Academic Administration

Department Guidelines for Part-Time Faculty New Hires

• Hiring New Part-Time Faculty
• Rehiring Terminated Part-time Faculty
• Hiring a New Non-Faculty University of Toledo Employee to Teach

(Full-time Faculty are hired through PageUP)

Hiring New Part-Time Faculty: 

Step 1: Offer Letter

1. Offer letters should be completed on the provided template: Part-Time Instructor Offer Template 
   
   
2. A signable .pdf offer letter should be sent to the candidate
   1. Offer letter must be signed with an Adobe Digital ID or must be printed, hand-signed, scanned and returned.
      1. Digital signatures from other verifiable platforms may be accepted (example: DocuSign, PandaDoc)

Step 2: I-9 & Background Checks

1. An I-9 is required for all new hires
   1. Send the candidate’s name and email address to your department’s designated I-9 originator
   2. The originator will send the candidate an invitation link through Intellicorp to complete Section 1 of the I-9
      1. Section 1 of the I-9 must be completed no later than the first date of employment
   3. After the candidate completes and submits Section 1, the originator should contact them to schedule an in-person appointment where the candidate will bring in their original forms of identification to complete Section 2. Once section 2 is completed and the documents are uploaded, the I-9 will be submitted, and this process is complete. Section 2 must be completed within three days of the first date of employment
      
      
2. Background Checks
   1. Departments will initiate domestic and international background checks for incoming faculty. Please refer to ‘Department Guidelines for Completing Faculty Background Checks’ for detailed instructions to complete the background check process and initiate an invite to send to your new faculty

Step 3: Pre-Hire Paperwork Submitted to AFFA Academic Finance and Faculty Administration

1. Once The I-9 has been completed and the background check has been submitted the following pre-hire paperwork should be emailed to AcademicFinanceAndFacultyAdmin@UToledo.Edu:

1. 1. New Hire APA
   2. Signed Offer Letter
   3. Personal Information Form
   4. Current CV
   5. Transcripts

1. 1.  HLC Exemption memo should also be submitted if required

Step 4: Faculty complete additional Payroll forms submitted by Department

1. Faculty must complete the following required Payroll forms and return to the Department:

• • STRS New Hire Notification
  • STRS Notice of Re-Employment as a Teacher (Form 50-150)- To only be completed by rehired retirees  
  • Statement Concerning Your Employment in a Job not Covered by Social Security (SSA-1945)
  • State Tax Withholding Form (Michigan or Ohio, not both) Ohio Form ; Michigan Form

2. The Department submits the fully completed forms through the following link Microsoft form for payroll uploads
   
   
3. Additional information and Payroll forms can be found here Payroll Forms

Step 5: APA processing and HRIS entry

1. AFFA will review new hire packet and upload APA to HRIS for entry into Banner
   
   
2. HRIS enters APA information into Banner as a New Hire

Step 6: Banner Automatic “Welcome New Rocket!” Email and UTAD activation

1. Once a New Hire has been entered into Banner by HRIS the new faculty member will receive an automatic “Welcome New Rocket!” email to the email address provided on the PIF. The welcome email prompts the new faculty to complete the following:

1. 1. Create UTAD access & Email
   2. Set Up Multifactor Authentication
   3. Login to your MyUT Portal and go to your new Faculty Tab

Step 7: New Faculty Tab and Post Employment Forms

1. All new Faculty are directed to their New Faculty Tab in MyUT

In this tab Faculty are directed to complete the following post employment dynamic forms

1. 1. Ethical Conduct Statement
   2. Fraud Hotline Acknowledgement Form
   3. Inventions and Reporting Statement
   4. Standards of Conduct Policy Review 3364-25-01

2. Faculty working on HSC must also complete the following post hire dynamic forms

1. 1. Drug Free Work Place, 3364-25-104.1 
   2. Expected Behavior of Employees

3. The New Faculty Tab also has information and links to complete the following:
   • Request New/Replacement Rocket Card (ID badge)
   • Request Door Access for HSC Proxy Card
   • Request/ Update Parking Permit
   • Submit Vaccine Records or Exemptions request
   • Set up Direct Deposit
   • W4 Federal Tax Exemptions or allocations
   • Provide Emergency Contacts
   • Verify and Update Personal Information (ex: addresses, phone number, personal email address etc.)
   • Benefits enrollment (must be completed within 30 days of start date)

New Faculty have access to the New Faculty Tab for 120 days after their start date

Rehiring Terminated Part-time Faculty:

• If a Part-Time Faculty member is listed as Terminated in Banner reach out to AcademicFinanceAndFacultyAdmin@UToledo.Edu to determine what New Hire Paperwork is required for re-submission.

Hiring a New Non-Faculty University of Toledo Employee to Teach

Step 1: Determine the staff member’s qualifications to teach specific course        

• • Collect current CV
  • Official Transcripts for relevant / highest degree earned

Step 2: Non-Faculty Teaching Approval Form which must be signed by

• • The employee
  • Their Supervisor
  • Chair of the Department they are teaching in
  • Dean of the College they are teaching in

Step 3: Complete corresponding UPA for Extra Compensation to

• • Please note that the Pooled PCN used for this extra compensation should have account code 61406 - Special Comp STRS and aligns with the employee’s primary PAY ID.

Step 4: Submit all documents to AcademicFinanceAndFacultyAdmin@UToledo.Edu

• • UPA
  • Fully signed NFTA form
  • CV
  • Official Transcripts