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Adjunct Faculty Hiring Workflow & How to Hire

Workflow

How to Hire: New Hires

An adjunct faculty member is someone hired to teach courses on a per-term basis.  They can teach up to 11 credits per term per the Provost's Office and are not eligible for benefits.

The Process

Actions and Tips

Confirm criteria have been met to hire Adjunct Faculty

Provost's Criteria for Appointment and Promotion should be reviewed to confirm department meets the criteria for hiring Adjunct Faculty.

Tip If you need assistance in recruiting Adjunct Faculty, contact your Talent Acquisition (TA) Consultant.

Department completes Adjunct Personnel Action form (PAF) for new Adjunct Faculty New adjunct faculty are hired using the Adjunct PAF [PDF].
Department request Adjunct Faculty to complete new hire paperwork & Terms & Conditions (T&C) agreement

All Adjunct Faculty who have not been employed within 1 year at DU need to complete Drexel Adjunct New Hire Paperwork [PDF].

All Adjunct Faculty must also complete a T&C agreement for each term they teach.  Please see your Administrator for the most up-to-date template.

If this employee will be working in California, please contact your TA Consultant.

Either prior to, or within the first 3 days, of employment at Drexel University, employees must present acceptable documentation of their identity as well as proof of US citizenship or alien status with authorization to work in the United States to Human Resources.  Their employment will be contingent upon them meeting this requirement.  Please see the list of acceptable I-9 documents.

Tip I-9 must be verified in person. 

Department submits Adjunct PAF and Terms & Conditions, preferably with Adjunct's CV to Dean/Director (or PI if research funded) for approval

If the finalist is not a U.S. citizen or permanent resident, they are considered a foreign national and must be directed to the Office of International Students and Scholars Services (ISSS) to begin the foreign national adjunct faculty hiring process.  ISSS can be reached by phone at 215.895.2502 and/or via email at isss@drexel.edu.

Once an offer is made, the required documents must be submitted to ISSS.  Any foreign national that requires an H-1B or J-1 visa to work should fill out the required documents and submit them to ISSS.  ISSS requires 2-3 months processing time for documents.

All foreign nationals are required to complete the International Student/Employee Notification Sheet and return it to the Tax Office or the relevant Talent Acquisition Consultant in Human Resources.  Once the form has been received by the Tax Office, the adjunct will receive an email with instructions on how to complete the Glacier Nonresident Alien Tax Compliance System requirements.  For more information, please contact Donna Vickers in the Tax Office. Once the adjunct has been entered into the Glacier system, the Tax Office will provide HR with a GOAINTL form, which indicates that the adjunct is authorized to work. 

To be entered into the Payroll system, all adjuncts must have a social security number.  Foreign nationals must provide HR with a receipt of their social security number application prior to their first day of employment.  Keep in mind that the Social Security Administration (SSA) suggests that foreign nationals be present in the U.S. for at least ten consecutive days before applying for a social security number.  The typical wait time for receiving a social security card is 4 weeks from the date the application is submitted to SSA.  Once the card is received the adjunct must bring the original card to HR and the Tax Office.  Please contact your Talent Acquisition Consultant with any questions.

Completion of Form I-9

Drexel is required to complete a Form I-9 to document verification of the identity and employment authorization of all new employees.  U.S. Citizenship and Immigration Services requires each employee to complete Section 1 of Form I-9 by their first day of employment, but not before accepting a job offer.  Section 2 of Form I-9 must be completed by Drexel within three business days of the employee’s first day of employment.  To complete Section 2 specific documents that verify identity and employment authorization must be presented by the employee (Form I-9 and Instructions).  The documents must be the original and must be reviewed in-person in Human Resources.  Authorized representatives (e.g., Notary Public) may also complete Section 2 on behalf of Drexel for employees working in remote locations away from Drexel’s campuses.  For more information about completing Form I-9, please contact Monée Pressley in HR at mnp56@drexel.edu or the relevant Talent Acquisition Consultant.

