1 UNF Dr
J.J. Daniel Hall
Building 1, Suite 1201
Jacksonville, FL 32224-7699
Phone: (904) 620-2507
Fax: (904) 620-1004
The University has established the following policy in order to establish an orderly and consistent process for the recruitment and appointment of Administrative (A&P) staff and to ensure that all individuals appointed meet the minimum qualifications for the position. These policies and procedures will be used in conjunction with the University’s online web-based employment application process. This system called OASys (Online Applicant System) will allow all applicants to apply for positions at the University anywhere that there is internet access. Applicants can apply online from any computer or at designated terminals in the Office of Human Resources. They will be able to upload supporting documents, such as a resume, letter of interest, and even unofficial transcripts. OASys will also allow the hiring officials and appropriate office staff (Point of Contact – POC) to complete a recruitment request along with the recruitment plan and view active, pending and historical recruitment requests. The system allows for flow of information among the hiring official, Office of Equal Opportunity and Diversity (E.O.D.), Office of Human Resources (HR), and the vice presidents (VP). OASys contains many other important features that may be used in the recruitment process. These features are identified in the Hiring Manager’s Navigation Guide.
There are four main objectives central to the University’s Administrative (A&P) recruitment and appointment policy:
1. General Recruitment Requirements:
All searches must be in compliance with federal and state laws and must yield candidates that meet the minimum required advertised qualifications for the position. Search committee chairs and hiring officials should obtain a copy of suggestions for searches and other information from the E.O.D. website and review these before embarking upon the search process. The hiring official must be prepared to document all of the following;
The hiring official and search committee chair should seek guidance from the Director or Assistant Director of E.O.D., the next level supervisor and/or the respective vice president for assistance in ensuring that a diverse pool of applicants is recruited.
2. Specific Recruitment Requirements:
An advertisement will be placed in http://www.higheredjobs.com at no cost to you. You must insert the text for that advertisement in the field for the external website(s) or print media.
All employment ads in the Florida Times-Union are being consolidated. This is intended to reduce advertising costs for individual departments and to give greater impact to the employment ads. The Office of Human Resources and the Office of University Marketing and Publications will coordinate the new ads. Each department will be charged a proportional amount for its ad. Separate requisitions will no longer be needed. The ads will be streamlined and will direct interested job seekers to the University's Web page for more information. Departments may continue to publish separate ads but will pay the full cost of those ads. Questions can be directed to Human Resources at x 2903. The deadline for the Sunday issue is noon the Wednesday before. PLEASE BE AWARE: The applicant can only view the information on the recruitment request starting at the position number and ending with the special instructions. They will not be able to view the advertisements you have typed in your rr/p and other information that follows.
If you are going to have a search committee you must create a guest user account and password in OASys when you develop your rr/p. This will be used by the search committee chair and search committee members to access the applicant information in OASys.
OASys does not spell check your work. Click on “view rr/p summary” at the bottom of the page; click on “Printer Friendly Version” in the upper right corner of the page; go to the top of your screen and click on File, then click on send, then click on page by e-mail. Your rr/p is now in an outlook email. Click on tools, then click spell check. Spell check the entire document. You can print a copy of the rr/p and annotate the corrections you need to make on that copy. Close the outlook e-mail. Your OASys screen is still up and you can make any necessary spelling corrections.
The hiring official shall save the recruitment request and send a ‘Printer Friendly Version’ via email to their next level supervisor, Dean and Budget. To send the ‘Printer Friendly Version’ via email is very similar to the way you utilized the spell check feature in Outlook. Click on “Printer Friendly Version” in the upper right corner of the rr/p; go to the top of your screen and click on File, then click on send, then click on page by e-mail. Your rr/p is now in an outlook email. Address the email to those persons who need to review the rr/p before it is sent to E.O.D. for their review/consultation/approval. This approval process is done outside of the OASys system. Remember, this process does not forward the rr/p in OASys.
Hiring Official’s (HO) are responsible for ensuring that the recruitment request and plan has been reviewed and approved by appropriate personnel. Upon approval of your rr/p from your next level supervisor, Dean and Budget go back into OASys and find your rr/p under “view pending’. Forward your rr/p to E.O.D. for review/consultation/approval. This step in OASys will generate an email to E.O.D. letting them know a recruitment request has received the necessary approvals outside of OASys and that it is being forwarded to E.O.D. for review/consultation/approval.
E.O.D. will review the recruitment request. If corrections are needed E.O.D. will return the recruitment request to the Hiring Official for corrections. This step in OASys will generate an email to the HO and Point of Contact (POC) letting you know a rr/p has been returned for corrections. E.O.D. will send an email via Outlook explaining the corrections that are needed in the rr/p. The HO or POC will make the corrections and return the recruitment request to E.O.D. through OASys.
Once E.O.D. has completed the review/consultation/approval, E.O.D. will forward the recruitment request to the VP for approval. This step in OASys will generate an email to the VP letting them know that a recruitment request is waiting to be approved by them. The VP may also return the recruitment request to the HO for corrections. If this happens, the HO will make the required corrections, forward the recruitment request to E.O.D. and E.O.D. will forward it on to the VP for their final approval.
