Startup Appendix C: Faculty Departure and Startup Planning Checklist

Use this checklist when a tenure-track faculty member resigns, retires, or otherwise departs Kansas State University.

Upon Receipt of Resignation or Departure Notice

  • Notify the VPR Office immediately upon receipt of resignation or departure notice

    • Include: Faculty member's name, department, rank, research tenths (FTE), and last working day
    • OVPR will freeze the startup account upon notification, if applicable

  • Notify the Dean

    • Ensure college leadership is aware for planning and resource coordination

  • Freeze startup account (handled by OVPR upon notification)

    • Remaining funds are returned to the OVPR-managed startup pool

Pre-Recruitment Planning

  • Review the Hiring Plan

    • Confirm the position is listed on the current Biannual Hiring Plan (May/November survey)
    • If not listed, obtain approval from the Dean, Provost, and VPR before proceeding
    • Check department priorities and anticipated startup needs for the replacement position

  • Confirm departmental alignment with institutional priorities

    • Review the current strategic priority list in the Rubric (Section III.D) to assess potential fit modifiers

Recruitment Authorization

  • Verify alignment with the Startup Rubric

    • Confirm that the proposed startup package will be calculated using the Faculty Research Startup Package Allocation Rubric
    • Use the startup calculator to establish the expected range before posting the position
    • Confirm the startup range with the Department Head, Dean, and VPR

  • Request Approval to Hire

    • Initiate a Job Requisition Request in PageUp
    • Enter the anticipated startup funding range (confirmed via startup calculator)
    • Obtain VPR approval before posting the position

Hiring Process

  • Conduct the Hiring Process

    • Interview candidates and discuss the research vision and 3-year research plan
    • Negotiate startup budget details in accordance with the approved range and the Rubric
    • Ensure the candidate provides a detailed budget estimate with itemized justification

Offer Finalization

  • Finalize Offer

    • Complete the Job Offer Card in PageUp
    • Attach the PDF of the itemized startup budget (generated from the New Faculty Startup Budget Details Tool)
    • Confirm the offer letter includes:
      • Total startup package amount
      • Itemized budget by category and timeline
      • Spending end date (no later than 36 months from effective date)
      • Performance expectations and deliverables

    • Notify OVPR of the hire to establish the startup account

      • Account will be created after hire date using the standard account string (NST + FY + first 5 letters of last name)
      • Confirm the initial deposit date aligns with the faculty member's hire date

Appendix D: Frequently Asked Questions