Support Staff Recruitment and Employment Procedures
The University of North Florida has established the following procedures in order to establish an orderly and consistent process for the recruitment and appointment of support staff employees and to ensure that all individuals appointed meet the basic qualifications for the position.
There are four main objectives central to the University’s support staff recruitment and appointment policy:
- To recruit and appoint the best qualified persons in a nondiscriminatory manner with respect to race, color, religion, national origin, gender, age, marital status, veteran’s status, and/or disability;
- To ensure that the criteria used for hiring support staff employees are job related;
- To ensure that documentation is on file demonstrating the basic qualifications for the position; and
- To ensure diversity University-wide.
- All searches must be in compliance with federal and state laws and must yield candidates who meet the advertised basic qualifications. Before the recruitment process begins, hiring officials should obtain information from the Human Resources webpage as well as consult with Human Resources for assistance in defining the appropriate basic qualifications for the position and ensuring a diverse pool of applicants is recruited.
- The Hiring Official must be prepared to document all of the following:
- The basic qualifications expected for the position;
- The diversity initiatives utilized in all stages of the hiring process;
- The criteria and qualifications set forth on the recruitment request;
- An updated position description;
- The venues in which the position is being advertised; and
- The individuals involved in the interview process.
Prior to beginning the search, the following steps must be taken:
- Create or update the position description. Refer to the Position Description Module guide. An approved position description from Human Resources is required for review of your recruitment request and plan.
- A recruitment request and plan is required in OASys to fill vacant or new Support positions unless an exemption from these requirements has been explicitly granted or a waiver of a search has been approved in writing by Human Resources. Refer to the OASys training resources page for assistance in using OASys.
- All positions must be posted except as noted below under Exemptions.
- All positions are required to be posted for a minimum of 10 calendar days. Positions which have been reopened must be posted for a minimum of 5 calendar days.
- Custodial Workers and Groundskeepers do not have any minimum posting time requirements
- All positions are posted as "open until filled" unless a specific deadline is required and/or requested by the hiring department.
- All positions for which a paid advertisement is placed must be open for recruitment no less than 10 business days to ensure appropriate time for response from the public.
- All postings and advertisements must include the position's essential duties, responsibilities, basic qualifications, and any preferred qualifications as specified on the recruitment request. The scope of advertising depends upon the position but all should include the following phrase: "UNF is an Equal Opportunity/Equal Access/Affirmative Action Institution."
- The hiring department will pay the cost of all paid advertisements in publications/newsletters.
- The hiring department is responsible for adhering to the University's strong commitment to diversity:
- Prior to conducting interviews, the hiring department must forward the names of the applicants selected for interviews to Human Resources and request approval of the pool.
- Human Resources will certify the interview pool selected by the hiring department.
The hiring department must conduct employee reference checks on the finalist using the telephone reference check form prior to an offer being extended.
- The hiring department must submit an OASys Hiring Proposal to Human Resources for approval and extension of an offer. Three (3) reference letters or reference check forms are required to be uploaded to the OASys Hiring Proposal on the hiring proposal documents tab. Refer to the Support Staff Hiring Proposal quick guide for assistance.
Human Resources will contact the finalist candidate and extend the offer of employment. Human Resources will communicate the candidate's response (acceptance or non-acceptance) with the department hiring official. Upon the candidate's acceptance of the offer of employment, Human Resources will confirm the start date according to the beginning of the next payroll cycle and notify the department.
- Written records of the recruitment request and selection process should be kept by the hiring department for a minimum of three years.These records should include:
- A copy of the recruitment request;
- Applications received;
- Letters of appointment or rejection, and
- Specific steps taken recruit women and minorities
The following positions are exempt from the recruitment requirements outlined above. In these cases, the hiring official is responsible for approving the process by which an individual will be selected and for ensuring the individual has the necessary credentials.
- Other Personnel Services (OPS) positions
- Positions funded from contracts or grants where the principal investigator and/or other proposed incumbents are specifically identified by name in the contract grant.
- Positions to be filled by persons who have been laid off and who have recall rights under rules, policies, or collective bargaining agreements.
- Positions of half time (.5 FTE) or less.
- Positions to be filled on an acting, temporary, or emergency basis for one year or less.
- Positions to be filled by an employee who has successfully completed a degree program through the University's educational leave program.
- Positions filled in settlement of litigation, grievance, or arbitration
- Positions assumed through reassignment or demotion of an employee
- Positions resulting from reclassification of an existing, filled position
- Positions resulting from a change in funding from a grant, contract, or auxiliary to general revenue as long as no change in duties will occur.