To be sent to Department Chairs:
STEPS IN REQUESTING A CONTRACT FOR
PART-TIME FACULTY TEACHING ASSIGNMENT(S)
New Hire (Note: Hiring of any/all Otterbein employees must be overseen by the Office of
Human Resources.)
1. Successful completion of a background check is a condition of employment of Otterbein
University, as is an Otterbein application for employment. Potential part-time faculty must
sign and submit the Background Check Authorization and Release Form to Human
Resources prior to initiating a background screen.
2. Discuss with the potential part-time faculty the contingent salary offer, using the
Undergraduate Compensation Sheet. If you do not already have this sheet, contact your
School Dean or his/her administrative assistant. Inform the potential new hire that classes
with less than seven (7) students may be cancelled; or if offered, the compensation will be
lower (determined by the number of students enrolled and the number of semester hours).
Independent Study courses are not taught by part-time faculty unless permission is given by
the School Dean.
3. If the potential new hire requests negotiation for a higher salary, contact the School Dean for
a dollar amount.
4. Once the verbal contingent offer has been accepted, the Chair gives the new hire the
Background Check Authorization and Release Form. The new hire signs the form and gives
it to the Chair. (Note: If interviews and offers are not done in person, this can be handled
electronically. That is, a new hire can print out, sign, and return a scanned copy of the
Authorization and Release Form to the chair.)
5. Chair then sends the Background Check Authorization and Release Form of the potential hire
to HR. Again, this can be handled electronically. HR will then send to the potential hire, via
email, instructions on how to initiate the background check online and the remaining
materials to complete the hiring process, including:
 Employment Application
 Direct Deposit
 Ohio Tax Form
 Personnel Information Fact Sheet
 W-4
 City Tax Form
 I-9
 Vehicle Registration
 Campus Map
6. Please note: Paperwork must be returned to HR within five (5) business days. HR will
monitor and follow up as needed. Please note: by federal law, proof of eligibility to work in
the U.S. (I-9) must be provided in person as soon as possible. New hires will not be entered
into Banner until all required paperwork is received. This could delay obtaining access to
email, Blackboard, etc.
7. At the same time that the verbal contingent offer is accepted, the chair should indicate to the
new hire that he/she should send his/her vita—and arrange to have an official, original
university transcript for the highest degree earned in the field in which the new hire will be
teaching—sent to Katherine Reichley, Assistant to the Associate Vice President for
Academic Affairs. Vitae can be sent as email attachments to KReichley@otterbein.edu.
Transcripts can be sent to:
Katherine Reichley
Academic Affairs
Otterbein University
One South Grove Street
Westerville, OH 43081
8. Initiating the contract- Chair sends (by email, on the course assignment spreadsheet) the
teaching assignments to Kathy Ullom with the following specifics:
 Semester and course(s)
 Compensation (if higher than specified on the Compensation Sheet verify that this
was approved by the School Dean)
9. Once these steps are completed, Kathy Ullom will send the contract information to Human
Resources/payroll. Contracts are issued by semester.
10. New hire should follow up with Human Resources to:
 ensure all new hire and direct deposit forms are complete to ensure compensation will
be paid on time
 the teaching assignment has been properly entered into Banner
 system accesses have been enabled (i.e. new hire’s use of Blackboard)
Part-time Faculty (having taught one semester or more at Otterbein University)
1. Discuss with the part-time faculty the teaching assignment(s) with reminder that courses with
less than seven (7) students may be cancelled, or if offered, compensation will be lower
(determined by the number of students enrolled and the number of semester hours).
Independent Study courses are not taught by part-time faculty unless permission is given by
the School Dean.
2. If part-time faculty or department chair requests a raise in compensation, contact the School
Dean for a new dollar amount.
3. Send (by email, on the course assignment spreadsheet) teaching assignment to Kathy Ullom
with specifics:
 Semester and course(s)
 Compensation (only if different from previous semesters; verify that this was
approved by the School Dean)
4. Once these steps are completed, Kathy Ullom will send the contract request to Human
Resources/Payroll. Contracts are issued on a semester basis.
Notes:
1. You need not wait for all part-time teaching assignments to be filled before sending the
contract request list. Updates must be provided by updating the course assignment
spreadsheet.
2. Remind part-time faculty who have not taught within the past year to contact Human
Resources immediately to verify/update information (e.g. emergency contacts, bank updates,
etc.) even if the information has not changed! Please Note: Depending on the length of time
away from OU, the faculty may need to complete a new background check and I-9.
3. Part-time faculty should direct their questions to Kathy Ullom.