Faculty Affairs, Feinberg School of Medicine (April 2015)

FACULTY HIRING PLAN PROCESS FOR FY16

What is the faculty hiring plan?

The faculty hiring plan is a list of all the full-time, regular faculty positions you plan to conduct searches for in FY16. No part-time faculty, health system clinicians, coterminous faculty, adjunct faculty, visiting faculty, or non-tenure-eligible research faculty should be included. Clinical departments should consider relevant NMG and non-NMG recruitments and resources, as well as any affiliate-based recruits (e.g., Lurie Children’s Hospital, Rehabilitation Institute of Chicago) where a faculty appointment to FSM is likely to be requested.

When is the faculty hiring plan due?

The faculty hiring plan is due at the time of your department’s budget.

How do I create my faculty hiring plan?

The faculty hiring plan is created using the business plan module of the faculty database. Only department administrators and their approved delegates have access to this system.

HIRING PLAN CHECKLIST FOR DEPARTMENTS
Accessing the Business Plan Database
Log into the faculty database with your netID and password: https://fsmweb.northwestern.edu/fao/admin/
Click the “Business Plans” link at the bottom of the page to be directed to the business plan home page.
Step 1: Review existing FY15 searches and decide which to carry forward to the FY16 faculty hiring plan.
From the business plan home page, click “Create / Edit Hiring Plan for FY 2016” to see the list of currently approved or pending pre-searches that are available to be carried forward to the FY16 hiring plan.
Using the dropdown list at left, assign each existing business plan to the FY16 hiring plan OR, if you no longer intend to recruit for that position, select “exclude” so that it will not be added to any hiring plan.
·  Business plans that have the status “pre-search approved,” “pre-search review,” or “pre-search entry,” can be assigned to the FY16 hiring plan.
·  Review the list of business plans for which you have identified a final candidate, but the offer has not been accepted or the appointment has not been finalized (these plans will have the status, “offer candidate accept,” “offer approved,” “offer review,” and “offer entry”). In the event your candidate declines or withdraws before the appointment is finalized, would you continue recruiting for that position in the next fiscal year? If so, you should include the “offer plan” on the FY16 hiring plan.
Press “save” to save your changes.
Step 2: Create a new “budget plan” for each additional position you want to recruit in FY16.
Go to the business plan home page and select the appropriate department/division (if you have access to more than one).
Select “budget” from the “type of plan” dropdown list; then press the button to “create a business plan.” You will be presented with a blank business plan to complete.
·  Write short, meaningful descriptions on the demographics page of the business plan.
·  If you want to re-propose a position that was deferred in the FY15 hiring plan process, you may do so by entering a new budget plan. Deferred business plans from FY15 will have with the status “budget disapproved” or “pre-search closed,” but a copy of the business plan remains in the system for your reference.
·  Create a budget plan for a position that has a hire date in early FY17 if you need to conduct the search in FY16.
After the business plan is complete, press “submit” to move it into “budget review” status.
·  No pre-search documents should be uploaded with budget plans; they will not be reviewed.
·  If the position you are proposing is a recruitment commitment in an offer or retention letter, upload the letter as the source documentation of the commitment.
Repeat these steps for each new position you want to propose on your hiring plan
Step 3: Assign each newly created budget plan to the FY16 hiring plan.
Return to the link “Create / Edit Hiring Plan for FY 2016.”
Assign each newly created budget plan to the FY16 hiring plan using the dropdown list at left.
·  Budget plans must be in “budget review” status to be visible in this step and available to put on the hiring plan.
Press “save” to save your changes.
Step 4: Formally close positions that you have “excluded” from the hiring plan.
Send an email to to confirm that the positions you have excluded from the FY16 hiring plan should be formally closed.