• Faculty member emails Operations Specialist (OS) requesting a post doc job posting
• Example: For a post doc hire by September – send email request mid-June.
• The faculty member is emailed a draft job ad for revision.
• The faculty member emails the position evaluation form (PER)form and job ad to
OS for processing. Click Here for PER form.
After position posts:
• Faculty lead reviews applicants and notifies OS of any interviewed applicants
• Once an applicant is selected as the final candidate the faculty member completes the
hiring request form: Click Here
• OS prepares a draft appointment letter and sends to the faculty member for approval
once faculty member replies with final approval
• OS sends approved appointment letter .pdf to the applicant with a cc to the faculty
member (supervisor)
Onboarding:
• Operations Specialist emails employee welcome message and cc’s faculty supervisor.
• Faculty supervisor works with employee on job specific time line/duties.
Post-doctoral researcher process:
Time line for position posting: 6-8 weeks from form submission to the College (prior time line subject
to faculty member response to form and ad.
Faculty Instructions Summary:
Initial position evaluation request (PER) process:
• Faculty member emails Operations Specialist (OS) requesting a post doc job posting
• OS emails faculty member latest Position Evaluation Request (PER) form approved by the
College. (24-hour turnaround)
o OS emails Beth Wagner periodically to be sure the PER form on file is the latest to use.
Beth will email any new form updates, but always good to check.
o The form is completed to the best ability of the OS for the faculty member. Any
unknown detail is highlighted in yellow for the faculty member to complete.
o The faculty member is emailed a draft job ad for revision. The template used as given it
was approved for posting and gives a general baseline of applicable information. See
path below for template location.
• The faculty member emails the PER form and job ad to the OS for processing.
• The OS emails the PER form to Beth Wagner for processing. (Sample form located in Teams
under Human Resources Administrative Documentation Channel)
Path: Group - Physics Administration - Human Resource Administration -Documentation - PER
Templates
• Beth Wagner emails OS once approved with PIN number for approved position. Sample email
attached. Anticipated time line is 2-3 weeks
• OS completes the job postings request in job opps (https://www.sujobopps.com/hr/sessions/
new) Designated departmental Operations Specialist that posts positions has access to this site.
o OS submits request in job opps for Dean Review
o Dean approval (Gerry Greenberg) approves and goes to Faculty Affairs for approval
Gerry always emails his approval, so you know when complete as the system
does not notify for each step of the approval process.
o Once approved by Faculty Affairs, HR posts the position, and the faculty member and
OS are notified via email of confirmation and faculty guest sign on credentials for
sujobopps candidate application(s)website.*
o OS adds row TBD with available information to the post doc info sheet as a placeholder.
Path: Group Physics Administration - Shared Resources - Employment Info Sheets -
Post-doc-InfoSheet
• Example email from HR notifying the department of the posting confirmation: Page 4 Appendix
Also on Teams: Path: Group - Physics Administration - Human Resource Administration -
Documentation - Full time and Temp Hire Requests - non-Student - Full time Processes - Postdoctoral
researcher full-time process
PER Flow chart of approvals:
This is the flow of approvals for staff as reference:
Dean’s Budget Office
Senior Associate Dean
Human Resources Compensation
Budget and Planning
Director of Budget and Planning
Provost
CHRO
Post-doctoral researcher: Physics Administrative Process(es):
This is it for faculty/post docs:
(I don’t know what SYR PER Initiator is because it doesn’t come back to us as initiators – that
might be a system thing)
After position posts:
• Faculty lead reviews applicants and notifies OS of any interviewed applicants
• OS updates the job opps system with workflow updates
o Interviewed
o Not selected, etc.
• Once an applicant is selected as the final candidate the faculty member completes the hiring
request form: https://its-forms.syr.edu/frevvo/web/tn/SUFS/u/4de9dc29-
f1ee-4128-8dee-6443484fe8de/app/_YExTUEiAEeqUbJLIib541A/formtype/
_pwMakBomEeudluvCIiU7ZQ/popupf orm
o Upon submission the faculty member will receive a confirmation and the form will also
go directly to the OS for processing.
