Faculty Relations

Provost's Office

Non-Tenure Track Hiring

Non-Tenure Track Hiring

Returning Non-Tenure Track

All returning non-tenure track faculty can be hired outside of PageUp.

Returning non-tenure track faculty members are employees who have taught at WWU before and have an “Active” employee status. Run an Employee Summary report in Millennium FAST to check employee status.

The Contract

  1. Department initiates NTT Contract.
  2. Department and college approve contract, according to college instructions.
  3. Department or college approves contract to returning NTT faculty member, according to college instructions.
  4. Returning NTT faculty member approves contract back to previous approver’s email address.
  5. Department or college locks contract, according to college instructions.

The Job Record

In September, jobs for returning non-tenure track faculty can be submitted to HR together on a college spreadsheet. All jobs on the spreadsheet must be:

  • Six pays long, with start and end dates that fall on the regular quarterly contracting schedule.
  • Funded from a single Chart 1 source.
  • For returning non-tenure track faculty.
  • For fall, winter, or spring quarters.

All other jobs or changes to jobs for returning non-tenure track faculty during the year must be processed on a Faculty PA form and received by HR in time for processing.

New Non-Tenure Track

New non-tenure track faculty members have either never been employed at WWU or no longer have an “Active” employee status. Run an Employee Summary report in Millennium FAST to check employee status.

All new non-tenure track faculty must be hired using PageUp. Go to https://western.pageuppeople.com to log into the system.

Outreach and Continuing Education Process

If your position is funded through Outreach and Continuing Education, they will complete the request to make offer, the online offer, and hiring process as follows:

  1. OCE will generate a contract for the new faculty when they receive notice either by approved planning document or change form.
  2. OCE will route the contract to the department for the appropriate approvals, and once obtained will lock the contact and upload it and the NTT funding spreadsheet into Page Up, then generate the “Request to Make Offer”.  This will route through the Chair and the Dean.
  3. Once the “Request to Make Offer” is approved, OCE will make the official offer online on behalf of the appropriate college’s Dean.
  4. Once the offer has been accepted, and the new hire has completed all the necessary hiring documents, the information will be sent over to HRIS Banner to create an ID and accounts.
  5. OCE will receive the accounts ready email and will send instructions to the new hire to activate accounts.  OCE will copy in the department contact on all emails sent to the new hire.

Requesting to Offer

  1. Complete the Non-Tenure Track Faculty Contract Letter and print the form as a pdf. This form will not be sent to your candidate at this time. Route for proper approvals according to your college’s instructions. The Department will lock the contract.
  2. Login to PageUp: https://western.pageuppeople.com.
  3. Click “Jobs” in the top menu bar.
  4. Locate the position (NTT pool/recruitment title).
  5. Click “View Applications” and locate the applicant you are hiring.
  6. Click their current status (status is to the left of their first name) and select “Request to Offer”. This will open your offer form.
  7. Fill out the following fields:
    • Start Date.
    • Mail Stop/Room Number.
    • External Mailing Fields (if applicable).
  8. In the ‘”Offer Letter” section attach two files (Click on “Add Document”):
  9. Choose your NTT Faculty approval routing. Reminder: No offer of employment can be given until the offer has been approved.
  10. Click “Submit & Exit”.

Extending the Offer

  1. Once the Offer form has been approved, the Originator of the Request to Offer will receive an email notification. It is highly recommended to contact the candidate to let them know that the offer will be coming via email. (The email will be the same one utilized to submit the application).
  2. Click “Jobs” in the top right hand of the screen.
  3. Find the position and click the job title to open the job.
  4. Click “View Applications”. (Reminder: Click “Manage Applications” if Applicant Progress Board is active).
  5. Click on the application status (next to your candidate’s name).
  6. Select “Online Offer Made”.
  7. Review and customize the email to the application; this email is sent to provide instructions on how to view/accept their offer.
  8. Once the offer has been accepted, a notification will be sent to the Search Coordinator/Originator of the Recruitment Request and the Supervisor or Onboarding Coordinator.

When hiring through PageUp, you will not need to submit a Personal Action (PA) form. If you need to make changes to a record that has already been processed through PageUp, please submit a PA with the updates.  You will need to submit a PA form if you are offering relocation and/or recruitment incentive for those payments.

Offer Acceptance and Onboarding

  1. New hire candidate accepts offer through PageUp.
  2. Once the candidate accepts the offer, they will be prompted to complete new starter paperwork and given instructions on how to complete their I-9 if applicable.
  3. Department receives email that offer has been accepted and forwards email to dean’s office according to college instructions.

The Job Record

  1. Once the candidate accepts the offer, completes online paperwork, and completes the I-9, their employee and job records will be entered into Banner.
  2. Once the Employee ID has been created, the department or college should add the Employee ID to the contract and lock the contract.
Faculty Relations