Support Staff Recruitment and Employment Procedures

Prior to beginning the search, the following steps must be taken:

1. Create or review the position description for accuracy.
2. Submit a request to recruit and fill through OASys. This request to recruit must be approved prior to submitting a recruitment request (posting) in OASys. A request to recruit & fill quick guide can be found on the Class & Comp webpage.
3. All Support recruitments are required to be posted unless an exemption is granted via the submission and approval of the EOI Request for Waiver of Search/Requirement form available through myWings. Requests for internal recruitment must be submitted in writing to 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 business days. Positions which have been reopened must be posted for a minimum of 5 business 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 and agreed by Human Resources.

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, minimum required 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: "You must apply online at www.unfjobs.org and submit all required documents to be considered an applicant for this position. UNF is an Equal Opportunity/Equal Access/Affirmative Action Institution."   

It is also acceptable and encouraged to use the Quicklink to the posting itself (e.g., https://www.unfjobs.org/postings/1111) in lieu of www.unfjobs.org in the required statement.

You must insert the text for that advertisement in the field for the external website(s) or print media. PLEASE BE AWARE: The applicant can only view the information on the recruitment request starting at the position number and ending with the special instructions. They will not be able to view the advertisements you have listed in your recruitment request and other information that follows.

The posting of advertisements on other web sites or print media shall be the responsibility of the college or department. Advertisements must conform to the language approved by EOI. An advertisement can be placed in www.higheredjobs.com at no cost to the hiring department automatically.

All applicants must apply online in OASys to be considered an applicant. If they do not apply for positions online in OASys, they are not considered an applicant for the position. On March 4, 2004 the Equal Employment Opportunity Commission with the Departments of Labor and Justice and the Office of Personnel Management, published clarification and definition of an "applicant". Please go to http://www.eeoc.gov/press/3-3-04.html to view the complete definition.

For an individual to be considered an applicant in the context of the Internet and related electronic data processing technologies, the following must have occurred:

• the employer has acted to fill a particular position; 
• the individual has followed the employer’s standard procedures for submitting applications; and 
• the individual has indicated an interest in the particular position. 

The hiring department is responsible for adhering to the University's strong commitment to diversity.

Human Resources (HR) must approve the interview pool BEFORE applicants are interviewed. If the hiring department plans to interview more than one pool, email each pool to HR for record-keeping. HR will review the interview pool and note the approval date in the OASys recruitment history. The recruitment process should include an evaluation of all applications including any attached documents and the hiring department should make note of the reasons for non-selection for each applicant that is not selected for interview. After interview pool approval by HR, the hiring department should screen applicants via telephone interview prior to requesting approval for campus interviews. Skype or other online software tools may be substituted for telephone interviews, as long as consistently applied to all applicants selected for that interview phase. Again, the hiring department should make note of the reasons for non-selection for each applicant that is not selected for campus interview. 

The DDD and/or Applicant Reviewer must change the status of the applicants in OASys as the search progresses. Do not wait until the end of the process. They may either change an individual applicant's status or change multiple applicant statuses at once. 

The hiring department must conduct employment reference checks on the final candidate(s)  prior to submitting a Hiring Proposal. For external recruitments, three (3) reference letters or telephone reference check forms must be attached to the hiring proposal. For internal recruitments, one (1) reference letter or telephone reference check form is required. 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.

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.

Notice: Additional steps are required prior to recruiting for and/or hiring a Support Staff employee into a research or research-related position. Please visit the Foreign Influence Review webpage for guidance.