Recruitment of New Faculty

1.0 Recruitment of New Faculty

1.1 Policies

These guidelines have been developed with advice from the FAS Policy and Planning Committee. They provide the normative frame for making regular, full time faculty appointments including tenured and tenure track, language lecturer, clinical professors, and visiting lines. Five important considerations are highlighted below:

  • All full time faculty hires, including visitors, are subject to approval by the NYU Office of Equal Employment Opportunity.
  • Under provisional authorization or approval via the response to the Annual Planning Report (APR), recruitment that is approved for hiring in Fall 2017 can commence in Summer or Fall 2016.
  • There are separately detailed procedures for making appointments in more than one NYU unit (cross appointments) and for defining the rights and responsibilities of faculty with such appointments.
  • Data on the candidate pool and projected recruitment costs must now be provided to and reviewed by divisional deans before candidates can be invited to campus.
  • Faculty searches must adhere to procedures that address diversity of women and underrepresented minorities. Please refer to the FAS Faculty Diversity Toolkit. See Section 1.3

The aim of the early approval process is not necessarily to make offers earlier, although this may be a result. The primary reason for accelerating the approval process is to increase the candidate pool, which will have an impact on quality and will also maximize our efforts to meet equal employment goals. There must be an explicit understanding with Chairs and departments: authorizations given to recruit are truly provisional and subject to final administrative and financial approval before an offer can be made during the following academic year. Indeed, authorizations to make offers may not be made depending upon the outcome of budgetary and administrative deliberations. We will defer consideration of recruitment plans that cannot be initiated on provisional terms until the following fall semester.

1.2 Procedures

These procedures assume a particular model of recruitment -- a precise and discrete series of steps. In some instances, departmental recruitment may follow a "rolling" process or entail more open-ended searches. Whatever the model authorized in a given instance, the guidelines here should be followed.

