4.5 Faculty Appointment Process

It is the responsibility of each department head and administrative director to recruit faculty for new or vacant positions and to recommend their appointment to the President or appropriate vice president.  In discharging this responsibility, department heads and administrative directors should consult with appropriate Mines personnel and knowledgeable persons in other academic, governmental, and business institutions.  All hiring shall be done in accordance with Mines’ Affirmative Action Plan and other appropriate legal requirements.


4.5.1 General Outline of Faculty Appointment Process
 

  1. Tenured Faculty, Tenure-Track Faculty, Teaching Faculty, and Library Faculty
    1. The Department Head shall obtain authorization from the Provost regarding the availability of a departmental position as well as the rank and the salary that can be offered.
    2. The vacancy shall be advertised in one or more professional journals or other appropriate publications.
    3. Applications will be considered in accordance with the rules established for each search.  A departmentally appointed faculty committee, which shall not include the head of the hiring department, shall be utilized as a part of the applicant screening process.
    4. The finalists shall be personally interviewed by appropriate members of the department and the administration.
    5. A summary of departmental observations of all interviewed candidates shall be included in the department head's written hiring recommendation.
    6. The Department Head shall submit a recommendation to the Provost in writing, together with all required administrative forms, letters of recommendation, resumes and transcripts. [If an offer of tenure is being considered for a new faculty member, the departmental promotion and tenure committee shall be involved in the decision as set forth in subparagraph 8.1.7.B below.]
    7. The Provost, upon the written recommendation of the Department Head, can determine that following this process would not be in the best interests of Mines.  In such cases, the Provost, after consultation with the Associate Vice President for Human Resources, may provide written authorization to modify this process as necessary and appropriate.
    8. The selected candidate shall be recommended by the Provost to the President for appointment.  No employment, or other type of contractual relationship, shall arise between Mines and the candidate until the written employment contract or offer letter has been executed by the President, or the President's delegate, on behalf of Mines.
    9. Following discussions with the Provost and contingent upon the approval of the President, the Department Head shall verbally negotiate salary and other terms of employment with the candidate.  However, because benefits are determined by employment category, the terms of employment may not modify any benefits programs offered by Mines.
    10. Once negotiations between the Department Head and the candidate have concluded, an appropriate Mines employment contract or offer letter shall be prepared for the selected candidate. 
       
  2. Professor of Practice
    1. The Department Head shall obtain authorization from the Dean regarding the availability of a departmental position for a Professor of Practice.
    2. A departmentally appointed faculty committee, which shall not include the head of the hiring department, shall be utilized to screen candidates.
    3. The candidates(s) shall be personally interviewed by appropriate members of the department and the administration.
    4. A summary of departmental observations of interviewed candidate(s) shall be included in the department head's written hiring recommendation.
    5. The Department Head shall submit a recommendation to the Dean in writing, together with all required administrative forms, letters of recommendation, resumes, and transcripts.
    6. The selected candidate shall be recommended by the Dean to the President for appointment.  No employment, or other type of contractual relationship, shall arise between Mines and the candidate until the written employment contract or offer letter has been executed by the President, or the President's delegate, on behalf of Mines.
    7. Following discussions with the Dean and contingent upon the approval of the President, the Department Head shall verbally negotiate salary and other terms of employment with the candidate.  However, because benefits are determined by employment category, the terms of employment may not modify any benefits programs offered by Mines.
    8. Once negotiations between the Department Head and the candidate have concluded, an appropriate Mines employment contract or offer letter shall be prepared for the selected candidate. 
       
  3. Adjunct Faculty and Visiting Faculty
    1. The Department Head shall confer with the Provost to confirm the availability of a departmental position as well as the salary that can be offered.
    2. While departments are encouraged to advertise vacancies for Adjunct Faculty, there may be a need to fill an Adjunct Faculty position immediately or on relatively short notice, thus direct appointment and reappointment of Adjunct Faculty on a semester-by-semester basis, without a search, may be made.
       
