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Phone: (904) 620-2507
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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 Dean/Director/Dept.
Heads (DDD) and appropriate office staff (Initiator) 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 Initiator,
Dean/Director/Dept. Head (DDD), Office of Equal Opportunity and
Diversity (EOD), 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 Recruitment Module Presentation.
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 EOD website and review these before embarking upon the search process. The hiring official must be prepared to document all of the following;
Head (DDD) 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:
Create or update the position description. Refer to the
Position Description Module guide. An approved position description from HR is required for review of your recruitment request and plan.
If the posting requires a search committee you must add the Search Committee Members on the Search Committee
tab within your OASys recruitment request. This will be used by the search
committee chair and search committee members to access the applicant
information in OASys. Contact EOD for search committee questions and assistance.
OASys does not include a spell check feature. To proofread your entries, click on the “Summary” tab on the left-hand side of the page; click on “PrintPreview” in the upper right corner of the page; go to the top of your screen and click File, then click Send, then click Page by E-mail. Your recruitment request is now in an Outlook email. Click on Tools, then click Spell Check to check the entire document. You can print a copy of the recruitment request and annotate the corrections you need to make on that copy if necessary. Close the outlook e-mail. Your OASys screen is still up and you can make any necessary spelling corrections.
Heads are responsible for ensuring that the recruitment request has been reviewed and approved by appropriate personnel. Following the DDD's approval in OASys, forward your recruitment request to EOD. This workflow step in OASys will generate an email notifying EOD that a recruitment request has been submitted to EOD for review/consultation/approval.
EOD will review the recruitment
request. If corrections are needed, EOD will return the recruitment
request to the DDD or Initiator for corrections. This workflow step in
OASys will generate an email to the DDD and Initiator informing them that
a recruitment request has been returned for corrections. EOD will include
a note in the recruitment request history explaining the corrections that
are needed. The DDD or Initiator will correct the recruitment request and
return to EOD through OASys.
Once EOD has completed the
review/consultation/approval, EOD will submit the recruitment request to the VP
for approval. This workflow step in OASys will generate an email to the VP
notifying them that a recruitment request is awaiting their approval. The VP
may also return the recruitment request to the DDD or Initiator for corrections.
If this happens, the DDD or Initiator will make the required corrections,
submit the recruitment request to EOD and EOD will submit the request 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 www.unfjobs.org and HigherEdJobs at 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 EOD.
The DDD 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 DDD is responsible for naming the chair and other members of a search committee. The DDD or department chair should not serve as Chair of the
search committee. The committee must be comprised of at least five members and reflect diversity in minority and female representation.
will automatically generate an email to EOD 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.
EOD will review the applicant pool and note the Pool Certification date in the
recruitment history in OASys. EOD will generate an email via Outlook to the DDD
and Initiator informing them that the applicant pool has been approved, and they
may begin reviewing the applications.
applicants to be interviewed are identified, an email must be sent to
EOD requesting interview approval of these applicants. EOD must approve
the interview pool before applicants are interviewed. If you plan to interview
more than one pool, email each pool to EOD for record-keeping. EOD will review
the interview pool and note the approval date in the recruitment history in
OASys. Upon approval of the interview pool, EOD will generate an email via
Outlook to the DDD and Initiator informing them that the interview pool has
been approved. The department hiring official, DDD, or search committee will then conduct the interviews. Telephonic and on-campus interviews are
expected. Skype is also acceptable. Helpful information on interviewing may be
found at legal reminders and recommendations.
The DDD and/or Applicant Reviewer must change the status of the applicants in OASys as the search progresses. They may either change an individual applicant's status or change multiple applicant statuses. In
order to change applicant statuses they will need to switch their user type
from DDD or Initiator to Applicant Reviewer. Do not wait until the end of the process.
When to use the various status changes:
Since fall 2012, EOD has conducted larger training
sessions, titled Information for UNF Search and Screen Committees, instead of the many
individual committee sessions primarily due to compliance, to
increase efficiency and to better communicate the University's
expectations to improve diversity and guard against litigious
action. All members, prospective members, and liaisons of search and
screening committees are required to attend the training that covers everything
involved in the process. If 51 percent or more of the committee members
have received the training, all committee members may serve. For more information about these sessions or to register, contact the Center for Professional Development (CPDT) by phone at (904) 620-1707 or email email@example.com.
Once interviews have been completed, conduct reference checks on the final candidate(s) using employment verification (telephone) or
employment verification (mailed).
The DDD shall ensure that the
documentation is complete, the Hiring Proposal has received initial HR
approval, and must approve the candidate before an offer is made to hire
the individual. No offer shall be extended to any individual without the DDD
and/or next level supervisor's approval, and HR approval of the proposed salary and start date.
the Hiring Proposal and submit to HR for approval. Review
Proposal Quick Guide for
instructions on completing the Hiring Proposal. Change all of the applicant statuses. When a
candidate has been selected for hire, the new employee’s applicant status must
be changed to “Recommend for Hire.” 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. If this option is not
used, notify applicants via a personalized e-mail or send a letter. See sample letters.
the Hiring Proposal has received initial HR approval, the DDD makes the verbal
job offer, contingent upon a successful background check, and collects required
new hire data upon acceptance, including: candidate’s date of birth, social
security number, citizenship status and start date. The DDD will submit the
Hiring Proposal to “EOD-Initiate Background Check.” Mail the new employee the
letter of offer to be signed and returned. Letter should include request for
official transcripts. See sample letters. Upon completion of the background check,
EOD will notify the DDD and Initiator of its status. The epaf process cannot
begin until confirmation of the candidate’s successful background check has
been received, and EOD marks the Hiring Proposal as “Hire Approved.” Once EOD
has reviewed and approved the Hiring Proposal the applicant’s status will
automatically change to “Hired.” Finally, the DDD or Initiator changes the status of the recruitment
request to “Filled”. Once the Hiring Proposal is approved, the information from
the Hiring Proposal, the application and the recruitment request will generate an epaf that will be routed for approval via the epaf workflow.
Submit the employment recommendation packet to HR, including: new hire access form, osprey card application, key request
form, and three reference letters or employment verification prior to the employee’s first day of work, which should
occur at the beginning of a pay period. Confirm with HR the date the new employee will attend new employee
Forward the official search and recruitment file (all documents pertaining
to the search) to HR for archival. Search files do not need to include
information recorded in OASys or personal
notes. 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 VP 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 EOD.
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 DDD 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 DDD. A good faith effort should be made to appoint minorities and women members to a search committee. Committees should include a minimum of five 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 DDD. 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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