  1. As part of the Annual Planning Report, the Chair/Director forwards to the Divisional Dean a Faculty Staffing Plan outlining requests for new faculty hiring.
  2. If recruitment is approved, the Chair should appoint an ad hoc search committee for the positions. The names of the search committee members should be submitted to the Associate Dean of Arts and Science. The membership of the search committee will be posted in the FAS Administrative Resources page, under Faculty. All researches must address Faculty diversity. Please refer to the FAS Faculty Diversity Toolkit. See Section 1.3. If the rank is senior or open, it is strongly recommended that the committee include one senior member from a related department. All members of the faculty at any professorial rank may serve on a committee, even for a senior position. It is strongly recommended that search committees have representation by both women and minorities.
  3. Faculty may be appointed solely to one department or may be considered for an Affiliated, Associated, or Joint appointment (Section 1.5). The different responsibilities and privileges of Affiliated, Associated, and Joint appointments are described in Section 5.0 of the Policies and Procedures, "Faculty Appointments in More than One Unit Within NYU." The rights and responsibilities indicated for each category of appointment should be carefully considered before making the recruitment proposal.
  4. If the proposed position is likely to involve an Associate or Joint appointment, one department will assume the lead in the recruitment, but the second department or program must be appropriately represented on the search committee. If an unanticipated possibility of an Associated or Joint appointment emerges in the course of the search, the relevant academic unit should be informed immediately and asked to review the candidate's curriculum vitae. From that point on, the candidate should be jointly considered.
  5. The position must be advertised in the appropriate disciplinary publications and/or field job listings. The advertisement must be forwarded to the Associate Dean of Arts and Science for approval and placement. The advertisement must define the position in broad, wide ranging terms consistent with the search committee's definition of diversity and academic excellence. Refer to the FAS Faculty Diversity Toolkit. See Section 1.3. If some form of Affiliated, Associated, or Joint appointment is proposed or likely, the related department must be consulted on the wording of the advertisement before it is forwarded to the Associate Dean. The approved advertisement should be circulated to members of the department and to the Chairs of related departments. All advertisements for provisionally approved recruitment must include the following language: "...subject to budgetary and administrative approval...."
  6. The Search Committee is expected to actively seek applicants of distinction or of exceptional promise. Department members should be invited to suggest persons who might be sought out as candidates. In searches of all levels, the Search Committee is required to actively seek the candidacies of women and underrepresented minorities. The composition of the search committee must be forwarded to the Office of the Associate Dean. Information on all faculty search committees will be listed in the Policies and Procedures.
  7. The Search Committee is expected to narrow the field and develop a short list. After closely examining the work and references of candidates on that list, they should propose to the department Chair (typically) three finalists to be invited to campus for a lecture or seminar in the department, to be interviewed by department members, and to be interviewed by the Deans. The files of all candidates, those invited and those not, should be available to all faculty of the department for inspection. The files and publications of invited candidates should be distinguished from the general files and made available well before the campus visit.
  8. The Chair should forward the curriculum vitae of the finalists to the appropriate Divisional Dean for approval of candidate visits and scheduling of meetings with the Dean. In a cover letter the Chair should describe the search process and the rationale for selection of the finalists, and indicate whether any of the finalists are women or members of underrepresented minority groups. The Chair must complete the Preliminary Data on Candidate Pool form providing statistical data on the pool of candidates identified by the search. Candidate visits will not be authorized until this information is forwarded to the Dean.
  9. Search committees are expected to solicit at least 3 external letters of evaluation for each finalist.  For junior, tenure track or contract faculty appointments, letters of recommendation can be sent by the candidate as part of the application or chosen by the committee from the list of references provided by the candidate.  For mid-career or senior appointments with tenure, the search committee must solicit external letters from persons not associated with the candidate (co-author, thesis advisor, etc.) nor identified/suggested by the candidate.
  10. Once the required information has been provided, the Divisional Dean will notify the Chair if there is approval to proceed with invitations to the finalists. At this time, the Dean may also establish additional parameters related to the search, including specific budgetary guidelines for campus visits by the finalists, or inclusion of additional faculty or units in these final stages of the process.
  11. The Dean of the Faculty, in addition to the Divisional Dean, must interview all candidates for senior tenured positions; junior candidates normally need to be interviewed only by the Divisional Dean.
  12. The Search Committee must present its final recommendations to a full department or program meeting for a vote by all members in the professorial ranks. The recommendation must take the form of a written report that appraises the field of candidates, discussing the three finalists in some detail; identifies the specific strengths of the candidate recommended, with a thorough analysis of the candidate's work; and evaluates the reference letters. There should be open discussion in advance of a vote, which may be open or secret, depending upon a department's policy. This should not be confused with the review for tenure, which is a separate procedure. Faculty not present should be invited to submit a written opinion, although their vote or opinion must be recorded separately from those who attended the open discussion.
  13. If the appointment is to be Affiliated, Associated, or Joint, the Search Committee must also present its report to the secondary department. The secondary department should then hold an open discussion in advance of its vote, which may be open or secret, depending on department or program policy. The Chair of the secondary department should send a report to the Divisional Dean and the Chair of the lead department indicating that the department faculty were consulted and that they voted on the conferral of an Affiliated, Associated, or Joint appointment. There must be concurrence of both units before an offer is made.
  14. The Chair of the lead department must forward the department’s recommendation for appointment to the Divisional Dean, including the external letters of recommendation, the faculty votes and the search committee’s report itself.  A copy of the Affirmative Action Recruitment Form should also be submitted along with the recommendation for appointment.
  15. If the offer of appointment will be with tenure, the Dean of Arts and Science must consult with the Provost’s Office and receive direct approval from the Provost to extend an offer.  The Dean will forward to the Provost a copy of the candidate’s c.v., the report of the Departmental Search Committee, and external letters of recommendation submitted on behalf of the candidate.
  16. Once approved by the Dean (and Provost if offer will be with tenure), an offer can be made to a candidate.  The Chair (or lead department/program Chair in a joint appointment) should begin developing with the Divisional Dean the specific framework for a formal offer.  After the framework for an initial offer is made, the Divisional Dean will be responsible for negotiating the final terms of the offer including salary, research funds, and housing.  The Divisional Dean will consult with the Chair during the course of negotiations.  The formal offer letter will be sent by the FAS Dean or Divisional Dean.
  17. If the position involves an Affiliated, Associated, or Joint appointment with a second unit, both Chairs must agree upon the precise expectations of both departments (number of courses, committee work, merit review, third-year review, tenure and promotion procedures, location of office) in advance of making a formal offer. These terms must be shared with the Dean and with the candidate before the offer is extended, and they must be detailed in the offer letter.
  18. Before a formal offer is made to a candidate in writing, a completed Affirmative Action Form must be submitted to the Office of the Associate Dean, approved by the Associate Dean, and the University Office of Equal Employment Opportunity. In the case of offers with tenure, the offer letter must indicate that the offer is contingent upon a review for rank and tenure. This formal review will begin after the terms of the offer have been accepted. The Department should follow the FAS Guidelines for Promotion and Tenure to conduct this review. 