  4.  Research Titles
    1. Research Professor, Research Associate Professor, and Research Assistant Professor
      1. The Principal Investigator shall confer with the Department Head to confirm the availability of a research faculty position and of institutional or departmental resources that will be required to support the position.
      2. Departments may decide to advertise vacancies for Research Faculty. If a search is undertaken, the search process outlined for Administrative Faculty in Section 4.5.1 F beginning at Step 2 will be followed.
      3. In many cases, the Principal Investigator may have a need to fill the Research Faculty position immediately or on relatively short notice. In these cases, direct appointment of Research Faculty for the period of a grant or contract without a search may be made with the approval of the Department Head.
      4. For research professors, research associates professors, research assistant professors, and joint appointees, the curriculum vitae of the candidate should be circulated to the faculty and the candidate should be asked to give a seminar and afforded the opportunity to meet with as many of the department faculty as possible. Subsequently, a minimum of two-thirds of the department tenured and tenure-track faculty must vote in favor of the appointment. After appropriate approval at the department level, the Department Head will submit the appointment for approval to the dean.
      5. If the appointment is approved by the department tenured and tenure-track faculty, the Principal Investigator will seek the approval of the Department Head for the new appointee’s salary even if the appointment will initially be non-remunerated. The salary should be comparable to research faculty with similar appointments in the department.
      6. Upon appropriate approval at the department level the Department Head will submit the tenured and tenure-track faculty approval memo to the college dean.
    2. Visiting Scholar
      The Principal investigator requests appointment. Appointments require approval from the Department Head, Office of Research Administration, Dean, and Office of International Student and Scholar Services.
    3. Postdoctoral Fellow, Research Associate, Research Support, and Affiliate Faculty
      The Principal investigator requests appointment. Appointments require approval of the Department Head and Dean.
    4. External Joint Appointee
      Appointments require approval by 2/3 of departmental or program tenured and tenure-track faculty, and approval of the Department Head or Program Director, Dean, and Provost, in addition to appropriate approvals from laboratory/employer supporting the joint appointee.
       
  5. Instructional Faculty
    The appointment process for tenured/ tenure-track faculty set forth in Section 4.5.1.A shall also be followed for the appointment of teaching professors, teaching associate professors, and teaching assistant professors, unless the Provost determines that following this process would not be in the best interests of Mines.  In such cases, the Provost may provide written authorization to modify this process as necessary and appropriate.
     
  6. Administrative Faculty
    1. The supervisor of the new or vacant administrative faculty position shall confer with the Department Head and the appropriate Vice President, if applicable, to confirm the availability of the position.  The supervisor shall concurrently notify the Office of Human Resources of the availability of the position and the initiation of the hiring process.
    2. Unless a decision is made to fill the position through an internal promotion, the availability of the position shall be advertised in one or more professional journals or other appropriate publications.  In conjunction with the Office of Human Resources, the supervisor shall appoint a search committee to assist in the applicant screening process.
    3. Applications will be considered in accordance with the rules established for each search.
    4. The finalists shall be personally interviewed by all appropriate Mines constituent groups.
    5. The Vice President or Provost in consultation with the Associate Vice President for Human Resources, on the written recommendation of the department head, may determine that following the full search process would not be in the best interests of Mines.  In such cases, the Vice President or Provost may provide written authorization to modify this process as necessary and appropriate.
    6. The supervisor shall submit a written recommendation to the President or Vice President, including a summary of the search committee's observations of all interviewed candidates. Resumes, letters of recommendation, and other supporting documentation for each final candidate shall also be forwarded as part of the recommendation package.
    7. The selected candidate shall be recommended to the President for appointment.  No employment, or other type of contractual relationship, shall arise between Mines and the candidate until the written offer letter has been executed by the President, or the President's delegate, on behalf of Mines.
    8. Following discussions with the President or Vice President, the supervisor shall verbally negotiate salary and other terms of employment with the selected candidate.  However, because benefits are determined by employment category, the terms of employment may not modify any benefits programs offered by Mines.
    9. Once negotiations between the supervisor and the candidate have concluded, an appropriate Mines offer letter shall be prepared for the selected candidate.  Any special understandings or conditions that have been negotiated with the candidate shall be clearly stated in the offer letter provided to the candidate.
       
