The committee may 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 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.
Once the background check is
complete and Human Resources has approved the Hiring proposal you may proceed
to Fill the posting following the steps below in the order listed:
Change User Type to
Applicant Reviewer in order to change all remaining active applicants’ statuses
to “Not Hired-Email at Filled,” “Interviewed, Not Hired- Email at Filled,” etc.
with the appropriate final disposition selected.
employment recommendation packet to HR including: signed offer letter, three
completed reference checks or letters of recommendation, and the osprey card
application prior to the employee’s start date.
remind the new employee that Human Resources will be providing them with
additional information via email regarding their first day, but they can also
review the following webpage for information as well:
the background check is complete and Human Resources has approved the Hiring
Proposal, the hiring department may proceed to Fill the posting following the
steps below in the order listed:
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/EOI.
A few main considerations:
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.
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.
hiring department should first notify Human Resources that the posting was
filled prematurely. The hiring department should then create a new recruitment
request “From Posting”. The recruitment request should include a note indicating
that this is a duplicate posting specifically reserved for “candidate’s full
name.” The note should also reference the previous requisition number for the
posting and hiring proposal. Once this has been completed, send the new
recruitment request to HR Approval/Posting.
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?
Since fall 2012, EOI 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.
Florida's 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.
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.