1. Office of Faculty Administrative Services (OFAS) Monthly Information Session October 17, 2014

2. Agenda Housekeeping Transaction Forms Tenure, promotions, and reappointments End Date report - Faculty Information System New system - Interfolio ByCommittee SharePoint files Faculty Searches Topics for next meeting and open discussion 2

3. Housekeeping During the meeting: Please be courteous to your colleagues. Refrain from discussions during the session, or please share your thoughts with the group. Others may benefit from your comments. Deadline to submit all paperwork for the October payroll: Fri, 10/10/14. November deadline – Wed, 11/5/14 –Quickpays are reserved for hardship cases. Requests must go to Diane Rodrigues with a justification. –Run the Payroll Preview Report to avoid potential problems. –Suggestion: Send bi-annual communications to hiring faculty reminding them of the real deadlines for payroll.

5. Transaction Forms Always go to the OFAS website to download the latest version of a form: http://facultyadmin.yale.edu/.http://facultyadmin.yale.edu/ –For guidance on which form to use, go to the Resources page, then select Faculty Forms Descriptions. Be sure to complete all items on the form that are required. Attach all necessary supporting documentation. –Professional Schools - http://facultyadmin.yale.edu/supporting-documents- professional-school-appointments http://facultyadmin.yale.edu/supporting-documents- professional-school-appointments –FAS - http://facultyadmin.yale.edu/supporting- documents-fas-appointmentshttp://facultyadmin.yale.edu/supporting- documents-fas-appointments

6. Transaction Forms Submit forms and supporting documents to faculty.admin@yale.edu. faculty.admin@yale.edu Incomplete forms and packages will be returned and will not be processed. If you have any questions, about which form to use or which documents to submit, please email faculty.admin@yale.edu and someone will contact you.faculty.admin@yale.edu

7. Tenure, promotions, and reappointments End Date report - Faculty Information System (FIS) –Run this report to determine which faculty need to be reviewed for reappointment, promotion, or termination. –If you do not have access or need guidance, go to http://facultyadmin.yale.edu/ and select the Faculty Information System from the menu on the right. http://facultyadmin.yale.edu/ New System – Interfolio ByCommittee –Being used for promotion and tenure reviews in FAS, Arts Schools, Divinity, and ISM. –Contact Audrey Bribiescas (audrey.Bribiescas@yale.edu) for one-on- one training. –All FAS promotion and tenure checklists have been updated with instructions for uploading to Interfolio. –This system is also available for running faculty searches.

8. Tenure, promotions, and reappointments SharePoint No longer being used for collecting tenure and promotion documents as well as department vote forms because this is all being done in Interfolio. Access to files has been restricted to OFAS staff for security reasons. SharePoint is still being used for collecting the Faculty Search Questionnaire and the supporting document. 8

9. Faculty searches Important reminders: Go to http://facultyadmin.yale.edu/faculty-searches on the OFAS website to become familiar with the basic principles.http://facultyadmin.yale.edu/faculty-searches Download and review the appropriate checklist from the OFAS website if available for your school. All faculty searches must have a Diversity representative (DR) who has attended training by the Office of Equal Opportunity Employment Programs (OEOP). Pay close attention to ad guidelines. The Faculty Search Questionnaire (FSQ) must be approved prior to beginning the offer process. 9

10. Tenure-track faculty leave proposals Tenure-track faculty wishing to request a paid research leave should have submitted their proposals by October 1. –Professional schools – submitted to dean of school –FAS – submitted to department chair Appointed committees in each school or department review and make recommendations to the dean of department chair. School deans communicate recommendations to cognizant provost. FAS department chairs submit proposals and Request for Faculty Leave form to fas.dean@yale.edu.fas.dean@yale.edu The current Request for Faculty Leave Form is available online at http://facultyadmin.yale.edu/resources/leaves- teaching-relief.http://facultyadmin.yale.edu/resources/leaves- teaching-relief

11. Topics for next meeting and open discussion Faculty Leaves - Process and Timelines International faculty issues Workday Open discussion Questions, feedback, or suggestions for future meeting topics are always welcome –diane.rodrigues@yale.edudiane.rodrigues@yale.edu –x6-1697