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Administrative Guidelines for Faculty Searches,
School of Arts and Sciences

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Administrative Guidelines for Faculty Searches,
School of Arts and Sciences

The information below focuses primarily on financial and administrative guidelines connected with the search process. For details on recruitment procedures, please refer to the Faculty Search Procedures—Full-time distributed by the affirmative action (AA) officer. All of these materials are also available online on the AS&E Faculty Searches website: http://ase.tufts.edu/faculty/searches/.

Advertising Positions

Recruitment advertisements are paid out of the deans' recruitment budget. With prior approval from the dean's office, the department advertises in a professional journal, elist, or jobs listing, using funds from its budget to pay for the ad up front. Once an invoice has been paid, the department in Arts and Sciences should use the e-expense system Apptricity to process the expense, adding Erica Colwell as an adhoc approver and noting that the expense is recruitment related. Erica will change the Dept ID before approving the expense. Engineering departments should contact James Sarazen about how to have their advertising expenditures approved.

Note that no advertisement should be posted anywhere until the AA officer and the dean have approved the wording.

The AA officer will place a display ad, listing all full-time faculty searches in the School of Arts and Sciences and the School of Engineering, in the Chronicle of Higher Education, Diverse Issues in Higher Education, and The Hispanic Outlook in Higher Education. This display ad will provide the website address for the Tufts website (http://ase.tufts.edu/faculty/searches/) that lists all A&S faculty searches, including the full-text position announcements. In addition, the AA officer places full-text versions of all full-time positions on the following websites: HigherEdJobs.com, InsideHigherEd.com, New EnglandHERC.org (Higher Education Recruitment Consortium), and the AS&E Faculty Searches website.

Departments that want their individual advertisements to appear also on BostonWorks.com, the Chronicle of Higher Education, Diverse Issues in Higher Education, and/or The Hispanic Outlook in Higher Education should include that request on the form for placing ads. Since advertisements in these more general publications can be extremely expensive and are only approved in special circumstances, departments should provide a detailed justification for the added expense. The School of Arts and Sciences and the School of Engineering use an online faculty search platform, Interfolio.com / ByCommittee, for all full-time and part-time searches. The Department of Mathematics uses Mathjobs.org as its faculty search platform. Please contact the AA officer for more information.

Our policy is that an advertisement may appear once in any given publication. If the department wants an advertisement to appear more than once, please request approval from the appropriate dean and the AA officer.

Interviewing

Interviewing expenses are covered by the deans' recruitment budget. Expenses that may be charged to this budget are only those incurred for bringing candidates to campus for interviews.

The deans' office will no longer cover expenses incurred for screening interviews at national meetings.

Travel Authorization from the Deans

The AA officer and the appropriate dean must approve material regarding affirmative action, and the specific candidates, before any candidate may be invited for an interview. Once the candidates are approved, the department should submit a travel authorization form for each on-campus interview candidate, signed by the department chair or search committee chair, to TSS so a T# can be generated. The travel authorization form is at https://tuftstss.force.com/ under Forms/Forms and Documents/Travel Number for Students & Non-Employees.

The Department is responsible for arranging all travel for the candidates. After the candidate's interview, please collect all receipts and boarding passes. Then to be reimbursed, the department must load all the expenses into the e-expense system, Apptricity. Once all of the expenses are loaded into the system and copies of the receipts are uploaded, Arts and Sciences departments should add Erica Colwell as an ad-hoc approver noting that the expense is recruitment related. If you are unfamiliar with how to use the e-Expense system, review the user guide. Download the Expense Transfer Form.

Scheduling Appointments with the Deans

The department administrator should schedule meetings between on-campus interview candidates and the appropriate dean as far in advance as possible. You may book appointments in the dean's calendar for more days than you will need; after the precise interview days have been determined, you may then cancel the times no longer needed. Candidates at the Associate or Full Professor level will need to have appointments with the Dean of Arts and Sciences, as well as with the appropriate Dean of Academic Affairs for Arts and Sciences. Please call the deans' office early to see whether the deans are expected to be out of town during any relevant periods.

Arranging Travel

Tufts University recommends using Egencia to book University travel. Learn about other approved agencies and travel-specific information.

After receiving a T number from accounts payable, the department administrator books travel through Egencia, making sure to include the T number in the booking screen. For more information about using Egencia, please review this tip sheet, or call Susan Gibson.

