

        Other--A position that does not fit any category above.  Include a brief explanation.  (It would be unusual to check this section, but it might be used to indicate an

       interim appointment or some other unusual circumstance; you are advised to discuss any unusual circumstances with the Office of Human Resources prior to

       completing this form.)

        Title--Official (Hayes-Hill, UWS) title for personnel and payroll purposes which corresponds to the Title Code.  For example, “Student Services Coordinator” or

        “Lecturer.”

        Working Title (if applicable)--Represents the actual duties of position more accurately than official title.

        Appointment Time Periods--Check appropriate appointment information.

        Limited Appointment--Position serves at the pleasure of the appointing official for an undetermined period of time.  Indicate whether there will be a concurrent

        appointment.  Some positions are limited by statute, UWS rules, or campus rules.

SECTIONS 3-5:   REVIEW AND SIGNATURES: 

The chairperson/director (optional) and dean/division officer sign.  Any inaccuracies in completing this form may delay the process, so it is advisable to consult and ensure the information is correct.  Forward the completed pink sheet along with the necessary forms to Budget Planning & Control (BPC) for approval and assignment of the Position Control Number (PCN).

Budget Planning & Control will forward the entire packet to Human Resources (HR) for title review and to determine salary minimum/maximum.

HR will forward to Affirmative Action & Diversity (AAD) for review and approval.

AAD will forward to the Provost/Vice Chancellor (or Chancellor) for final approval.

Provost/Vice Chancellor (or Chancellor) forwards approved packet to HR who then will fax the yellow form to Advancement & External Relations for advertising, add the vacancy to the web page, notify the dean/division officer by E-mail to proceed with the recruitment, return the ‘pink sheet’ to the dean/division officer to hold until an offer is verbally accepted, and create the recruitment file.