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Adjunct Faculty

How to Hire an Adjunct Faculty

An adjunct faculty member is contracted to teach courses on a per-term basis. 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

    Review the Office of the Provost Policy On The Employment of Adjunct Faculty-UB to confirm departmental/ school compliance for hiring adjunct faculty.

    TIP: If you need assistance in recruiting adjunct faculty, contact your HR Recruiter.

  • 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 needs to complete the Adjunct New Hire Packet.

    If currently employed or employed within the last year at UB, complete the Adjunct Faculty Contract .

    If the adjunct faculty works for another State Agency or USM institution, they are required to complete a Secondary Employment Form for each course they teach.

    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.