1.3 FAS Faculty Diversity Toolkit  

The creation of this Diversity Toolkit reflects an important step towards achieving the long-standing goal of our University to achieve the highest standards of inclusive excellence at the faculty, student, and staff levels. We place particular emphasis on enhancing faculty strengths through inclusive hiring to reflect our commitment to creating a scholarly community dedicated to serving the diverse populations of our University, our city, and indeed, our global network. Read more...

1.4 Academic Job Titles

Category Code Titles General Description
Professor 102 Professor, Associate Professor,Assistant Professor Full-time tenure/tenure track faculty. Receives full benefit package (health, retirement, tuition remission).
Adjunct 112 Adjunct Professor, Adjunct Associate Professor, Adjunct Assistant Professor, Instructor Part-time faculty. Limited to two courses per academic year (Fall and Spring).
Visiting Professor 102 Visiting Professor, Visiting Associate Professor, Visiting Assistant Professor Full-time faculty appointment usually for one or two semesters. Receives health and retirement benefits.
Instructor 102 Instructor Full-time faculty position. Appointment limited to maximum of three years. CAN NOT have Ph.D. Receives health benefits and tuition remission.
Faculty Fellow 102 Faculty Fellow Full-time faculty position for junior Post-Docs. Appointment limited to maximum of three years. Must have received Ph.D. within five years of appointment. Receives health, retirement, and tuition remission benefits.
Language Lecturer 102 Senior Language Lecturer, Language Lecturer Full-time faculty, non-tenure track appointment subject to continuous renewal. Receives health, retirement, and tuition benefits.
Clinical Professor 102 Clinical Professor, Clinical Associate Professor, Clinical Assistant Professor Full-time faculty, non-tenure track. Appointment subject to continuous renewal. Receives health, retirement, and tuition benefits.
Research Professor
103
Research Professor, Research Associate Professor, Research Assistant Professor
Honorific title for full time Code 103 researchers.  Please see section 1.9 below.
Research Scientist or Research Scholar 103 Senior Research Scientist, Research Scientist, Associate Research Scientist, Assistant Research Scientist, Junior Research Scientist Full-time non-faculty personnel engaged in research. Must be externally funded. Receives health, retirement, and tuition remission benefits.
Research Scientist or Research Scholar 113 same titles as above Part-time, non-faculty personnel engaged in research. Must be externally funded. Eligible for retirement benefits.  No other benefits provided by NYU.
Postdoctoral Fellow 103/542 Postdoctoral Fellow Post Doc paid by outside agency to conduct research. Salary processed through NYU but not an NYU employee. Health benefits provided by NYU.
Postdoctoral Fellow 542 Postdoctoral Fellow Post Doc paid by outside agency to conduct research. Not an employee of NYU. Salary paid directly by agency to Post Doc. Eligible to enroll in GSHIP health insurance.
Visiting Scholar No code Visiting Scholar, Visiting Research Professor No salary. Provided with ID card and use of library. Appointment limited to one year. No benefits provided.



1.5 Cross Appointments - Tenure Track Appointments in More Than One Unit Within NYU

  Joint Associated Affiliated
1. Additional Title Yes Yes No
2. Probationary time table per primary unit only. Yes Yes Yes
3. Voting rights for senatorial representation in primary unit Yes Yes Yes
4. Participation in governance of both units Yes No No
5. Listing in both units' catalogs Yes Yes Yes
6. Formalized arrangement regarding service Yes Yes No
7. Formalized agreement on funding of salary Yes No No
8. Shared promotion and tenure review of appointee Yes No No
9. Shared salary decisions Yes No No
10. Shared decisions on leave Yes No No

Source - NYU Office of Academic Appointments

Example - If the primary appointment is in the Department of Biology in FAS and the secondary appointment is in the department of Pathology in the School of Medicine, the title for a joint appointment or an associated appointment would be "Professor of Biology and Pathology".

