Support Staff Quick Guide

The following quick guide has been designed to facilitate the recruitment process for a support staff employee. You may wish to print this guide out and refer to it throughout the process.

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Step one:

  • Identify that a new or vacant position is available.

Step two:

  • Create or update the position description.
    • A blank position description form may be downloaded from the Human Resources web page.
    • For questions regarding the position description, contact the Office of Human Resources at (904) 620-2903.

Step three:

  • Submit the position for vacancy pool approval.
    • The vacancy pool form is located on the Human Resources web page and contains instructions on how to submit a position to the vacancy pool.

Step four:

  • Create the recruitment request on the OASys Hiring Official Site.
    • Refer to the OASys training resources page to learn how to gain access to the OASys hiring official site and create recruitment requests.
    • All support staff recruitment requests must be created using the "From Template" option within OASys.
    • For questions regarding the creation of a support staff recruitment request, contact the Office of Human Resources at (904) 620-2903.

Step five:

  • Submit the recruitment request for vice president approval within OASys.
    • Once approved by the vice president, the recruitment request will be submitted to Human Resources for final approval and posting online at the current job openings web page.

Step six:

  • As soon as the recruitment request is posted online, applicants may begin to submit applications online at the current job openings web page.
    • Applicants may only submit applications online via OASys.
    • No applications, resumes or other materials are permitted to be accepted by the department unless submitted via OASys.
    • The Office of Human Resources reviews all support staff applications for the basic qualifications before releasing them for the hiring department to view.

Step seven:

  • Once the application review date listed on the recruitment request has passed, and the recruitment request has been posted for at least 10 calendar days, you may request for the recruitment request to be placed "On Hold."
    • Placing the recruitment request on hold prevents additional applications from being submitted while you review the applications already submitted.
    • Contact the Office of Human Resources at (904) 620-2903 to request the recruitment request to be placed on hold.

Step eight:

  • Once you are ready to begin scheduling interviews, contact the Office of Human Resources at (904) 620-2903 to request interview pool approval.
    • Human Resources will determine if there are any applicants that are mandatory interviews due to veteran's preference or internal applicant status.
    • You may only begin interviews after securing interview pool approval from Human Resources.

Step nine:

Step 10:

Step 11:

  • Contact the Office of Human Resources at (904) 620-2903 to make the final job offer.
    • All support staff job offers must be made by Human Resources.
    • Human Resources will contact the applicant and then communicate the applicant's decision and hire date back to the department.
    • Human Resources will schedule the new employee for orientation, complete the New Hire Information tab to facilitate the EPAF process and complete a new hire access form so that the new employee has an N-number, email address and network access for their first day.

Step 12:

  • Change all remaining applicant statuses within OASys:
    • The applicant statuses should be set to either "Not Hired" or "Not Hired-Send Email."
    • Choosing "Not Hired-Send Email" will send out an automatic regret letter via email.
    • You may also use the "Applicant Address List" report to send out your own regret letters or emails.

Step 13:

  • Change the status of the recruitment request to "Fill."
    • All the applicants must have their statuses changed before changing the status to filled.
    • Upon filling the recruitment request, the point of contact and all hiring officials named in the recruitment details will receive an email confirmation that the EPAF has been submitted for approval.

Step 14:

Step 15:

  • The new employee will attend "Welcome to the Nest" on their first day. View the New Employee Resources page for more information.
    • Orientation is held in Human Resources from 8:00AM to 4:00PM.
    • The new employee will need to bring a photo I.D., such as a driver's license, as well as a social security card or birth certificate; or passport.
    • A voided check is required to sign up for direct deposit.
  • Once the employee completes orientation, he or she will report to your department to begin work.