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 (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 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 EOD 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:
Create or update the position description. Refer to the
Module. An approved position description from HR is required for review of your recruitment request and plan.
If you are going to have a search committee you must create a guest user account and password in OASys when you develop your recruitment request. 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 Posting 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 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. Close the outlook e-mail. Your OASys screen is still up and you can make any necessary spelling corrections.
Hiring Officials are responsible for ensuring that the recruitment request has been reviewed and approved by appropriate personnel. Following the HO's approval in OASys, forward your recruitment request to EOD. This step in OASys will generate an email to EOD notifying them that a recruitment request has received the necessary approvals outside of OASys and is being forwarded to EOD for review/consultation/approval.
EOD will review the recruitment request. If corrections are needed, EOD will return the recruitment request to the HO for corrections. This step in OASys will generate an email to the HO and POC informing them that a recruitment request has been returned for corrections. EOD will send an email via Outlook explaining the corrections that are needed in the recruitment request. The HO or POC will make the corrections and return the recruitment request to EOD through OASys.
Once EOD has completed the review/consultation/approval, EOD will forward the recruitment request to the VP for approval. This 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 HO for corrections. If this happens, the HO will make the required corrections, forward the recruitment request to EOD and EOD 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 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 HO 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 HO is responsible for naming the chair and other members of a search committee. The hiring officer 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.
OASys 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 enter the approval in the “Pool Certification” tab in OASys. EOD will generate an email via Outlook to the HO and POC informing them that the applicant pool has been approved, they may begin reviewing the applications.
Once 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 enter the approval in the “Pool Certification” tab in OASys. Upon approval of the interview pool, EOD will generate an email via Outlook to the HO and POC informing them that the interview pool has been approved. 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 HO and/or POC must change the status of the applicants in OASys as the search progresses. They may either change an individual status or change multiple statuses. 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 firstname.lastname@example.org.
Once interviews have been completed, conduct reference checks on the final candidate(s) using employment verification (telephone) or
employment verification (mailed).
The HO shall ensure that the documentation is complete and must approve the candidate before an offer is made to hire the individual. No offer shall be extended to any individual without the HO and/or next level supervisor's approval.
When a candidate has been selected for hire, the HO 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. Contact EOD via e-mail with the successful candidate’s
name and e-mail address to initiate the background check
process. 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 HO and POC of its status. The epaf
process cannot begin until confirmation of the candidate’s successful background
check has been received.
Complete the epaf to process new hire. Review OASys
tutorial (parts 5 and 6) or new hire information for
instructions on the epaf. 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. If this option is not used, notify applicants via a personalized e-mail or send a letter. See
letters.) Complete the New Hire Information Tab (which generates epaf) on the
recruitment request. 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 to HR, including: new
hire access form, nepotism
card application and key request
form, prior to the employee’s first day of work, which should
occur at the beginning of a pay period. Notify HR of 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 archives. 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 HO 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 HO. 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 HO. 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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