Quick Guide For Filling Vacant Faculty Positions 

For part-time and/or visiting searches, see Modified Search for Visiting Faculty 

 Faculty Process

 OASYS Routing Queues

     

 FacultyProcess

  

 Step 1: AUTHORIZATION TO RECRUIT

  1. Academic Affairs, Department Deans and Budget Office will provide authorization to recruit.
    • Contact AA at (904) 620-2700 with questions. 

Step 2: RECRUITMENT

  1. Review the search and screen policies for  faculty employment.

  2. Create the recruitment request for approved vacancy. (To access the OASys Hiring Official Site and create recruitment requests, refer to the OASys training resources page).

    • Contact the office of EOD. at (904) 620-2507 for questions.  
  3. Route the recruitment request for EOD approval.   
    • Upon EOD approval, the recruitment request will be sent to the VP and then HR Employment for authorization to post the Position Vacancy Announcement (PVA). The PVA will be posted online at the current job openings web page.
  4. Search committees are required for full-time faculty appointments. Interview panels may be utilized upon approval to meet a compelling need of the University. Contact EOD for approval (see faculty employment and legal reminders and recommendations).  

  5. After the recruitment request has been posted in OASys, only EOD-approved advertisements and/or postings may be placed in outside journals, publications and web sites. (Refer to the Diversity Recruitment Resource Guide.)

Step 3: RECEIVING APPLICATIONS ONLINE

  1. Applicants submit applications online via OASys, unless arranged as a reasonable accommodation for persons with certain disabilities. 
  2. No applications, resumes or other materials are permitted to be accepted by the department unless submitted via OASys or specifically requested within the recruitment request.
  3. At the close of the application review date, EOD will certify and approve the applicant pool.
  4. EOD will inform the hiring official and point of contact of applicant pool approval via e-mail. (Applicant pool certification/approval allows for review of pool only.  Candidates can be interviewed after the interview pool is certified/approved by the Dean/Hiring Official.)  
    • When reviewing applications, the status for individuals who have incomplete applications can be changed to reflect that and an automatic e-mail will be sent notifying them that their application is incomplete. 
    • The status for individuals who do not meet the minimum requirements can be changed to reflect  that and they will become inactive applicants.   
  5. To prevent additional applications, contact EOD to place the position “On Hold.”

Step 4: INTERVIEWS

  1. Obtain interview approval from the Dean/Hiring Official. 
    • When scheduling interviews, change the statuses of the applicants you want to interview to either “Telephone Interview Pending” or “Campus Interview Pending.”  
  2. Conduct the interviews. Telephonic and on-campus interviews are expected. Skype is also acceptable.

Step 5: HIRING PROCESS

  1. Complete reference checks on the final candidate(s) using employment verification (telephone) or employment verification (mailed).
  2. Request official transcripts and three (3) official letters of reference if not already received.  
  3. Complete the faculty employment recommendation packet and submit to the Provost through your Dean who must approve the hire before an offer is made.
  4. Hiring department makes the verbal job offer and collects required new hire data upon acceptance, including: employee’s date of birth, social security number, citizenship status and start date. (See 8 below). 
  5. Contact EOD via e-mail with the successful candidate’s name and e-mail address to initiate the background check process.

  6. Mail the new employee the letter of offer to be signed and returned. See sample letters
  7. Upon completion of the background check, EOD will notify the hiring official and point of contact of its status. (The epaf process cannot begin until confirmation of the candidate’s successful background check has been received.)

  8. Complete epaf to process new hire. Review OASys tutorial (parts 5 and 6) or new hire information for instructions on the epaf.
    1. Change all of the applicant statuses.
      • The new employee’s applicant status must be changed to “Hired.”
      • All other applicant statuses should be set to “Not Hired” or “Not Hired-Send E-mail,” along with the corresponding reason for not being hired.
      • “Not Hired-Send E-mail” will automatically send out regret letters via e-mail once the position is filled.
    2. Complete the New Hire Information Tab (which generates epaf) on the recruitment request (using data collected in step 4).
    3. Change the status of the recruitment request to “Fill”.
      • Once the recruitment request is filled, the information from the new hire information tab, the application and the recruitment request will be submitted as an epaf for approval.
  9. Submit the faculty employment recommendation packet, including: A.    new hire access form, nepotism form, osprey card application and key request form, prior to the employee’s first day of work, which should occur at the beginning of a pay period.
    • Notify HR of the date the new employee will attend “Welcome to the Nest” (new employee orientation).

Step 6: CLOSE OF SEARCH

  1. If the option in step 5(8A) above is not used, notify all applicants that position has been filled.  Communications may be via e-mail with the status of “Not Hired-Send E-mail,” create a personalized e-mail, or send a letter. See sample letters

    • The applicant address list contains the names and contact information of all the applicants, and may be accessed at any point.   
  2. Forward the official search and recruitment file (all documents pertaining to the search) to HR for archives. Search files do not need to include information recorded in OASys or personal notes. 

Resources available on EOD web page

 Additional Recruiting/Advertising Sources

 Do's and Don'ts of Lawful Interviewing

 EOD Legal Reminders

 Sample Evaluation Form 

 Sample Letters