• OS starts full time hiring proposal in job opps
• OS prepares a draft appointment letter and sends to the faculty member for approval. Once
faculty member replies with final approval: (Draft letter for formatting are saved in Teams under
Human Resources Administrative Documentation), Also in Appendix
Path: Group - Physics Administration - Human Resource Administration -Documentation - Full
time and Temp Hire Requests - non-Student - Full time Processes
o OS attaches a draft appointment letter to the proposal in job opps
Example: Appendix and Teams Path: Group - Physics Administration - Human Resource
Administration -Documentation - Full time and Temp Hire Requests - non-Student - Full
time Processes - Post-doctoral researcher full-time process
• OS submits to Dean Review
• Dean Review (Gerry Greenberg approves) typically within 48 hours
• Goes to Faculty Affairs for review/approval typically takes 1-2 weeks
o Replace the draft appointment letter in job opps with the ‘clean’ approved one received
from FA
• From Faculty Affairs goes to HR then Talent Management (Physics contact: Taylor G D'Alfonso,
tgdalfon@syr.edu and takes approx. 1 week
• Talent will email OS that the position has been approved for offer
• OS sends approved appointment letter .pdf to the PI supervisor to double check details, once
approved email applicant with a cc to the faculty member
(supervisor)
Approval Workflow:
initiator (Operations Specialist – Dean Review (Gerry, says Karin) – Academic HR (Marie Garland or
Erica Wynn Kearse) – Human Resources – Posted
Once applicant signs the appointment letter and accepts:
o OS uploads the appointment letter to job opps file
o Complete the start date field and final salary field and date offer accepted field
o Select offer accepted in the drop down
o Notify all other applicants that applied.
For those that were not selected or interviewed choose ‘not interviewed, not
selected’, ‘more qualified candidate hired’
For those interviewed send a personal email advising them they were not
selected. Sample below. It is recommended to run this by the PI first to be sure
that is what they would like communicated to those interviewed. Sometimes
the PIs would like to email them directly themselves or send you their wording
for you to send on their behalf and are typically not cc’d on these messages
unless requested by the PI.**
**Thank you for applying for the postdoctoral position in the department of physics at
Syracuse University in the group of ________________. Your application has been
reviewed. We are focusing on candidates whose skills and experience are better suited
to fill this vacancy.
We wish you all the best in your future endeavors.
Sincerely,
Office of Human Resources
Syracuse University
o Save draft appointment letter and signed appointment letter on the G:Drive and in
Teams with their individual name folder
G:\AS\phy\#private\#Chair (Ross, Ford, Ketcham)\A-Doctor Files\Post Docs
Path: Path: Group - Physics Administration - Post doctoral researcher
documentation
Update Post Doc Info Sheet with applicable hiring information
Email Phybudget@syr.edu and Beth Wagner that the applicant accepted and
include the signed offer letter for record keeping at the College.
Onboarding:
OS emails the applicant and cc’s supervisor and attaches the welcome message with next steps. (Page
inserted for reference)
See Administrative steps for New Employee Orientation outlining internal preparation for start
date. https://answers.syr.edu/display/physics/Physics+Orientation
Welcome Letter:(s) https://answers.syr.edu/pages/viewpage.action?
spaceKey=physics&title=Welcome+Letters and Teams Path: Group-Physics Administration - Human
Resource Administrative Documentation - Welcome.Orientation Letters - New Employees
Search Proposal Approved & Position Posted – Email Example
From: "jobopps@syr.edu" <jobopps@syr.edu>
Date: September 28, 2020 at 11:19:26 AM EDT
To: Heather Anne Ketcham <haketcha@syr.edu>
Subject: Search Proposal Approved & Position Posted
Hello,
The search proposal for the Postdoctoral Researcher- Physics (012345) has been reviewed/approved and the position is now
posted on the applicant site, www.sujobopps.com. The posting can be accessed directly by candidates using this link (provided
by HR removed for process content)
The following link includes guidelines for Affirmative Action Pre-Employment Inquiries: Non-Discrimination, Equal Employment
Opportunity and Affirmative Action Policy Statement
Please be sure to share this with everyone involved in the interview and selection process.