Once the VP has approved the recruitment request, the VP will forward the recruitment request to HR for advertisement on OASys at http://www.unfjobs.org/ and Higher Ed Jobs at http://www.higheredjobs.com. The posting of advertisements on other web sites or print media shall be the responsibility of the college or department. Advertisements must conform to the language approved in OASys by E.O.D.. Remember that all employment ads in the Florida Times-Union are being consolidated, as this is intended to reduce advertising costs for individual departments and to give greater impact to the employment ads. Questions can be directed to Mary O'Neal at x 2903 or Dan Dundon at x 2140. The deadline for the Sunday issue is noon the Wednesday before.
The hiring official is responsible for aggressively recruiting a diverse pool of applicants that meet the required credentials for the position and thus ensuring the University’s strong commitment to diversity. A search committee is required for all positions at the Director’s level or above and recommended for all other positions. The hiring official is responsible for naming the chair and other members of a search committee. This committee must be comprised of at least 5 members and be appointed with as diverse a composition as practicable.
OASys will automatically generate an email to E.O.D. on the day following the applicant review date or the application deadline date. If you have a deadline date, OASys will automatically stop accepting applications at 11:59pm on that date. E.O.D. will review the applicant pool and enter their approval in the “Pool Certification” tab in OASys. E.O.D. will generate an email via Outlook to the hiring official letting them know that the applicant pool has been approved. They may now start reviewing the applications. Once applicants to be interviewed are identified, an email must be sent to E.O.D. requesting interview approval of these applicants. E.O.D. must approve the interview pool before applicants are interviewed. If you plan to interview more than one pool, email each pool to E.O.D. (separately) for approval. E.O.D. will review the interview pool and enter their approval in the “Pool Certification” tab in OASys. Upon approval of the interview pool, E.O.D. will generate an email via Outlook to the hiring official/search committee chair informing them that the interview pool has been approved. Search Committees are encouraged to utilize the UNF Search Committee Guidelines set forth later in this policy.
If you are utilizing a search committee for you search, the Director (or designee) of E.O.D. will need to attend the first meeting of the search committee to present the EEO instructions. Contact the E.O.D. office at 620-2507 to schedule the meeting.
Once interviews have been completed and a candidate is identified for final consideration, the hiring official must complete an employment recommendation package. Go to http://www.unf.edu/dept/equalop to download the necessary forms. The Employment Recommendation Package shall include
If a recruitment request is to be cancelled, notify E.O.D. via an Outlook email stating the reason for canceling the recruitment request.
Written records of the recruitment and selection process must be kept by the Office of Human Resources for at least three years. Examples of pertinent information are:
3. Exemptions from Recruitment Requirements:
The following positions are exempt from the recruitment requirements outlined above. However, prior to making an appointment, the vice president or next level supervisor is responsible for approving the process by which an individual will be appointed to the position and for ensuring that the individual appointed to the position has the necessary credentials.
The following circumstances do not represent bona fide position vacancies and the requirements set forth above are not applicable:
Creating a Diverse Search Committee:
A search committee can be an effective tool in the recruitment and selection process. Because search committees play pivotal roles in diversifying campus staff, it is important that they include representation from minorities and women. Such persons can provide diverse perspectives and access to nontraditional networks and contacts, as well as lending general expertise and credibility to the work of the committee. It is important that minority and female committee members be of the same general rank or status as other members of the committee and have general familiarity with the position and with the unit doing the hiring. Ideally, such representation can come from within the staff in the unit; if no one is available, every effort should be made to identify persons from other campus units or from the community or seek advice from E.O.D..
When forming a search committee, care should be taken in formalizing the charge of the committee. The expressed purpose should be clearly articulated and guidelines should be set forth. Search committees may be created simply for advisory purposes or they may be given limited authority such as determining finalists from whom the hiring officer will make a final selection.
Appointing a Search Committee: Search committees are required at the Director level or above and are optional for other A&P positions. Along with the chair, the committee members are usually appointed by the hiring official. A good faith effort should be made to appoint minorities and women members to a search committee. Committees should include a minimum of five (5) individuals with a general knowledge of the department. If the unit conducting the search cannot identify a diverse pool of candidates to serve on the committee, it should look externally to the campus for individuals with the expertise and time to serve. An individual who accepts appointment to a search committee cannot become a candidate for the position. Search committee members should not be related by kinship, personal relationships, or be engaged in business ventures with persons who may apply for the vacant position. A committee member having a relationship with a candidate, thus creating or giving the appearance of a conflict of interest should not be a member of the search committee. It is incumbent upon a search committee member to disclose these issues when such a conflict arises. Upon having knowledge of any potential conflict of interest, the committee chair should discuss the matter with the appropriate hiring officer. Responsibilities of the Search Committee Chair:
Establishment of clear criteria and process guidelines that outline search procedures and responsibilities of members will limit confusion and facilitate the recruitment and selection process. The search committee should discuss and come to some consensus about the standards for evaluating the applications. The committee should make sure that every effort is made to ensure that the process does not unfairly eliminate a disproportionate number of women and known minority candidates. Creating a Diverse Qualified Pool of Applicants:
Creating a broad, diverse pool of qualified candidates is one of the most important functions of the search process. To be effective, the committee must be creative and aggressive in seeking to identify candidates from diverse groups. The following points should be considered when conducting a search:
Review of Applicants:
In reviewing applicants, members of the committee should be sensitive to the following:
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