Faculty Administration & Personnel Resources

Hiring Faculty (by position type)

• Full-Time Faculty (Tenure Track, Non Tenure Track, Visiting)
  • Job Description Template: Full-Time / Visiting
• New Adjunct Faculty
  • Job Description Template: Adjunct
• Adding Adjunct Position as Secondary Job for Current Employee
• Workday Knowledge Base (KB) Articles

Hire Documents

• Quick Guide - Required Documents by Position Type
• Faculty Documentation Checklist (use this version until a revised Workday version is posted)
• Start-up Funds Request Form

Offer Letter Templates

Offer letters will be generated in Workday. Use the following templates as guides to help you finalize the offer letter in Workday.

• Tenure-Earning Faculty
• Instructor and Lecturer Faculty
• Visiting Faculty
• Department Chair (to be posted; consult with ASA about letter format and content)
• Out-of-Unit Faculty

Reappointing Visiting and Adjunct Faculty

Returning Adjuncts

• Returning Adjunct Contracts
• Contract Amendments / Adjusting Period Activity Pay

Returning Visitors

• Submit the following documents to Academic & Student Affairs (aa-admin@unf.edu):
  1. Verbal offer acceptance
  2. Department vote to reappoint the visitor for an additional year
  3. Specify how many years the faculty member has been a visitor ("2024-25 will be their third year as a visiting instructor").
• The visitor's academic appointment will remain active in Workday. Submit an "End Academic Appointment" and "End Jobs" task in Workday when the visitor will not be returning (see KB article "The Process to End Jobs").
• See CBA Article 12.5 "Visiting Appointments" for policies governing visiting faculty appointments.

Position Changes

Full-Time Faculty

• 9-month to 12-month
• Change in Hours / FTE

Adjunct to Visitor

1. End Academic Appointment for the adjunct position.
2. Create a Job Requisition and follow the steps for hiring new full-time faculty.

These steps only apply if an adjunct is being hired as visiting faculty. A search is required to hire for full-time faculty positions (instructor/lecturer or tenure-track).

Visitor (9-month) to Summer Adjunct 

1. Add Period Activity Pay for the summer contract dates.
2. Add Academic Appointment for the adjunct position corresponding to the semester dates.
3. When the summer adjunct appointment ends, the 9-month visiting position will remain active to continue in the fall.

Visitor to Adjunct (permanent position change)

(to be posted)

• Hiring / Reappointing GTA Instructor of Record
• GTA Credit Hour Narrative
• The Graduate School: Graduate Assistantship Information

• Faculty Narrative of Justification Form
• Matrix of Course(s), Learning Outcomes, and Faculty Portfolio Form 

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.

NOTE: Videos were recorded prior to most recent Banner update, some changes may have occured of locations. 

• Department Admin Online Non-Grad Form Submission
• Department Chair Online Non-Grad Form Approval
• Dean Online Non-Grad Form Approval

The Office of Academic and Student Affairs oversees Immigration and Work Authorization processes. 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 and Student Affairs. 

If you are hiring a foreign national who requires immigration processing, contact Academic and Student Affairs at ext. 2707 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 and Student Affairs.

The hiring department within the University of North Florida, as the sponsoring institution, incurs the cost associated with certain immigration types. 

The following immigration resources and forms may be helpful in understanding the immigration process as it pertains to hiring.

• Immigration 101
• Summary of Major Nonimmigrant Employment Classifications
• Deemed Export Review Form

For detailed information on how to initiate the immigration process, contact the following individuals.

Maritza Choisser
Immigration Manager
(904) 620-2707
m.choisser@unf.edu 

Felicia George
Director, Faculty Administration and Records Management
(904) 620-1256
f.george@unf.edu

Courtesy Appointment 

• Courtesy Appointment Offer Letter
• Courtesy Appointment Procedure
• Courtesy Appointment Termination
• Courtesy Appointment Workflow

Postdoctoral Scholar Appointment

• Before Starting the Recruitment Process
• Postdoctoral Hiring Manual
• Postdoctoral Direct Hire Process

• Flexible Assignments FAQ
• Faculty Assignment Letter FAQ
• Faculty Assignment Letter: Descriptions by Category