  7. Athletics Faculty
    On account of circumstances that are unique to their positions, such as the seasonal nature of intercollegiate athletics and the timing of recruiting cycles, a search shall not be required for the hiring of qualified athletics department faculty.  In order to bypass the search process, the department head must receive written confirmation from the appropriate vice president regarding the availability of the position, the title and salary that can be offered, and approval to proceed without a search.  Upon receipt of confirmation from the appropriate vice president, the Department Head shall notify the Office of Human Resources of the availability of the position and the intention to fill the position without a search.  Once an individual has been selected for the position, the hiring shall proceed in accordance with step 6 and the remaining steps of the process set forth immediately below.
    If it is determined that a search is required for an athletics faculty position, the following process shall be utilized:
    1. The Department Head shall confer with the appropriate Vice President to confirm the availability of the position as well as the title and salary that can be offered.  The Department Head shall concurrently notify the Office of Human Resources of the availability of the position and the initiation of the hiring process.
    2. Unless a decision is made to fill the position through an internal promotion, the availability of the position shall be advertised in one or more appropriate publications.  In conjunction with the Office of Human Resources, the Department Head shall appoint a search committee, including a committee chairperson, to assist in the applicant screening process.  The Department Head and any supervisor of the position may chair or actively serve on the search committee.
    3. Every application received for the position shall be considered.
    4. The finalists shall be personally interviewed by all appropriate Mines constituent groups.
    5. The search committee chairperson shall submit a written recommendation to the Department Head, including a summary of the search committee's observations of all interviewed candidates.  Resumes, letters of recommendation, and other supporting documentation for each final candidate shall also be forwarded as part of the recommendation package.
    6. The Department Head shall submit a written recommendation to the appropriate Vice President together with appropriate supporting documentation, which shall include all required administrative forms, resumes, transcripts, and, if applicable, letters of recommendation.
    7. The selected candidate shall be recommended to the President for appointment.  No employment, or other type of contractual relationship, shall arise between Mines and the candidate until the written employment contract or offer letter has been executed by the President, or the President's delegate, on behalf of Mines.
    8. Following discussions with the appropriate Vice President, the Department Head shall verbally negotiate salary and other terms of employment with the selected candidate.  However, because benefits are determined by employment category, the terms of employment may not modify any benefits programs offered by Mines.
    9. Once negotiations between the Department Head and the candidate have concluded, an appropriate Mines employment contract or offer letter shall be prepared for the selected candidate.  Any special understandings or contractual conditions that have been negotiated with the candidate shall be clearly stated in the contract / offer transmittal letter and provided to the candidate with the employment contract or offer.
       
  8. Temporary Faculty
    Temporary faculty may be hired in the following categories:  Adjunct, Administrative, Research, Library, and Athletics. If it is determined that a need exists that can best be filled by a temporary appointment, the hiring department may request authorization from the appropriate Vice President to hire a temporary faculty member.
    1. Adjunct Faculty
      The conditions outlined in Section 4.5.1 C shall apply to the appointment of an Adjunct Faculty member.
    2. Temporary Administrative, Research, and Library Faculty
      The following conditions shall apply to the appointment of a temporary administrative, research, or library faculty member:  (a) a temporary appointment may be made without a search; (b) the duration of a temporary appointment shall not exceed twelve months; (c) a temporary appointment shall not be renewable, except that under extraordinary circumstances with the approval of the appropriate Vice President, the appointment may be renewed for an additional period of up to twelve months; (d) a candidate for a temporary appointment must possess the qualifications that would be required for a regular appointment to the same position; and  (e) the hiring department must submit a brief job description along with the hiring paperwork.
    3. Temporary Athletics Faculty
      The following conditions shall apply to the appointment of a temporary athletics faculty member:  (a) a temporary appointment may be made without a search; (b) the duration of a temporary appointment shall not exceed twelve months; (c) a temporary appointment shall not be renewable, except that under extraordinary circumstances with the approval of the appropriate Vice President, the appointment may be renewed for an additional period of up to twelve months; and (d) a candidate for a temporary appointment must possess the qualifications that would be required for a regular appointment to the same position.

4.5.2 Locus of Appointment

Each teaching/research faculty member shall have a locus of appointment in one or more academic departments or divisions of Mines, which shall be stated in the faculty member's employment contract or letter of appointment. 

4.5.3 Internal Joint Appointments

Internal joint appointments may be made when the professional activities of a faculty member fall within the purview of two or more Mines departments or divisions. A joint appointee shall have a formal locus of appointment in one or more departments.

