Early Access Request

What is Early Access process?

Some new hired faculty may need Rice resources before his/her official start date. One of the most frequent reasons for requesting Early Access is for him/her to apply for grants.

NORMAL PROCESS
  1. New faculty hires are approved at the Board of Trustees meeting following the acceptance of their informal offer.
  2. The formal offer is extended to the candidate via iO between one to two weeks after the Board meeting.
  3. After the candidate accepts the formal offer, they will become a pending worker in iO.
  4. Their onboarding checklists is issued 30 days before their start date.
  5. New hires are not able to log into iO, obtain and use a Rice email address, or use other Rice resources until their actual start date.
EARLY ACCESS PROCESS

This may be granted upon request if the case meets certain timing and justification criteria. This process will not be granted for faculty whose start date is less than two months from when they sign their formal offer, or for whom the request for an expediated process was received less than two months before their start date.

  1. Same as Normal Process steps 1 to 3.
  2. HCM initiator needs to create an Adjunct appointment for this pending worker without creating a duplicate person in iO
    • Obtain an Adjunct appointment letter
    • Make sure the candidate shows up as a Pending worker
    • Create Work Relationship = Adjunct Appointment (Job aid)
    • Make sure to select that person’s identity in iO.
    • Please note that they will be operating as an Adjunct Assistant (or whatever rank) Professor until their actual start date
    • End this Adjunct work relationship after the official start date
  3. If the faculty needs to function as a Rice PI, the Department will need to submit PI Eligibility Form.
EXPEDITED EARLY ACCESS PROCESS

This will be granted only with specific and compelling justification. To initiate this process, Dean must email Provost and copy VPAA with the proper justification.

  1. If approved by the Department Chair, Dean, VPAA, and Provost, the formal offer may be issued before the next Board of Trustees meeting with contingent language.
  2. HCM steps are the same as Early Access Process.

Click here to see how to request Early Access for incoming faculty members.