 

1.6 Research and Post-Doctoral Appointments

Please visit FAS Academic Appointments for details pertaining to the the appointment process for each of the designations outlined below. For guidance regarding appointment procedure, as well as part time non-exempt assistant/associate research scientists/scholars please contact Renata Ortiz at extension 88694 or rg127@nyu.edu. Questions regarding title classifications should be directed to Amber Pritchet at extension 83566 or aap7@nyu.edu

RESEARCH SCIENTISTS AND POSTDOCTORAL ASSOCIATES: 
The PhD Level Scientist track is a post-PhD career path inclusive of five years mentored postdoctoral training and subsequent research scientist opportunities based on demonstrated high-level individual research competence.

Postdoctoral Associates are post-PhD trainees preparing for a research scientist career path. They transition to career independence through the development of professional skills and supervision by senior scientists incorporating individual development plans in support of training goals and those of a faculty mentor; publication of research findings/scholarship during postdoc appointment period is expected.

Research Scientists demonstrate outstanding research competence, attested to by a PhD education level and minimum five years of experience. Exceptions to the Ph.D. education level and years of experience can be made for outstanding individuals with specialized skills.

Senior Research Scientists signify the highest measure of research competence, attested to by a PhD, eight to ten years of experience and an equivalent level of independent research and publications.

LABORATORY ASSOCIATES 
The non-PhD Level Laboratory Associate track affords training opportunities to gain preparatory skills in laboratory research support for career paths in science and/or medicine. Junior Laboratory Associate and Laboratory Associate levels provide training in laboratory research support; the Senior Laboratory Associate level provides an established ongoing career path.

POST DOCTORAL FELLOWS 
Post-Doctoral Fellows are neither employees nor students of New York University. They come to NYU with stipends administered through the University from a variety of external sources. Post-doc Fellows have no specific work assignments, nor does the stipend they receive constitute payment for services rendered. Post-doc Fellows typically have received a doctoral degree within the past five years and have not held a tenure track position. They come to the University in a training capacity for the purpose of developing research competence. Post-doc Fellows commit to an average of 35 hours per week at NYU, for a minimum of four months up to five years maximum duration under the supervision of an NYU faculty member.

Note: Post-doc Fellows who have secured external funding independently of NYU, and who receive said funding outside NYU payroll are not eligible for benefits and should seek insurance options through GSHIP. Post-doc Fellows with external funding paid via NYU Payroll are benefits eligible but should not be confused with Post-doc Associates.

Please click here for appointment procedures.

Principal Investigator Status and Honorific Titles 
Research Scientists and Research Scholars can be designated as Principal Investigators and Research Professors (honorific) at the recommendation of the department Chair and the Dean subject to approval by the Provost and the Office of Sponsored Programs (OSP).

Standards and Conditions for PI Status 
Since length of appointment varies for Researchers ongoing institutional responsibility must be ensured. Departments will be responsible for the observance of University policies, such as the Patent Policy. Departments will also assume final responsibility for meeting the conditions of research awards, financial and technical reports, animal welfare and protection of human subjects, etc.

The following questions should be addressed in a memo from the Chair recommending Principal Investigator status:

  1. Does the individual have sufficient stature to compete for external funding with some chance of success?
  2. What has been the extent of the individual’s relationship with the University to date? How long is the relationship expected to continue?
  3. Are graduate or undergraduate students to be involved in the research program? If so, who will supervise their research with respect to grading and meeting degree requirements? If the PI leaves, what happens to a student’s project?
  4. Are post-doctoral fellows to be involved in the research? Will the award cover their stipends?
  5. Is the proposed research congruent with the interests of the department?
  6. Will departmental resources be required for the project? Additional space, equipment, supplies, equipment maintenance costs? Will space planning needs have an adverse effect on existing faculty space?
  7. Will award funds replace expenditures required by the department, e.g., salary support for technicians, etc.?

Procedure for Granting Research Professorial Courtesy Titles 
A memo from the Chair requesting an honorific title should be submitted with a curriculum vitae and letters of recommendation. Pending Dean approval, the request will reviewed by the Provost and Office of Sponsored Programs.

