PROVOST OFFER LETTER/APPOINTMENT INSTRUCTIONS FOR

DEPT AREA VP COORDINATORS/DEPT ADMINISTRATORS

In order to support and track the official Provost Offer letter process for full-time faculty candidates, a

Provost Offer Letter “Form” was created for both Tenure Track and Non Tenure Track offer letters. If

the Department Approver/Department area’s VP Coordinator is not the individual responsible for

extending the formal offer letter to the candidate, they must be cc’ed on the email with the offer letter

sent to the selected candidate.

The Provost Office VP Coordinator should not be listed on the offer letter email extended to candidate.

O FFE R LE T TE R “FO R M” PR O CE SS FO R VP CO O R D I NAT OR /D E PA R T ME NT A PPR O VER :

Once selected candidate is approved by the Provost/President, Provost VP Coordinator Team will inform

the

Department Area’s VP Coordinator through Interfolio Faculty Search Selection Approval Step, and

provide VPC with the offer form

“link” to the applicable full-time Tenure Track or Non Tenure Track offer

form.

OFFER FORM STEP PROCESS FOR VPC COORDINATOR/DEPARTMENT APPROVER:

Please click on offer form link provided. Please complete all entries of the Provost Offer form and then

click “submit” at bottom of form. Your completed form will generate selected candidate’s official Provost

Offer letter and a pdf of the offer letter will be emailed directly to you through our Provost Interfolio

designated mailbox. Please check offer letter for accuracy; in case of error/typo, complete the form again.

Once letter is accurate, email it to our designated mailbox provost_interfolio@stonybrook.edu for

Provost’s review and signature. Upon Provost’s signature, the “signed” official Provost offer letter will be

emailed back to you from our designated mailbox, so you may extend the Provost’s official offer by email

to selected candidate (add applicable cc’s when sending).

DEPT AREA VPC/D E PT A PPR O VER E XTE ND S “SI GNE D ” O FFER WI T H RE QU IR E D O FFE R FO R MS L I NK T O

SELECTED CANDIDATE:

Your offer email to selected candidate must include the official offer letter signed by the Provost, and

the applicable required offer forms and policy link referenced below.

The designated webpage on the Provost Office website has required forms and policies for the selected

candidate to review, complete and sign. Only after the selected candidate returns completed and signed

forms, you may submit candidate’s appointment paperwork to Dean, Provost and HR for final processing.

Please go to Provost Interfolio

Webpage to choose the applicable required "Offer Forms" for your offer

type (ex. Tenure Track- Academic Year Appointment).

Provost Interfolio Webpage link:

https://www.stonybrook.edu/commcms/provost/interfolio/faculty_search.php

REQUIRED OFFER APPOINTMENT FORMS: New Faculty Hire/Rehire with more than one year break in

service, must submit to Department Approver/Department Area VP Coordinator. List of Appointment

forms include:

▪ Provost “signed” Official offer Letter

▪ Oath Form (Department Approver/Department Area’s VP Coordinator, please typ e

ca n d id a te’s

name & title, Agency Name/Code- Stony Brook University/28050 on

oath form

before sending form to candidate with offer letter email)

▪ Employee Information Form

▪ Federal W-4 Form

▪ State IT-2104 Form

▪ Pre-Employment Background Form

▪ Prior Service Credit Request Form (Tenure Track Only. Not applicable to expedited tenure appts.)

▪ CV

(Note: New faculty member to complete I-9 form at start of employment)

ONBOARDING STEPS:

Once selected candidate accepts and signs the formal Provost offer, and completes, signs, and

returns all required paperwork to the Department Approver, the Department Approver must

complete the onboarding process:

▪ Background check/clearance (only for new hires or hires who had more than a one

year break in service): the candidates completed and signed faculty application and

pre-employment background form must be sent to hrs_recruiting@stonybrook.edu.

Once

background check is cleared, HR Recruiting will send a “clearance” email to

Department Approver/Department Area’s VP Coordinator

▪ PeopleSoft Input/Update “employee information form” & generate SBU ID for new

hire

▪ Assign line # for candidate’s position if not already done so, and print hire/rehire

PeopleSoft form

▪ Submit complete hire package for Dean’s office review. Upon Dean area approval,

Dean’s office will submit hire package for Provost Office review/signature and

submittal to Human Resource Services for final processing in PeopleSoft. Where there

is no Dean, the VP Coordinator for the department will submit the hire package for

Provost review.

▪ Attach a copy of both the department acknowledgment letter and Provost offer letter

signed by candidate to Faculty Search “Internal Notes” section of position

R E CO MME ND A T IO N T O H I RE PA CKA GE SE NT T O PR O VO ST MU ST I NCL U D E ABOVE REQUIRED

FORMS & THE FOLLOWING ADDITIONAL DOCUMENTATION:

▪ Dean’s/Director’s Endorsement memo to Provost

▪ Completed PeopleSoft Hire/Rehire form with authorized signatures. Please note 5

digit posting # in comments section of PeopleSoft form.

▪ Background Clearance from HR Recruiting

▪ Copy of approved Position Compensation Form

▪ Candidate’s Department Acknowledgment Letter

▪ Provost Official Offer Letter signed by candidate

PLEASE EMAIL ALL FACULTY HIRE PACKAGES TO: provost_reappointments@stonybrook.edu and

include jan[email protected] & [email protected] on the email.