Support Staff Employment
The University of North Florida has established the following procedures in order to establish an orderly and consistent process for the recruitment and appointment of support staff employees and to ensure that all individuals appointed meet the basic qualifications for the position.
There are four main objectives central to the University’s support staff recruitment and appointment policy:
- To recruit and appoint the best qualified persons in a nondiscriminatory manner with respect to race, color, religion, national origin, gender, age, marital status, veteran’s status, and/or disability;
- To ensure that the criteria used for hiring support staff employees are job related.
- To ensure that documentation is on file demonstrating the basic qualifications for the position; and
- To ensure diversity University-wide.
General Recruitment Requirements
- All searches must be in compliance with federal and state laws and must yield candidates who meet the advertised basic qualifications. Before the recruitment process starts, hiring officials should obtain information from the Human Resources web page and are urged to consult with Human Resources for assistance in defining the appropriated basic qualifications for the position to be advertised.
- The hiring official must be prepared to document the following, at any time throughout the process:
- the basic qualifications expected for the position;
- the diversity initiatives utilized in all stages of the hiring process;
- the criteria and qualifications set forth on the recruitment request;
- an updated position description;
- the venues in which the position is being advertised; and
- the individuals involved in the interview process.
- The hiring official should seek guidance from Human Resources for assistance in ensuring a diverse pool of applicants is recruited and that interviewees are exposed to diverse segments of the University.
Specific Recruitment Requirements
Prior to beginning the search, the following steps must be taken:
- An updated or new position description must be submitted to Human Resources.
- An online recruitment request is needed to fill vacant or new support staff positions unless an exemption from these requirements has been explicitly granted or a waiver of a search has been approved in writing by Human Resources. The recruitment request must be completed in its entirety and must state the credentials required for the position. The recruitment request will be forwarded to Human Resources with the appropriate approvals.
Postings and Advertisements
- All positions must be posted except as noted below under Exemptions.
- All support staff positions are posted as “open until filled” unless a specific deadline is required and/or requested by the hiring department.
- All positions are required to be posted for a minimum of 10 calendar days. Positions which have been reopened must be posted for a minimum of five calendar days.
- Custodial Workers and Groundskeepers do not have any minimum posting time requirements.
- All positions for which a paid advertisement is placed must be open for recruitment no less than 10 business days to ensure appropriate time for response from the public.
- All postings and advertisements must include the position’s essential duties, responsibilities and basic qualifications, and any preferred qualifications as specified on the recruitment request. The scope of advertising depends upon the position and all should include the following phrase: “UNF is an Equal Opportunity/Equal Access/Affirmative Institution.”
- The hiring department will pay the cost of all paid advertisements in publications/newspapers.
- The hiring official is responsible for adhering to the University’s strong commitment to diversity:
- Prior to conducting interviews, the hiring department must forward the names of the applicants selected for interviews to Human Resources and request approval of the pool.
- Human Resources will certify the interview pool selected by the hiring department.
- The hiring department must conduct employment reference checks on the recommended candidate prior to an offer of employment being extended. This process should be coordinated with Human Resources to ensure proper documentation. Any information obtained must be recorded on the appropriate form and submitted to Human Resources. No offer of employment will be made without documentation that the hiring unit has conducted the reference checks.
- Human Resources must contact the candidate recommended for hire and extend the offer of employment. Human Resources will then contact the designated hiring official via e-mail as to the candidate’s acceptance and/or non- acceptance of the offer. Upon the candidate’s acceptance of the offer of employment, Human Resources will confirm the start date according to the next payroll cycle and notify the hiring department.
- Written records of the recruitment and selection process should be kept by the hiring department for at least three years. These records should include a copy of the recruitment request, information on advertising, recruitment letters, telephone calls or other contacts, applications received, letters of appointment or rejection and specific steps taken to recruit women and minorities.
Exemptions from Recruitment Requirements
The following positions are exempt from the recruitment requirements outlined above. Prior to making an appointment, the hiring official is responsible for approving the process by which an individual will be selected and for ensuring those individuals have the necessary credentials.
- Other Personnel Services (OPS) positions.
- Position funded from contracts or grants where the principal investigator and/or other proposed incumbents are specifically identified by name in the contract or grant.
- Positions to be filled by persons who have been laid off and who have recall rights under rules, policies, or collective bargaining agreements.
- Positions of half time (.5 FTE) or less.
- Positions to be filled on an acting, temporary, or emergency basis for one year or less.
- Positions to be filled by an employee who has successfully completed a degree program through the university’s educational leave program.
- Positions filled in settlement of litigation, grievance, or arbitration.
- Positions assumed through reassignment or demotion of an employee.
- Positions resulting from reclassification of an existing, filled position.
- Positions resulting from a change in funding from a grant, contract, or auxiliary to general revenue as long as no change in duties will occur.