How to Hire an Adjunct Faculty
Adjunct faculty positions are non-benefited, part time faculty contracted to teach courses on a per-term basis. These contracts vary by term based upon department need. If qualified candidates are interest in adjunct appointments, we encourage them to contact the department and/or school for more information and availability of appointments. For more information about the use of adjunct faculty please see Office of the Provost policy guides on adjunct faculty.
Are you ready to hire?
- Do you have an approved position number?
- Do you have approved funding?
- Do you have leadership approval?
Step 1: Confirm criteria
Step 2: Confirm Position and Budget
The School’s Contract Coordinator confirms with their Budget Manager that a position number has been created and funded for the adjunct position.
TIP: The Position Action Form (PAF) is used to create a new position or update an existing position.
Step 3: Prepare and Complete Hire Paperwork
Adjunct faculty who has not been employed by UB within the last year must complete all of the documents on the Hiring Checklist.
If currently employed or employed within the last six months at UB, only complete the Adjunct Faculty Contract.
If the adjunct faculty works full-time for another State Agency/USM institution or holds another full-time position at UB, they are required to complete a Secondary Employment Form for each course they teach. If the adjunct faculty works for another State Agency or USM institution (full or part-time), they are required to complete the Other Employment Questionnaire to determine their eligibility for subsidized health care. If a regular staff or faculty member is teaching more than one course as an adjunct or a non-UB employee is teaching more than two courses as an adjunct, they are required to complete the Exception Form for Exceeding Overload Limitations.
NEW HIRES ONLY
Prior to, but no later than three (3) days from the start/hire date, the new hire adjunct must present acceptable identification documentation, as well as proof of citizenship or alien status with authorization to work in the United States to the Office of Human Resources (OHR). Continued employment is contingent upon meeting this requirement. Please see the list of acceptable I-9 documents.
TIP: All contracts must be submitted to OHR no later than two (2) weeks prior to the contract start date to ensure timely processing and payment.
Step 4: Submit Hire Packet to OHR
OHR logs all incoming contract packets and reviews for accuracy and completeness. If correct, the contract is routed to UB’s Position Control Manager/Grant Administrator for budget approval.
If corrections are required, the new hire packet is returned to the Contract Coordinator within one (1) business day. This delay impacts the new hire packet’s place in OHR’s contract processing queue, based on “first come, first served”.
Step 5: Budget or Grant Approval
UB’s Position Control Manager/Grant Administrator reviews/approves contracts within two (2) business days and returns approved contracts to OHR HRIS Operations. If there are any budgetary issues/concerns, the School’s Business Manager is contacted within one (1) business day.
TIP: To avoid processing delays, a position number must be on all contracts.
Step 6: Process New Hire Paperwork
HRIS Operations prepares the new hire packet for routing to the State of Maryland’s Central Payroll Bureau (CPB) in Annapolis. The employment record is also created in PeopleSoft.
Timely processing of contracts ensures timely payment. The Employment Processing Schedule informs all those involved on when the adjunct faculty will receive payment. The Contract Coordinator is responsible for all communications with adjuncts regarding contract processing and timeliness of payment.
The adjunct’s User ID and University ID letter will be system generated and routed to the Contract Coordinator within two (2) business days of PeopleSoft entry. Additional access is granted by contacting OTS Call Center at 410.837.6262
TIP: Please allow additional contract processing time during inclement weather and/or high volume periods, such as beginning of a semester.
Step 7: Newly Hired Adjunct Faculty
Completion of I-9
Required by the U.S. Citizenship and Immigration Services/Department of Homeland Security, all new employees must complete an I-9 Form ( Employment Eligibility Verification ) verifying the employee's identity and establishing eligibility to work in the U.S, online. The employee MUST complete the I-9 Form online by the end of their first day of employment. The employee has no more than three (3) business days from the start date to present original documents to a qualified representative from UB’s Office of Human Resources. Click here for I-9 Form Completion Instructions.