Modified Search for Visiting Faculty

 For regular faculty searches, see  Faculty Quick Guide   

  Modified Process






OASys Routing Queues





   *Posting of a position vacancy is NOT required for visiting faculty positions. 



 If posting does NOT occur, follow ONLY steps 1, 2(1) & (2), and 5(2) below:

 Modified Process2







 If posting does occur, follow the steps below EXCLUDING 2(2) and 5(2):


 Modified Process3







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

    1. Contact AA at (904) 620-2700 with questions.  
  2. Position numbers should not include VIS in the position number.
  3. If conducting a full search and posting the position in OASys, review the search and screen policies for  faculty employment .


  1. Create the recruitment request 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 E.O.D. at (904) 620-2507 for questions.  
  2. If no search is conducted and is NOT posted on OASys:  
    1. In the notes tab on the recruitment request, type “EPAF ONLY” and the name of the person being hired. 
    2. Route the recruitment request for HR approval.  HR/Employment will contact you to complete the electronic personnel action form (epaf).  
  3. If a search is conducted and posted on OASys, route the recruitment request for E.O.D. approval. 
    1. Upon E.O.D. 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 ( OASys [Applicant site] ).   
  4. A formal Search Committee is not required; instead type the following in the Search Committee Composition space: Name(s), Title(s) of persons(s) responsible for reviewing and screening applicants and for making the final selection. 
    1. If a search committee is utilized, contact E.O.D. for Equal Employment related information (see  faculty employment  and  legal reminders ).    
  5. After the recruitment request has been posted in OASys, only E.O.D.-approved advertisements may be placed in outside journals, publications and web sites.


  1. Applicants may only submit applications online via OASys, unless arranged as a reasonable accommodation for persons with certain disabilities.   
  2. No applications, resumes or other materials may be accepted by the department unless submitted via OASys, or unless specifically requested within the recruitment request.
  3. At the close of the application review date, E.O.D. will send the point of contact, hiring official, and committee chair an e-mail when the applicant pool has been approved. E.O.D. 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.  


  1. Obtain interview approval from the Dean and contact E.O.D. 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.”     
  2. Conduct the interviews.  E.O.D. recommends both telephone and on-campus interviews.   
    1. Helpful information on interviewing may be found at  legal reminders .   


  1. Search conducted and posted on OASys. 
    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 ata upon acceptance, including: employee’s date of birth, social security number, citizenship status and start date. 
    5. Mail the new employee the letter of offer to be signed and returned.  See  sample letters  .    
  2. No search conducted and not posted on OASys.     

    1. For visiting faculty, after adding a note stating “EPAF ONLY” and the name   of the person being hired, HR/Employment will contact you to complete the epaf.    

  3. Use epaf to process new hires.  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 (generates epaf) on the recruitment request. 
    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.
  4. Submit the  faculty employment recommendation packet , including:  new hire access form ,  nepotism form ,  osprey card application  and  key request form (available via myWings on the Staff tab), to HR prior to the employee’s first day.


  1. If option 3(A) 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 .   
    1. 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 file (all documents pertaining to search) to HR for storage.  Search file does NOT need to include information recorded in OASys.  

Resources available on E.O.D. web page

 Additional Recruiting/Advertising Sources 

 Do's and Don'ts of Lawful Interviewing 
 E.O.D. Legal Reminders 
 Sample Evaluation Form 

 Sample Letters