Quick Guide For Filling Vacant A&P Positions

A&P Process

A&P Process

Step 1: AUTHORIZATION TO RECRUIT

Download position description form from the Human Resources (HR) web page to create or update position description.
1. Submit to HR Compensation and Classification for approval, (904) 620-2903 with questions.
Submit the position for vacancy pool approval. Instructions are available on the HR web page , along with the vacancy pool request.
Submit a copy of the approved position description via e-mail to the office of Equal Opportunity and Diversity (EOD).
Review the search and screen policies for administrative employment .

Create the recruitment request for approved vacancy on the OASys [Hiring Official Site ].
1. To access OASys hiring official site and create recruitment requests, refer to the OASys training resources page.
2. 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 positions at the director level and above. Meet with EOD for Equal Employment related information (see administrative 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 hiring official and point of contact an e-mail when the applicant pool has been approved. 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.

Contact EOD via e-mail and request interview pool approval for the applicants chosen.
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.
1. Helpful information on interviewing may be found at legal reminders .

Complete reference checks, known as employment verification, on the final candidate(s) using employment verification (telephone) or employment verification (mailed) .
Hiring department makes the verbal job offer, contingent upon a successful background check, 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. Letter should include request for official transcripts and three (3) current letters of reference signed and dated. See sample letters .
Use epaf to process new hire. 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 generates epaf) on the recruitment request (using data collected in step 2).
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 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.
1. Notify HR of the date the new employee will attend new employee orientation.

If option D(1) above is not used, notify all applicants that position has been filled. Communication 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.
1. 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 the search) to HR for storage. Search file does NOT need to include information recorded in OASys or personal notes.