You may either activate a guest user account in OASys, provide hard copies, or place the materials on the department’s Blackboard site.
The committee may provide guest user account access through OASys, provide hard copies of the documents and/or allow individuals to review the documents on a shared website. In this instance, please keep documentation of the request in case any questions arise from applicants. All applications submitted to the University are public record. As a result, it is important for to include such a disclosure in job advertisements so applicants do not have any expectation that their application will be kept confidential from third parties.
Any such letters should not be considered part of the application because they were not asked for by all applicants when the position was launched. However, they can be collected and utilized towards the end the search for reference verification.
You may proceed to complete the EPAF following the steps
below in the order listed.
Change the new hire’s
status to “Hired”.
Complete the New Hire
Information tab (Make sure the position number and pay rate are correct. If the
recruitment request was created from previous, it may pre-populate with
old/incorrect information) and save.
The start date
should occur at the beginning of the pay period.
Notify all applicants
that the position has been filled via e-mail with the status of “Not Hired-Send
E-mail,” a personalized e-mail, or a letter.
Review the saved
information in the posting summary screen and change the recruitment status to
Submit the employment
recommendation packet to HR, including:
new hire access form
osprey card application
key request form
prior to the employee’s start date. Please remind
the new employee that they w
ill receive an email from Human
Resources with a link regarding
forms they’ll need to complete and bring with them on
their first day of employment
Please note: The EPAF will
not generate until the recruitment request has been “Filled". A
delay in this process can prevent the EPAF from being submitted on time, which
could prevent an employee from having a timesheet or receiving a paycheck.
Any questions asked must pertain directly to recruitment; so, this cannot be asked unless it in some way pertains to the job they are seeking.
Pregnancy should not be discussed at all during the interview process even if the candidate brings it up. Please see the links below for more information from the EEOC on the Pregnancy Discrimination Act and interview guidelines recommended by UNF/EOD.
A few main considerations:
An employer cannot refuse to hire a pregnant woman because of her pregnancy, because of a pregnancy-related condition, or because of the prejudices of co-workers, clients, or customers.
An employer may not single out pregnancy-related conditions for special procedures to determine an employee's ability to work.
It is recommended that we align any questions with what is asked on each application. The application simply asks whether they have read the notice. However, you can reiterate the notice and ask if they have any questions or concerns with confirming what will be asked of them (providing documentation confirming legal right to work) at hire.
As the phone interview is a preliminary screening process before incurring the time and cost of on-site interviews, you can interview the internal candidate in person as long as questions asked during preliminary screening are asked during the on-site interview.
If the committee members or hiring official(s) are the same, then they can be interviewed once. However, the positions and interview questions must be the same or substantially similar. If the positions are different, they should be interviewed separately for each position.
Although the positions may be similar, if the two positions are not the same title (or same position description), the pool from one cannot be used for the other. If the hiring official knows who they want to offer the position to, they may submit a Request for Waiver of Search/Recruitment; however these are not done often.
Instead of the waiver, you may post the position in OASys and send the posting information to the applicants you interviewed encouraging them to apply. You may provide general information and let them know you feel their skills, etc., may match this position if they are interested in applying. It is important to not convey that they “have” the job or are even guaranteed an interview; all applications still need to be reviewed.
The hiring department should create a new recruitment request “From Previous”. In the “Notes/History” tab, add a note that reads, “EPAF ONLY” and the new hire’s name. The note should also reference the previous requisition number for all applicant, approval, and recruitment details. Once this has been completed, send the new recruitment request to HR Approval/Posting. HR will attach the new hire and contact the department with instructions for completion.
Yes, if you have thoroughly documented your efforts to schedule an interview that resulted in scheduling conflicts. Suggested communication may include, “We are sorry
you could not be contacted and/or your scheduling conflicts prevented
an interview. Therefore, our process has proceeded. However, you may continue to apply for future positions you believe match your qualifications. Thank you for considering UNF.”
Interviews must be coordinated to fit the schedules of hiring officials, committee members, etc.; the search must also continue to meet internal deadlines.