You will continue to use your personal user name and password. Login information for the guest user account is below and can
be accessed via www.sujobopps.com/hr:
User Name: ABC
Password: XYZ
Brief directions for accessing application materials are at the end of this email.
As a reminder, the online hiring proposal is now required for all positions to help us ensure compliance with EEO regulations
and
accurate applicant tracking and recording of new hires at Syracuse University. When you have identified the final candidate
and are ready to make an offer, please contact the Talent Acquisition Manager so they can assist with the final steps to the
hiring process.
Regards,
Talent Acquisition
Office of Human Resources
Syracuse University
This is an automated response. Please do not reply.
APPENDIX
From: Beth Wagner
To: Heather Anne Ketcham
Subject: FW: Faculty Position Approved for Recruitment Process
Date: Thursday, October 22, 2020 3:29:11 PM
Hi Heather,
The post doc position for X faculty member has been approved and the PIN is below. You can enter the search
proposal now.
Best,
Beth
On 10/22/20, 3:19 PM, "hrsystem@syr.edu" <hrsystem@syr.edu> wrote:
The position: 000012345, Research Post Doc in Physics has been approved. Please inform those responsible
for recruitment so this number can be included in the appropriate section of the search proposal.
From: jobopps@syr.edu
To: Heather Anne Ketcham
Subject: Hiring Proposal Approved
Date: Monday, October 7, 2019 9:56:25 AM
Hello.
Now that the official offer has been accepted by ___________, for the position of Faculty Request-
Postdoctoral Researcher- Faculty PI supervisor Name, job number 012345, please directly notify the remaining applicants that you
interviewed of their status. As a professional courtesy, you or a member of the interview team should contact anyone
who was interviewed via phone or letter before his or her online status is changed. Once that is completed, please
notify the Talent Acquisition Manager to move the posting to "filled". This step serves as official notice to
applicants that the position has been filled.
A new employee will receive an onboarding email with the date of their Benefits Information Session to learn of
benefits and a New Employee Orientation date. Please note that employees must choose their benefits within their
first 31 days of employment so they will need to attend a Benefits Information Session before or closely to their hire
date. For more information and/or to change the dates, please contact the HR Service Center at hrservice@syr.edu or
443-4042.
An employee should report to the Office of Human Resources on or before their start date with the appropriate
authentic documentation http://humanresources.syr.edu/shared/docs/i-9.pdf, to complete an Employment Eligibility
Verification (I-9).
Thank you,
Talent Acquisition
Office of Human Resources
Syracuse University
This is an automated response. Please do not reply.
Date
Dr. First Last Name
Address
Dear Dr. Last Name:
I am pleased to offer you an appointment as a Research Postdoctoral staff member in the
Department of Physics in The College of Arts and Sciences at Syracuse University. This is a
full-time, one-year postdoctoral appointment beginning on Date__________ and ending
Date__________, with continuation possible dependent on satisfactory performance and
availability of funding.
During this time, you will report directly to Professor ___________, with duties that
include designing and performing research in single-molecule detection of proteins as well as
train Ph.D. graduate students in experimental biophysics. Research duties include working on
issues pertaining to the use of biology across scales in brain development, discovering
emergent mechanical phenomena in semi-flexible polymer networks and exploring the
predictive power of rigid clusters in frictional granular packings.
