After consultation with the EVCAA, offer discussions may be initiated. To discuss an offer package, the Dean should be knowledgeable about the University’s standard benefits such as health and life insurance, retirement funds, and fee courtesy. The discussion and offer should also include information regarding office and lab space, research funding, prior sabbatical leave credit, prior tenure credit, dual-career hiring needs, and other academic personnel issues, as applicable. It is a good idea to be familiar with IU’s policy on moving expenses. Discuss this early with the candidate to reduce complications later. In negotiations, it is essential to emphasize that no commitments are definite until final administrative approval and extension of an offer letter. The following offer situations require extra steps:
- Offers with Tenure: When an offer is made granting tenure, the Dean and school tenure committee must have an opportunity to review the vita and other materials and approve the tenure before making the offer. An offer with tenure will require approval by the Vice Chancellor of Academic Affairs and the Board of Trustees. The Vice Chancellor of Academic Affairs will secure these approvals through the established approval process.
- Offers to Non-US Citizens: An appointment for a conversation or meeting with the Office of Human Resources should be arranged for all non-U.S. citizens or permanent residents who are being considered for an academic appointment. The Office of Human Resources will submit the application for the visa and will make arrangements for any applicable fees to be paid. The Office of International Services is also available to answer any questions the department or the candidate may have and assist in completing and filing the required forms. Because visa processing can take several months, it is essential to start working with HR/OIS early in the process.
- Dual-Career Situations: Dual-career partner assistance has become a crucial element in recruiting and retaining excellent faculty. The candidate should initiate any discussion or interest in dual-career placement. However, it is acceptable to ask a candidate if any considerations would make an offer more appealing. It is not acceptable, however, to ask a candidate if they have a spouse or partner who would require employment.
While the spouse or partner’s placement is not ensured, the Dean may talk with candidates about job opportunities for trailing partners by providing information about job listings in the area or any adjunct teaching openings. Contact the Office of Academic Affairs with any questions.
When making a salary offer, the hiring authority should keep in mind equity issues regarding the compensation of others of comparable positions within the department. Salaries should be in line with those faculty members of similar rank and experience in the department. Candidates, especially women and minority candidates, should not be paid less simply because the markets will bear it or because they received a lower salary at their prior institution or negotiate less strongly than other candidates. Departments are advised to consult with Office of Affirmative Action to review any concerns regarding compensation and equity.
The Office of Academic Affairs is responsible for preparing offer letters. The offer letter should describe the appointment (e.g., tenure-track) and the professional duties required. It is also essential that the letter include a statement highlighting that the offer is conditional, for example:
“Please note that this offer must also gain final administrative approval and is subject to the University's receipt of verification of your credentials and other information required by law, and on your furnishing the federally required documentation showing that you are a citizen or permanent resident of the United States or an authorized alien entitled to be employed in the U.S. for the period of your appointment. Indiana University participates in the U.S. Department of Homeland Security's E-Verify Program to confirm employment eligibility. Upon acceptance of your offer, you will receive an email containing information on employment eligibility verification and the E-Verify process. This appointment is also conditional on a positive outcome of a background check, a part of the appointment process for all faculty and staff at the University. The background check will be initiated and completed through eLink, the default web based system, once all appointment-related documentation has been submitted to the Business Office.”
If an offer is rejected, the search committee may go back to the candidates already interviewed or re-evaluate other candidates in the candidate pool. If a decision is made to offer a previously interviewed candidate, a new offer request should be routed for approval. If more interviews within the candidate pool are determined to be necessary, a new interview request should be routed for approval.
If a search committee is unable to achieve an accepted offer, the search is considered a failed search. If the position is still posted in People Admin, the search may continue and new candidates may be interviewed. If the position posting has been removed from People Admin, it may be reposted with the same information if it is within one year of the date of approval of the Vacancy Notice, and any deadline stated in the posting has not passed. If more than one year has passed, or the posting, advertisement, or search committee information has changed, a new search should be initiated by submitting a new Vacancy Notice. In addition, the Office of Human Resources will remove postings that are still active after one year. A new Vacancy Notice must be submitted if the search is ongoing. In the event of a failed search, departments are encouraged to re-examine position descriptions and advertising plans to encourage more applicants and a diverse pool.
Once the search has concluded and an offer has been accepted, unsuccessful candidates should be notified. Since some first offers are rejected, unsuccessful candidates should be notified only after accepted offers. Consider notifying other finalists in person first; however all candidates should receive a communication about the conclusion of the search.