Forms & Guides

Faculty Action Request (FAR) Form - Positions

Requests to open a new position or fill a vacant or pending vacant position must follow the current Faculty Action Request (FAR) process.  A FAR form for positions must be submitted for all of the following faculty position actions, regardless of funding source or position/rank requested, including but not limited to: 

• new positions (must be completed and approved prior to posting the position)
• vacant positions (must be completed and approved prior to posting the position)
• fill & reclassify vacant positions (must be completed and approved prior to posting the position)
• 1. SEND FORM VIA EMAIL: Email fully completed forms with required support documentation to Keri-Trent@ouhsc.edu with copy to Marty-Walton@ouhsc.edu NOTE: Do not send to Provost Raskob or Vice Provost Raines
  2. The subject line for each email must read as follows – no deviations, please:

FAR – Position Number (if known or NEW if no #) – COLLEGE (3-digit abbrev) –

ex: FAR – 20012345 – PRV  or FAR – NEW - PRV

Name the attachment the same as the subject line – following the same format.

• 1. NOTE:  Because this process occurs PRIOR to approval for the position, colleges should not select candidates or make formal or informal offers prior to receipt of the FAR approval.  In rare cases where you may have a potential candidate for the position, a CV must be submitted with the FAR and the justification on your FAR form must include why you have a potential candidate for the position prior to the position being approved. 

Faculty Action Request (FAR) Form - Modifications

A Faculty Action Request form for modifications must be submitted for all faculty appointment modifications, regardless of funding source or position/rank, that are requested outside the Faculty Review Cycle and that meet the exception criteria listed in 2, excluding any faculty modifications that have a documented unique approval process, such as promotion and tenure cycle modifications, faculty award additional titles, and endowed chairs/professorship additional titles (to the extent they comply with the Faculty Handbook ).

1. SEND FORM VIA EMAIL: Email fully completed forms with required support documentation to Keri-Trent@ouhsc.edu with copy to Marty-Walton@ouhsc.edu   NOTE: Do not send to Provost Raskob or Vice Provost Raines

The subject line for each email must read as follows – no deviations, please:

FAR – Faculty Last Name – COLLEGE (3-digit abbrev)  ex: FAR – Walton – PRV 

If the last name is identical to another last name in the College, add the first name initial: PTFA – WaltonM – PRV; If the last name and the first name initial are identical to another last name and first initial in the College, add the middle initial): PTFA – WaltonMA – PRV

Name the attachment the same as the subject line – following the same format.

1. 1. NOTE:  Because this process is the approval process for any modifications, colleges should not make formal or informal offers of appointment change prior to receipt of the FAR approval.

This form is used to open a new faculty position and to begin the recruitment process. Please contact the Institutional Equity Office for additional information regarding recruitment procedures to ensure compliance with University and Federal guidelines.

Note: Interfolio Position Posting Process Replaces - NOVP – Notice of Vacant Position Form.  Interfolio is required for all regular faculty positions, excluding dually employed faculty (at this time). It is currently optional for modified faculty positions.

• Notice of Vacant Position (PDF)

This form is submitted when the candidate has been selected at the conclusion of the new faculty recruitment process. Please contact the Institutional Equity Office to determine if procedures for a national search were satisfactorily followed before completing.

Note: Interfolio Candidate Selection Process Replaces National Search Summary (NSS) Form (formerly AAS form).  Interfolio is required for all faculty positions, excluding dually employed/appointed faculty not tied to project 150 (at this time). 

• National Search Summary (PDF)

For use to request faculty position numbers only.

• Faculty Position Number - Request Form (spreadsheet)

• Endowed Appointment Guidelines
• Request to Fill Memo Template - Memo to request an endowed appointment be filled from the Department Chair through the Dean to the Senior Vice President and Provost (must be signed by Chair and Dean)
• Endowed Appointment Memo  - Appointment letter to Faculty member outlining terms of endowed appointment
• Renewal Memo Template - Memo to request a renewal of an endowed appointment from the Department Chair through the Dean to the Senior Vice President and Provost (must be signed by Chair and Dean)

*Evening Meal rate increased to $100 effective 1/1/2024

The following attachments should be reviewed prior to submitting an executive approval request due to any HSC Food and Beverage expenses that are not in compliance with our policy, which is provided at the following link: Section 541 of the Administrative Policies on Food and Beverage.

Please note: Wine purchases should not exceed $125 per bottle. 

• Memorandum (PDF)
• OUHC Food and Beverage Exemption Request Form (PDF) (must accompany all requests)
• HELPFUL FORM CALCULATOR!

• TEACH Act and DCMA Information (PDF)

• Interfolio Faculty Search User Guide - Full (Administrator and Manager Roles) 
• Interfolio Faculty Search User Guide - Department Chair, Center Directors, and College Dean Roles 
• Interfolio Faculty Search User Guide - Search Committee Roles
• HR Faculty Posting Template
• HR Faculty Posting Template (2)
• Interfolio - Posting Template, Terminology, and Tips
• Interfolio COM users and roles