Your annual 12-month base salary will be $__________ and will be paid from Professor
__________ _____________ grant. You will receive your salary semi monthly on the closest
business day to the 15th and last business day of each month. This appointment is subject to
renewal at the discretion of the University. No notice of non-renewal is required. As
stated above, continuation of this appointment will depend on satisfactory performance
and the availability of funding. This position is deemed exempt, according to the
professional exemption under the Fair Labor Standards Act, and as an exempt employee you
will not be eligible for overtime pay.
Syracuse University has a very generous benefits package. Details of the University’s benefits
are available at: http://humanresources.syr.edu/benefits/. In addition, the Office of Human
Resources conducts small group “Benefit Information Sessions” for new faculty to explain the
benefits and to answer questions.
Most benefits, including medical, dental, vision, and remitted tuition, commence immediately
upon hire. Tuition benefits for dependent children, including SU Tuition Waiver, Tuition
Exchange and Cash Grant, are normally available to eligible employees after three years of
continuous full-time employment.
Benefits are administered in accordance with specific plans or policies, and the terms of those
plans or policies will control over any other benefit description. University benefits are
subject to change.
You will have thirty-one (31) days from your eligibility date to enroll in most benefits. If you
need assistance regarding benefits, please contact the Human Resources Service Center at
Syracuse University at (315) 443-4042, ext. 1.
The University is committed to supporting a safe, respectful, and ethical living, learning
and work environment. Syracuse University policies may be found at
http://supolicies.syr.edu/. You will be required to participate in training designed to
help you understand and uphold specific policies, and are expected to demonstrate
annually that you have engaged in professional development that facilitates your ability
to uphold the University’s commitment to creating a diverse, equitable, inclusive, and
accessible working and learning environment.
You must consent to a limited background check in order to assume or retain this
position. This offer of employment and start date are contingent upon your successful
completion of a background check process. Once you accept your offer, you will receive a
separate email from Orders@Pretrax.com with a link to complete the background check
authorization process. Should an investigative consumer report be requested, you will
have the right to demand a complete and accurate disclosure of the nature and scope of
the investigation requested and a written summary of your rights under the Fair Credit
Reporting Act. Please note that this background check will not include a credit check
unless required by the position duties described in this letter. Your credit rating will be
unaffected by this process.
This appointment is necessarily contingent upon your continued satisfaction of eligibility
requirements for employment under the Immigration Reform and Control Act of 1986. If you
are not a U.S. Citizen or Permanent Resident, you must have employment authorization or
hold nonimmigrant status that allows you to be employed by Syracuse University. For
questions, please contact the Office of University Counsel at (315) 443-9732 or suieo@syr.edu.
Form I-9, Employment Eligibility Verification, and information about documents acceptable
for completion of Form I-9 may be found at https://www.uscis.gov/i-9-central/acceptabledocuments/
acceptable-documents.
In accordance with New York State Law, it is important for you to acknowledge your pay
notice prior to starting work on your first day. You will receive an e-mail notification to your
Syracuse University account with instructions on completing the pay notice electronically. For
any questions, contact Human Resources at (315)443-4042, ext. 1.
Please note, that with respect to the payments and benefits described in this letter, the
University will withhold any taxes required by law.
If you accept the appointment, as I hope you will, please sign and return enclosed copies of
this letter, keeping the original for your files. To allow the University to proceed, I will
need to have your response within two weeks from the date of this appointment letter.
After you return your signed appointment letter, visit the Human Resources new hire website
at http://humanresources.syr.edu/resources/new-employees/first_day/ to schedule your
Benefits Onboarding session. For information on required paperwork such as the Personal
Information Form, I-9 and parking application, please refer to the Checklist-Your First Day
link on the same site. You may also contact Human Resources at (315) 443-4042, ext. 1, with
any questions.
I look forward to your presence in the Department.
Sincerely,
Jennifer Ross
Professor and Department Chair
Cc: Karin Ruhlandt, Dean, College of Arts and Sciences
_____________, Professor, Physics
Ramesh Raina, Interim Vice President for Research
LaVonda N. Reed, Associate Provost for Faculty Affairs,
Office of Academic Affairs
I accept the appointment as described above.