Yes. The application includes the note below and asks for confirmation that it has been read. As the candidate was technically not eligible for employment at the time of the verbal offer, the offer can be rescinded according to the statement on the application.
Note: The Immigration and Nationality Act requires all individuals seeking employment at the University of North Florida to provide documentation at the time of hire that verifies their identity and confirms their legal right to work in the United States. In addition, federal law requires this documentation to be provided within three days of employment.
Have you read the above notice?
EOD guidelines state there is a minimum requirement of five members when the committee is created; however, for this circumstance, it depends upon where in the search process the committee change occurs. If the committee is beginning to review applicants, someone else should be appointed. However, if the committee has already evaluated applicants and is preparing for or conducting interviews, the four remaining members should complete the search.
Yes. Committee chairs must hold a position equivalent or higher than the position being filled.
Since fall 2012, EOD has conducted larger training sessions 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. Those who have not received the training may take the training session while serving on the committee. If a committee member has attended the training session, they do not have to take the session again unless required to do so as a result of policy changes.
If there is a member of the search committee that is not a UNF employee or student, i.e., an external member, that person is not required to go through the training, but is welcome do so if they wish.
Committees may function as long as 51% of the committee members
have undergone training. However, those who have not received such are
expected to participate in a session offered during their time of service.
Yes, as long as they participate throughout the entire search.
Government-in-the-Sunshine law provides a right of access to governmental
proceedings at both the state and local levels. It applies to any gathering of
two or more members of the same board to discuss some matter which will foresee
ably come before that board for action. There is also a constitutionally
guaranteed right of access. Virtually all state and local collegial public
bodies are covered by the open meetings requirements with the exception of the
judiciary and the state Legislature which has its own constitutional provision
relating to access.
The Sunshine law
requires that 1) meetings of boards or commissions must be open to the public;
2) reasonable notice of such meetings must be given, and 3) minutes of the
meeting must be taken.
Law applies to "any board or commission of any state agency or authority
or of any agency or authority of any county, municipal corporation or political
subdivision." Thus, it applies to public collegial bodies within the state
at both the local as well as state level. It applies equally to elected or
appointed boards or commissions.
The Sunshine law applies to
all discussions or deliberations as well as the formal action taken by a board
or commission. The law, in essence, is applicable to any gathering, whether
formal or casual, of two or more members of the same board or commission to
discuss some matter on which foreseeable action will be taken by the public
board or commission. There is no requirement that a quorum be present for a
meeting to be covered under the law.
Committee members are not prohibited under the Sunshine law from
meeting together socially, provided that matters which may come before the committee
are not discussed at such gatherings.
The Sunshine law requires that meetings of public boards or
commissions be "open to the public at all times." Thus, use of pre-assigned
numbers, codes or secret ballots would violate the law.
Yes. You must vote using the knowledge you do have about the candidate. Committee members may only abstain from voting when there is a conflict of interest.
Minutes need only to reflect the overall outcome in general.
Florida Supreme Court has determined that public records are all materials made
or received by an agency in connection with official business which are used to
perpetuate, communicate or formalize knowledge. They are not limited to
traditional written documents. Tapes, photographs, films and sound recordings
are also considered public records subject to inspection unless a statutory
As soon as a document is received by the search committee, it
becomes a public record, unless there is a legislatively created exemption
which makes it confidential and not subject to disclosure.
There is no requirement under the Sunshine law that tape
recordings be made by a public board or commission, but if they are made, they
become public records.
The Sunshine Law does not require conducting search committee meetings as "public hearings." Persons in attendance do not have the right to comment unless the committee deems it in the best interest of the process. Consequently, search committees are
allowed to adopt reasonable rules and regulations which ensure the orderly
conduct of a meeting and which require orderly behavior on the part of the
public attending. This includes prohibiting the public from speaking, limiting
the amount of time an individual can speak and, when a large number of people
attend and wish to speak, requesting that a representative of each side of the
issue speak rather than everyone present.