Reimbursement for Travel

After the candidate's on-campus interview, the department administrator should create an expense report using the e-Expense system, Apptricity, for the travel expenses paid for by the department. Once all of the expenses are loaded into the system and copies of the receipts are uploaded, Arts and Sciences departments should add Erica Colwell as an ad-hoc approver. If you are unfamiliar with how to use the e-Expense system, review the user guide. Erica will then review the expenses, change the Dept ID, and approve the expense report. Engineering departments should contact James Sarazen to see how to have their travel expenditures approved.

Department administrators should collect receipts from interview candidates for all expenses the candidate paid for while visiting Tufts. Department administrators should send all receipts plus a completed Travel Expense Reimbursement form for non-employees to Erica Colwell in the Office of the Dean of Arts & Sciences.

The deans' office will reimburse candidates for the following expenses:

  • Coach airfare.
  • Car rental (only in lieu of airfare).
  • Local taxi.
  • Hotel accommodations (two-night maximum).
  • Meals en route (excluding alcoholic beverages).

The deans' office will not reimburse candidates for the following expenses:

  • First-class airfare.
  • Personal long-distance phone calls.
  • Alcoholic beverages.
  • In-room movies.
  • Laundry service.

Alternative Travel Arrangements

If travel cannot be arranged through Tufts-approved agencies, the deans' office must grant the department permission to proceed with alternative arrangements. In the event that a candidate must book their own travel, they must submit a written estimate of their proposed bookings to the department administrator. Arts and Sciences department administrators should then contact their academic dean for approval; engineering department administrators should contact James Sarazen. When an alternative is agreed upon, the candidate should make his or her own arrangements and then submit to the department the original receipts, original proof of payment, and documentation stating the alternative was less expensive than using one of the Tufts-approved agencies. The candidate must also submit a W-9 tax form. The department remains responsible for monitoring the travel plans and expenses. Once all of the candidate's travel receipts are received, follow the regular procedure for submitting an expense report via the e-Expense system.

Hotel Stays

Airfare costs may be considerably less if a candidate stays over a Saturday night. If the cost is significantly less and the candidate would like to do so, the deans' office will pay for an additional night's lodging. The department should then send the deans' office a Travel Authorization, Travel Advance, and Expense Report (with documentation).

Most candidates will stay for one night's lodging, although it is occasionally necessary for a candidate to stay two nights. Only with prior approval will the deans' office reimburse for a stay of more than two nights. Given the rates at local hotels (e.g., the Sheraton Commander and the Hyatt Place in Medford Square, departments should spend no more than $250/night on candidates' accommodations.

The expense form is online at http://finance.tufts.edu, Related Links/Forms/Disbursement.

Relocation Expenses

The deans' office will not reimburse a new full-time faculty member for visits made to the Boston area to find housing, schools, and the like.

Part-Time Candidates

Travel, lodging, and meal expenses for part-time candidates are not reimbursable.

Reimbursement for Meals

Departmental expenditures for meals during the interview process should be reasonable.

  • Lunch on or off campus – the deans' office authorizes up to $20 per person, including the candidate, and up to $100 total, excluding tip and taxes, for lunch on or off campus. Departments may also use the $100 to order sandwiches/pizza for an on-campus lunch that would serve more than five people.
  • Dinner – the maximum amount reimbursable for dinner, on or off campus, is $350, excluding tip and taxes. Although there is not a limit on the number of people, including the candidate, who attend the dinner, the deans' office will not reimburse for more than an average of $70 per person.

Tufts' policy on reimbursement requires an itemized receipt accompanied by a credit card receipt. Please also list all people attending every meal.

Expenditures over the limits may not be paid out of the department budget. To maximize fairness, consistency, and responsible use of university funds, expenditures over the limits must be paid by the individual Tufts faculty members involved. Consult the list of reasonably priced Restaurants Suggested by the Deans' Office when choosing suitable, affordable venues for your recruitment meals, to get a sense of a reasonable price range.

All reimbursements for meals during the interview process must be made directly from the Faculty Recruitment Budget. Reimbursements should not be made from the department budget, with the expectation that the Faculty Recruitment Budget will then pay the department back through an Expense Transfer. Departments should send the Business Expense Form (leaving the Dept ID and signatures blank), and all required documentation, to Erica Colwell in the deans' office for processing, noting that the expense is related to faculty recruitment.

Regarding expenditures not mentioned above, be sure to follow the Tufts University Business Expense Guidelines.

The business expense form is online at http://finance.tufts.edu, Related Links/Forms/Disbursement.