_____________________________________ _________________
Applicant Name Date
College of Arts & Sciences
201 Physics Building, Syracuse, NY 13244 T 315.443.3901 phyadmin@.syr.edu
This welcome package contains a list of action-items that require your attention, thus
ensuring your smooth transition to Syracuse.
Please do not hesitate to contact me with any questions.
We look forward to working with you.
Sincerely,
Heather A Ketcham, MBA - PMP® | Operations Specialist | Department of Physics
SYRACUSE UNIVERSITY
Welcome to the College of Arts and Sciences (A&S) physics
department. As a comprehensive liberal arts college, we are
the intellectual heart and soul of a Tier 1 research
university. A&S prepares students to become citizens of the
world through teaching, research, enterprise and service.
Allow me to congratulate you on your appointment and to
welcome you to Syracuse University.
Action Items/ Timeline
Steps to complete during the first 31 days of employment- Full time employment
• Attend an SU Onboarding Session. (Previously scheduled.)
• Review benefits information, and enroll as soon as possible—you must enroll within the
first 31 days of employment to be eligible to receive coverage!
Steps to complete during the first 31 days of employment- All employees
• Set up direct-deposit payroll payments and reimbursement by logging onto Myslice
with your NETID, entering your bank routing and account numbers under the
“Employee Services” header and selecting “View/Update My Direct Deposit.” (This
may take two weeks to update.)
• Register for and participate in required Hazard Communication Training if applicable.
• Consult your department administrator about additional trainings, and schedule them
accordingly.
Steps to complete during your first four months
• Provide your department administrator with receipts and itemized details of preapproved
moving expenses, as indicated in your contract.
• Participate in a remote access training session, if you plan to connect to your office
computer from off-campus. Contact A&S Computing Services for an appointment.
Action Items/ Timeline
Steps to complete prior to your arrival
• Upon signing your appointment letter:
o Contact your department administrator, phyadmin@syr.edu to confirm your
start date, as indicated in your appointment letter.
o Confirm any adjustments or renovations to your assigned space and follow-up
with your department administrator as needed, phyadmin@syr.edu.
o Contact the phyadmin@syr.edu to provide details for your profile picture to be
included on the website staff page.
o Visit HR’s New Employees website to register for a Benefits and Onboarding
Session, if applicable and complete the Personal Information Form. In response
to receiving your completed Personal Information Form a Service Center
Representative will send you a Syracuse University ID number (SUID).
o Forward your SUID number to your department administrator. The department
will add appropriate card swipe access.
o Please note that contact information for the physics department is available at
Physics Department Faculty, Staff and Researchers.
o Most online systems use your Syracuse network account, (NETID). In order to
activate your NETID you must have your SUID number. When you activate your
NETID, you also create/activate your Microsoft Exchange email account. You
may use Outlook Web Access at http://exchange.syr.edu to retrieve University
email, until your computer is set up. Email phyadmin@syr.edu once activated
and you will be added to the necessary listserv email addresses.
o The hiring department unit with contact A&S Computing Services and
Telecommunications regarding computer equipment and additional technology
needs.
• Before your start-date:
o For benefits eligible positions - review the University benefits programs.
Steps to complete, once you arrive on campus and your SUID and NETID are created:
• To obtain a parking permit, log onto Myslice with your NETID, and pay for your parking
permit under the Parking and Transit Services link. Visit Parking Services at 621
Skytop Road, Suite 190, to pick up your permit.
• Complete the Employee Eligibility Verification (I-9) at Human Resources, 210 Steele
Hall.
• Complete the W-4 Tax Withholding at Human Resources, 201 Steele Hall.
• Obtain an SU Identification Card from the Office of Housing, Meal Plans and I.D. Card
Services at 206 Steele Hall. You will need to present a form of ID (driver’s license or
valid passport and your signed appointment letter.
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