Visiting Hiring Options

Visiting Hiring Options

Search or Non-Search Visiting Faculty Hiring Options

• All offer letters must be approved by Office of Academic Affairs (OAA) before hire: use the Visiting Faculty cover sheet and email to ude[dot]ui[at]rhdaca.
• Units may hire in visiting positions without a search [A] but only for a brief period and also with plans for a regular search. This is best for positions where the need is stable and ongoing but the position needs someone right away; an immediate no-search visiting hire gives time for a regular search for a non-visiting/permanent person.
• Units may hire in visiting positions without a search [B] for a defined period of time. This is when the gap is known to be temporary: e.g. covering a sabbatical or other absence; winding up a program.  
• Visiting positions of unknown duration must involve a search [C]. This is best for positions where the ongoing need is uncertain. Search waivers may still be requested. 
• If the need is uncertain but may last two-to-three years or more, units should hire clinical or lecturer faculty on one year regular appointments. 

Visiting positions are appropriate in two different sorts of circumstances, explained in IU policy ACA-14:

• The need for the position is established and ongoing, for a reasonably stable period of time, but the position needs filling quickly—sudden resignations—or temporarily—replacements for sabbaticals or other leaves. This is an established line.
  • A visiting hire will be allowed, without a search, but it will be time-limited, the offer must be approved by OAA, and it must be accompanied by a search plan for a permanent hire [A] or indication that the need is temporary [B]. Write this on the email that sends the offer letter. 
• The need for the position is uncertain as it involves a program whose demand is not entirely clear—an existing program that appears to be growing or diminishing, or a new program that is in development. This is an uncertain line. 
  • This visiting hire [C] requires an open search for the visiting position. People who are selected after an open search may serve for one-to-two years. When the unit is ready (no more than two years in the future), it should plan on permanent search and hire, or abandon that line.

Without a Search, Visiting Faculty Hire

• Units may identify and select individuals of their choice without any requirement for a search. 
• An offer packet must be sent to ude[dot]ui[at]rhdaca for approval by Faculty Affairs:
  • Description of duties, including rank/status/qualifications.
  • Candidate CV.
  • Draft offer letter. The draft offer letter must be for no more than one or one and half academic years (depending on when it starts), with no reappointment. It may indicate that the person is welcome to apply for a permanent position in a regular search. 
  • A faculty vacancy search timeline [A] or an explanation that the position was temporary (e.g. filling in for someone on leave) [B]. 

With a Search, Visiting Faculty Hire

• Units will use the faculty vacancy process, indicating it is a visiting position. Use the vacancy approval form, search committee, PeopleAdmin posting, and discipline-appropriate advertising. 
• The offer packet sent via PeopleAdmin form will contain:
  • Position description as advertised.
  • Candidate CV.
  • Draft offer letter. The term may be one or two years, or, one year with possible reappointment for a second year. If the candidate is qualified for a “visiting assistant professor” position, it may be useful to note whether work completed during the appointment will count as “in rank” should the person apply for and obtain an IU Indianapolis tenure-track appointment. 
  • If there is an unexpected problem, Interim EVC Gladden may approve a third and final year. 

Example Scenarios:

• Undergraduate biology program, resignation of a full-time lecturer in June.
  • Response:
    • Hire someone as visiting without search [A].
    • Begin a search for a replacement lecturer. Visiting appointee may apply. 
• Psychology department, faculty to be on sabbatical in the fall.
  • Response:
    • Hire adjuncts if possible.
    • Hire someone as visiting without search, for fall semester only. [B]
• Unsure size department:
  • Response:
    • Hire visiting with search [C]; maximum of 2 years. In May of 1st year, consider whether to extend it for a second year. If there is likely to be an ongoing need, begin a permanent position search or
      
    • Hire permanent lecturer position on a one year renewable appointment.
      • In January, determine if you want the person the next year.
      • In October, determine if you want the person in the following (3rd year).
      • In April of every subsequent  year, determine if the next year will be their last, or, if they should be extended.
• New research area department:
  • Response:
    • Hire a visiting assistant professor with search [C] for 1 year with ability to renew for a second. 
    • During second year, if the research area is promising, launch regular tenure-probationary position search. 

If you encounter situations where the policy requires a search but you have an exceptional candidate, you may ask Office of Equal Opportunity for a search waiver.

Using a Regular/Non-Visiting Person

Offering a 1-year initial term allows you to make decisions about retention:

• In January of the first year, to keep them a second year.
• In October of their second year, to keep them a third year.
• In April of each subsequent year, to keep them the fourth year and beyond.

Offering 1 vs. 3 year initial terms is up to the school/unit/dean. It may affect the attractiveness of the position to candidates. About half of IU Indianapolis units use 3 years, about half use 1 year. 

Background

IU Policy

• Visiting appointees have no rights in faculty governance; visiting faculty may not be program directors or design new courses or programs without a regular-faculty partner. 
• Visiting appointees are not eligible for paid family formation or family support leave; if they meet FMLA minimums, they are eligible for unpaid leave. 

ACA-14 Classification of Academic Appointments

For questions, contact Faculty Affairs at ude[dot]ui[at]rhdaca.

Reviewed and revised: 2/2024