If a formal locus of appointment is distributed over multiple departments (i.e., if faculty FTE and formal responsibility is shared across departments), one department shall be designated as the faculty member’s primary locus of appointment. The faculty member’s annual evaluation and promotion review shall be conducted by the primary department, with input solicited from the secondary department(s). Tenure is held in the primary department. Beyond how evaluations and promotion reviews are conducted, faculty members splitting loci of appointment across multiple departments shall have all of the rights, privileges, and responsibilities enjoyed by faculty in each department.

If a faculty member wishes to change his/her primary locus of appointment, the process for doing so is defined in Section 4.5.4 below.

If the appointment in a second department is zero FTE, the appointment is a courtesy appointment that is supplemental to the faculty member’s primary appointment. In this case, input on annual evaluation and promotion review is not required from the other Department(s). Courtesy appointees who are members of the Graduate Faculty (Section 4.3) in their home department, also have Graduate Faculty status in the Department granting the courtesy appointment. Rights and privileges of the courtesy appointment shall be determined by the appointing department. Courtesy appointments do not confer tenure in the appointing department. A faculty member with a courtesy appointment may indicate affiliation with the Department(s) in which he/she has an appointment.

A joint appointee and the relevant Department Heads shall, by mutual agreement, determine the type of joint appointment and, if appropriate, the appointee's FTE distribution.  If a consensus decision cannot be reached among the affected parties regarding loci of appointment, the Provost shall decide the issue.  In joint appointments with multiple loci of appointment, a written agreement addressing the expectations of the faculty member in each department shall be developed by the relevant Department Heads, reviewed by the faculty member, and approved by the Provost. The Department Head(s) shall notify the Provost in writing and provide a copy of the written agreement reflecting the rights and responsibilities of the joint appointee, signed by the Department Head(s) and the faculty member.

4.5.4 Changing Primary Locus of Appointment

On occasion, the professional activities of a faculty member, tenured or teaching, may evolve such that the faculty member’s primary locus of appointment aligns with the purview of a Mines department other than the faculty member’s current locus of appointment. In that case, subject to the process described herein, the locus of appointment can be changed. Such a change must be codified in a new contract or letter of appointment.

Tenure-track faculty may not change locus of appointment through this process. Further, the intent of this policy is to provide a process for realignment of existing appointments, not create new joint appointments, which are governed by Section 4.5.3.

In determining whether the requested department change is appropriate, the elements of the faculty member’s record to be considered include, but are not limited to the following:

  1. academic credentials,
  2. previous instructional activities, potential instructional overlap with or contribution to the proposed new department, and recent student teaching evaluations at Mines,
  3. if appropriate, previous research activities, and potential research overlap with or contribution to new department,
  4. internal service record at Mines,
  5. professional society affiliations and external service record,
  6. if appropriate, graduate student advising history at Mines, and
  7. collaborations with and other potential contributions to the department to which the faculty member desires to be appointed.


The process for reviewing such a change is as follows:

  1. The faculty member should first informally confer with both his or her current Department Head or Division Director (DHDD) and the proposed new DHDD to explore the possibility and desirability of a change in appointment locus.
  2. To formally request a change in appointment locus, the faculty member should prepare a dossier for submission to both his or her current (DHDD) and the proposed new DHDD. The dossier should follow the format of a faculty promotion dossier, with the exclusion of external letters of recommendation.  The candidate should also include as part of “other information” a clear rationale why his or her professional activities align with the purview of the new department.
  3. The Departmental Promotion and Tenure Committee for tenured faculty or Departmental Promotion Committee for teaching faculty in the proposed new department shall review the dossier and provide a letter of recommendation.
  4. The DHDDs in the old and proposed new departments shall individually supply letters of recommendation to the package, and the DHDD in the proposed new department shall supply the cover memorandum for the package.
  5. For all appointment changes, the appropriate Dean(s)has/have final authority to approve the change in locus of appointment. The Dean(s) shall review the package and render a decision. With an affirmative decision, the Dean(s) shall 1) work with the respective DHDDs on a transition plan for the appointment; 2) notify the Provost of approval of the change in appointment locus; and 3) work with the Office of the Provost to revise the faculty member’s contract and issue a new letter of appointment.
  6. Decisions rendered by the Dean(s) or Provost, whichever is appropriate, are final and may not be appealed.