Quick Guide For Filling Vacant Faculty Positions

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

Faculty Process

FacultyProcess

Step 1: AUTHORIZATION TO RECRUIT

Academic Affairs, Department Deans and Budget Office will provide authorization to recruit.

To access 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.

Route the recruitment request for EOD approval.
1. Upon EOD approval, the recruitment request will be sent to the VP and then to HR Employment for authorization to post the position vacancy announcement (PVA). The PVA will be posted online at the current job openings web page ( OASys [Applicant site] ).
Search committees are required for all full-time, non-visiting faculty searches. Meet with EOD for Equal Employment related information (see faculty employment and legal reminders ).
After the recruitment request has been posted in OASys, only EOD-approved advertisements may be placed in outside journals, publications and web sites.

Applicants may only submit applications online via OASys, unless arranged as a reasonable accommodation for persons with certain disabilities.
No applications, resumes or other materials may be accepted by the department unless submitted via OASys, or unless specifically requested within the recruitment request.
At the close of the application review date, EOD will send the point of contact, hiring official, and committee chair an e-mail when the applicant pool has been approved. EOD reviews the diversity of the pool. Applicant pool certification/approval allows for review of pool only. Candidates can be interviewed after the interview pool is certified/approved.
1. When reviewing applications, the status for individuals who have incomplete applications can be changed, by the hiring official or designee, to reflect that and an automatic e-mail will be sent notifying applicants that their application is incomplete.
2. The status for individuals who do not meet the minimum requirements can be changed to reflect such and they will become inactive applicants.

Obtain interview approval from the Dean and contact EOD via e-mail to place a hold on the position.
1. When scheduling interviews, change the statuses of the applicants to be interviewed to either “Telephone Interview Pending” or “Campus Interview Pending.”
Conduct the interviews. EOD recommends both telephone and on-campus interviews.

Complete reference checks on the final candidate(s) using employment verification (telephone) or employment verification (mailed).
Request official transcripts and three (3) official letters of reference if not already received.
Complete the faculty employment recommendation packet and submit to the Provost through your Dean who must approve the hire before an offer is made.
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.
Mail the new employee the letter of offer to be signed and returned. See sample letters.
Use epaf to process new hires. Review OASys tutorial (parts 5 and 6) or new hire information for instructions on the epaf.

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.

Complete the New Hire Information Tab (which generations epaf) on the recruitment request (using data collected in step 5D).
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.

Submit the faculty employment recommendation packet, including: new hire access form, nepotism form, osprey card application and key request form, to HR prior to the employee’s first day.

If option F(1) 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.

Forward the official search file (all documents pertaining to search) to HR for storage. Search file does NOT need to include information recorded in OASys.