Questions and submission of requests for PI status and honorific Research titles should be directed to Amber Pritchett at extension 83566 or aap7@nyu.edu

1.7 Visiting Scholars

INTRODUCTION 
The program for Visiting Scholars extends a courtesy title and privileges to scholars of distinction visiting New York University to engage in research, scholarship and cultural interaction with NYU's faculty and students. The courtesy title may not be granted for the purpose of providing free courses or other privileges to graduate or post-graduate students, or for the sole purpose of providing library privileges.

Visiting Scholars are considered guests of the University who may visit for a temporary period of up to one year (renewable). As non-employees, they have no teaching or other responsibilities and they are not entitled to salary, housing, or benefits other than those privileges cited below. Visiting Scholars covered by this program may not in any way perform in the role of an employee at New York University.

DEFINITION 
The title Visiting Scholar may be granted to scholars who hold academic appointments elsewhere, to scholars who have no academic affiliation (e.g., who are independent private scholars, government officials, business people, and scientists employed by corporations), or to junior scholars who are sufficiently proficient in their academic discipline to be accepted as colleagues by the University's faculty.

PRIVILEGES 
Visiting Scholars may participate in colloquia, audit classes, consult with members of the faculty, and use University Libraries. Deans may permit the use of office space and/or access to laboratory and research facilities in their Schools. Membership to the University Fitness Centers is also available, upon submission of a request from the Dean of the School and the presentation of an NYU Photo ID card.

NYU does not provide assistance with housing. However, the University will offer assistance related to visa matters through the Office of Global Services. These services include issuance of certificates of eligibility for the J-1 Exchange Visitor Visa, orientation and advisement about maintaining non-immigrant status (insurance, teaching, and extensions). Informal assistance may be provided by schools or departments.

The Visiting Scholar title or related privileges can be revoked at any time at the sole discretion of the University.

RESPONSIBILITIES 
Visiting Scholars are not obligated to perform any duties at NYU, but may be invited by the department with which they are affiliated to participate actively in academic life, including participation in seminars or delivering an occasional lecture, consulting with faculty, and voluntary informal counseling and consultation with students.

ADMINISTRATIVE PROCESS 
Please use the Application for Visiting Scholars, and submit with Chair signature, curriculum vitae and relevant supporting documentation to FAS Academic Appointments at fas.academic.hr@nyu.edu. Generally it is helpful to receive requests two to three months in advance of the desired effective date. In cases where advanced planning may be necessary to support visa and/or housing arrangements, please provide adequate notice. We will make every effort to accommodate early applications based on the rationale. If FAS Academic Appointments accepts, the recommendation, subject to the Dean’s endorsement, will be forwarded to the University Office of Academic Appointments for approval. 

OAA approval will be communicated to FAS Academic Appointments by the Assistant Vice Provost with authorization for a NYU ID card. FAS Academic Appointments will notify the department of approval via email with a copy of the signed application inclusive of ITS confirmation granting NYU ID card privileges.

Questions regarding Visiting Scholar appointments can be directed to fas.academic.hr@nyu.edu. Please visit FAS Academic Appointments for terms of renewal requests.

1.8 ID Card Authorization

FAS Academic Appointments prepares ID card authorization for continuing full time faculty (code 102), research scientists/scholars (code 103), their spouses and domestic partners. Please email requests to fas.id@nyu.edu.

ID card authorization for new full time faculty will be prepared by the Office of Faculty Advancement upon receipt of new hire paperwork from the department. If an ID card is needed before the paperwork has been sent please contact Petal Wellington at (212) 998-8067 to provide the faculty member's date of birth, non NYU-email address, and Social Security Number (via telephone; DO NOT convey social security numbers via email). After the University N number and Net ID are created, the faculty member can proceed to the NYU Card Center.

ID card authorization for researchers and post-docs will be prepared by FAS Academic Appointments upon review of appointment paperwork submitted by the department.

For spouse and domestic partner ID cards, please provide date of birth, non NYU-email address, and social security number via telephone at (212) 998-8069. Note that spouses and domestic partners will not be granted access to NYUHome.

Upon notice of ID card authorization the recipient should proceed to the NYU ID Center at 7 Washington Place with a valid photo ID. For general information please visit https://www.nyu.edu/life/resources-and-services/nyu-card-and-campus-cash/get-an-nyucard.html.