Academic Affairs Budget and Personnel
The Academic Affairs (AA) Budget and Personnel office at University of North Florida offers many services for university faculty, administrators, and staff including information for the following areas.
Faculty Employment and Credentialing
General Information and Forms
Important Dates and information
Approved Vendor List (PDF transcripts)
- Scrip Safe/TranscriptPlus (service of Credential Solutions)
- National Student ClearingHouse
- Joint Services Transcript (all military)
- Purdue University
- Penn State
- Howard University
New Hire Process for Faculty
Part-time Faculty Procedures Memo and PT Faculty Calendar
Forms and information
Teaching Online TOL-Track B
(Procedure for New Incoming Faculty without an N#)
For new faculty nominated to take the TOL-Track B course who do not have an N#, the following process is needed.
At a minimum, the department will need to submit to Academic Affairs copies of the following for credential review only- the part-time file will not be approved at this time.
- Completed Faculty Documentation Checklist form
- Letters of recommendation (if available at this time)
Further instructions and information also apply.
- Indicate in the comments section of the Faculty Documentation Checklist form 'For TOL review.'
- The department will also need to submit an electronic Network Access form and request a level 2 background/fingerprint check.
- Academic Affairs will review the materials provided.
- If the faculty member is a foreign national, proper immigration documentation will need to be verified prior to approval of the Network Access form--contact Academic Affairs.
- Once the credentials have been reviewed and verification of background check has been received from Human Resources, an email will be sent to the appropriate departmental contact informing them that everything has been reviewed.
Academic Affairs will hold the paperwork sent for review by the department. Once Academic Affairs provides the part-time faculty dates to the departments (dates are provided for full academic year in early May), the department should submit the part-time file to Academic Affairs for approval and include the following:
- Official Transcript
- Letters of recommendation (if letters were not previously provided for the review)
- Part-time faculty contract
- Faculty Credential Exception Request form / Justification Narrative Matrix (if needed)
- Request for Non-grad to Teach Graduate Courses form (if needed)
- Request for Approval of Extra State Compensation (if needed)
When the file is received in Academic Affairs, the documentation that was originally forwarded to Academic Affairs for review will be incorporated into the file for approval.
A TOL review is NOT needed by Academic Affairs if the following applies.
- The faculty has not had a break in service of over 1 year
- The faculty has an N#.
- Background check verification has been received from Human Resources.
The Office of Academic Affairs and the University Compliance Office work together handling immigration processing for all faculty and A&P positions. Immigration approval is required prior to hiring a foreign national. Processing of H-1B, H-1B extensions, TN and Permanent Residency is handled through Academic Affairs and the University Compliance Office.
If you are hiring a foreign national who requires immigration processing, contact Academic Affairs at ext. 2703 prior to initiating the offer letter. An offer is contingent on the successful approval of the immigration process. Employment cannot begin with the University until appropriate immigration approval is received and verified by the Office of Academic Affairs.
The hiring department within the University of North Florida, as the sponsoring institution, incurs the cost associated with certain immigration types. Depending on which type of immigration status is initiated during the hiring process, some fees will be the foreign national's responsibility. Should the foreign national decline the employment offer after the immigration process is initiated, the cost incurred is the foreign national's responsibility. At that time, the foreign national would be responsible for making payment back to the University.
The following immigration resources and forms may be helpful in understanding the immigration process as it pertains to hiring.
For detailed information on how to initiate the immigration process, contact the following individuals.
Coordinator, Academic Support Services
Budget and Personnel
Associate Vice President Compliance Officer
Background Check Requirement
Employment is contingent upon the successful completion of a Level 2 background check. If this background screening has not already taken place, the candidate will soon receive an email from CastleBranch, our employment screening vendor, requesting information to begin the background screening and schedule a fingerprinting appointment. It is important that the candidate submit their information upon receipt to avoid delays in the hiring process. Once the candidate's information is submitted, results are returned to Human Resources for review within approximately 5 to 10 business days.
If the candidate is a foreign national, this timeframe may take longer. In the event that the background check has not been completed at the time the candidate's appointment begins, the candidate's continued employment will be contingent upon receipt of a background check results that meet university standards.
Department: Contact Human Resources to initiate a Level 2 background check by emailing Ashely Smith: email@example.com. In your email to HR provide:
- affirmation that verbal offer has been extended
- individual's full legal name (include name in subject line)
- individual's primary email address
- department name
- whether they are full-time or part-time.
- indicate if individual lives out-of-state as the process may differ
Background check requirement applies to the following statuses:
- All new faculty hired after July 1, 2014
- Returning faculty with a break in service of more than one year
- A change in position type
Instructional Faculty Credentialing Process (Full-time & Part-time)
UNF gives primary consideration to the highest earned degree in the teaching discipline. UNF also considers competence, effectiveness, and capacity, including as appropriate, undergraduate and graduate degrees, related work experiences in the field, professional licensure and certifications, honors and awards, continuous documented excellence in teaching, or other demonstrated competencies and achievements that contribute to effective teaching and student learning outcomes.
In cases where a faculty member does not possess the traditional academic preparation outlined in the SACSCOC minimum qualification requirements section of the Faculty Employment policy, it is the responsibility of the department to justify the exception.
Faculty Credential Exception Request form (Justification Narrative Matrix)
When a faculty member does not have the usual terminal degree required to teach a particular course, it is the responsibility of the department to submit a request for non-graduate faculty to teach graduate courses.
Request for Non-grad to Teach Graduate Courses Form
Budget Forms and Resources
UNF Code of Conduct and Ethics