Reverification of Employment Authorization Using Form I-9

A reverification of employment authorization is required prior to the expiration date of the current authorization.  The Tax Office will send an email to the employee, with specific instructions, prior to the expiration of their current employment authorization.  Human Resources will send an email notification to the employee with the subject “Employment Authorization/Updating Form I-9.”  The email includes specific instructions for the employee to follow within two weeks from the date of the email.  For more information regarding the reverification process, please contact Eva Wilson in HR at emw322@drexel.edu.

Budget Administrator submits Adjunct PAF to Office of Research for approval NOTE: If research funded, the PAF will need to be approved by the Office of Research.
Budget Administrator submits Adjunct PAF to Provost for approval NOTE: Adjunct compensation over $15,000 must go to the Provost for approval.
Dean/Director provides all approved forms to TA HR will log the incoming forms and submit to TA for approval.
TA approves Adjunct PAF submits PAF, T&C, and new hire paperwork to HRIS for final approval TA will approve within 1 business day if all is complete.  If there are issues with the paperwork, department will be contacted within 1 business day.
HRIS approves Adjunct PAF & enters the forms into Banner Tip This step should be completed within 2 business days, but please allow additional time at high-volume times of the year, such as term start.  If there are issues with the PAF, the department will be contacted within 2 business days.
Adjunct Faculty Hired

Within 2 business days of Banner entry by HRIS, the employee is active and can now see job information in the Employees tab in DrexelOne.

Once the Adjunct Faculty member has a University ID, please email it, along with their name and effective term date, to provdocs@drexel.edu in order to grant them additional access.  The Adjunct Faculty member will be active within 2 business days.  For questions about this process, please contact Jason Gersh at jag337@drexel.edu.

Adjunct Faculty can pick up their computer accounts through the Computer Accounts Management Service.

Adjunct Faculty can now view job information in the Employees tab in DrexelOne.

Tip User ID and University ID are available 60 days prior to start date once all paperwork has been received and entered into Banner.

For payroll information, please visit the Payroll Schedule on the Comptroller's website.

How to Hire: Re-Hires

An adjunct faculty member is someone hired to teach courses on a per-term basis. They can teach up to 11 credits per term per the Provost's Office and are not eligible for benefits.

The Process

Actions and Tips

Department completes and submits Adjunct EPAF to Department Head for approval and collects signed Terms & Conditions Agreement

Go to DrexelOne and create an EPAF.  If you don't already have EPAF access, complete an EPAF Access Request Form [PDF] and submit to HRIS: 3201 Arch St, Suite 430 or 215-895-1751 (fax).

Tip Position number can be found in Web*Salary under the Fund/Orgn.  If no position number exists, please complete and submit the Position Number Request Form [PDF].

 

 

Department Head approves and routes Adjunct EPAF to Department Budget Admin Signed Terms & Conditions Agreements are sent to HR with University IDs indicated on agreements.
Budget Administrator submits Adjunct EPAF to Office of Research for approval

NOTE: If research funded, the EPAF will need to be approved by the Office of Research.

 

 

Budget Administrator submits Adjunct EPAF to Provost for approval

NOTE: Adjunct compensation over $15,000 must go to the Provost for approval.

 

 

Budget Administrator, Research, or Provost submits Adjunct EPAF to HRIS for final review Budget Administrator, Office of Research, or Provost approves.
HRIS approves Adjunct EPAF, applies to Banner database Tip This step should be completed within 2 business days, but please allow additional time at high-volume times of the year, such as term start.
Adjunct Faculty Hired

Within 2 business days of Banner entry by HRIS, the employee is active and can now see job information on the Employees tab in DrexelOne.

Adjunct Faculty can pick up their computer accounts through the Computer Accounts Management Service.

Tip User ID and University ID are available 60 days prior to start date once all paperwork has been received and entered into Banner.

For payroll information, please visit the Payroll Schedule on the Comptroller's website.