COHPA E&G Faculty Hiring Process


TO BEGIN A SEARCH:

· Chair/Director meets with the Dean to obtain Level I or Level II budget approval for hiring to include funding account number/source.

· New position requests require new position numbers. Department Coordinator/Office Manager should request a new position number from the DO HR Coordinator prior to submitting the search approval form. (Also verify current position number with DO HR Coordinator.)

· Department Coordinator/Office Manager completes COHPA search approval form with Chair/Director providing justification for position and submits to DO HR Coordinator for signatures. (Make sure to keep a copy.)

· Regional Campus hires must first be approved by Regional Campus Administration prior to submission to the Dean’s Office.

· DO HR Coordinator returns signed Search Approval Form back to the department.

· Department/School notifies ISAT of hire.

· Review the “Faculty Hiring Guide” located on the college’s website and the Provost website at http://www.provost.ucf.edu/ prior to each search as a reference for updated information on hiring.

TO POST THE APPROVED POSITION:

· Once the approved search approval form is returned to the department, Department Coordinator/Office Manager creates posting & advertisement. It is strongly recommended the ad be reviewed by EO/AA office before posting. Once approved, the Department Coordinator/Office Manager creates the posting through the online recruitment system. https://www.jobswithucf.com/hr . See “Faculty Posting Template” for language.

· Note: some search committees are charged with creating the job description/ad prior to posting if this is the case – follow the search meeting guidelines below.

· If the posting has an “Open” closing date or requires any corrections, a Faculty Position Vacancy Announcement (PVA) Change Form is required:

http://provost.ucf.edu/forms-policies-and-procedures/ .

Submit the PVA electronically to the DO HR Coordinator for processing.

· The department must advertise the position in at least two other publication related to the discipline (refer to EO/AA Search Handbook).

· All postings must be posted no less than 4 weeks.

· Print external advertisements showing the open and close dates for the faculty binder.

THE SEARCH PROCESS:

· A Search Committee is required for all faculty postings with the exception of a 1 year visiting and a diversity hire.

· The Department Chair/Director appoints members to serve on the search committee and appoints the search chair.

· The Search Manager (Department Coordinator/Office Manager) recommended to be in attendance at each search meeting. The Search Manager manages the search to include but not limited to: coordinates all meetings, records the minutes and distributes approved minutes to the search committee members. Submit Search Committee Meeting Notice to HR.

· The Associate Dean and Department Chair/Director are invited to attend the 1st meeting. They will charge the committee and review UCF and COHPA processes.

· The UCF EO/AA Search Handbook should be reviewed at the first search committee meeting: http://www.eeo.ucf.edu/

· EO/AA Director can be invited the first meeting if committee desires.

· Once the search committee determines it has received a sufficient number of applicants which meet the diversity requirements, the position should be closed if it was posted with an “open” closing date. A PVA must be completed to “close” the position. This is submitted to the DO HR Coordinator for processing. The PVA to “close” the position must be submitted to the DO HR Coordinator by Tuesday to meet the AA deadline for the position being updated on Friday. NOTE: the position must post for one week (7 days) with a specified “closing” date.

· All qualified candidates whose applications are submitted online to HR on or before the closing date must be considered.

· Search manager contacts selected applicants to confirm interest in position and to advise applicants of upcoming reference checks. It is strongly suggested applicant be advised that committee may contact anyone with job related knowledge.

· Reference checks are completed by members of the search committee. Three or more reference checks are required for UCF faculty. Two or more must be phone references. Committee member are strongly encouraged to call non-listed references to develop a balanced profile of candidates’ strengths and weaknesses. Committee members have the authority to call anyone with job-related knowledge.

· Scheduling three or more applicants for interviews is required for faculty positions. Any concerns should be directed to the DO HR Coordinator.

SELECTED APPLICANT:

· Final candidates will interview with the Chair/Director of the department or school and/ or the dean for specific searches.

· If this will be tenure hire with tenure or tenure credit, the Department’s P&T committee will need to review the selected applicants CV and conduct a vote on the hire.

· Chair/Director contacts selected candidate with the “UNOFFICIAL” employment offer. The Chair/Director will also inform the selected candidate that this is only a recommendation of what will be presented to the Provost and is contingent upon a successful completion and final approval of all hiring documents.

· The Department may provide an “UNOFFICIAL” offer summarizing the search status and indicating that an Employment Agreement will be given once all the conditions of the process are satisfied and the hire is approved by the provost or designee.

If a letter is provided, you must follow the sample letter found on the Provost’s website in the Faculty Hiring Guide Appendix B. http://provost.ucf.edu/files/2012/06/Faculty-Hiring-Guide.pdf

· Once an agreement has been made between the Chair/Director and the selected applicant, the following forms must be completed to conduct a background check and submitted to HR. (see process at http://hr.ucf.edu/liaisons-and-managers/interviewing-and-hiring/background-checks/

· Applicant Affirmation Form, found on the provost’s website:

http://provost.ucf.edu/forms-policies-and-procedures/

· Recruitment will email the results of the background check to the requestor.

· At this time, the Department Coordinator/Office Manager will contact the applicant and advise candidate of favorable background check and to request official transcripts to be ordered and sent to Department Coordinator/Office Manager.

· The Department Coordinator/Office Manager electronically submits the following to the Chair/Director for approval. Once approved, Department Coordinator/Office Manager, cc’s Chair/Director then sends these forms via email to the DO HR Coordinator for processing:

· A completed E&G Salary Commitment Form

http://provost.ucf.edu/forms-policies-and-procedures/

· An Employment Agreement Form found on the Provost’s web site

http://provost.ucf.edu/forms-policies-and-procedures/

· If this position is a new hire with tenure or tenure credit, the following information is required to be submitted at this time to the DO HR Coordinator:

· Curriculum Vitae

· Departmental Tenure Vote

· AA12 – found on Provost’s website

· Letter/email from Dean approving hire with tenure or tenure credit

THE HIRING PROCESS:

· Once Academic Affairs has approved the hire they will send the following documentation to the Dean’s Office for processing with the department:

· Employment Agreement (signed by the Provost or designee)

· Conditions of Employment

· Department Coordinator/Office Manager will contact candidate and make arrangements to complete the hiring paperwork. Candidate will review, complete and/or sign the above and all hiring paperwork as notated on the COHPA hiring checklist.

· In order to meet the university deadlines complete the hiring binder and submit to the DO HR Coordinator for processing by the internal deadline set by DO HR Coordinator.

· DO HR Coordinator forwards the hiring binder to EO/AA and Faculty Affairs for final review. Once processed, the DO HR Coordinator will send an email to the Department Coordinator/Office Manager stating the binder has been approved and returned to the college where it becomes the employee’s personnel file and is maintained by the Dean’s Office Records room.

*Print all forms/documents needed for this process from respective websites to ensure most current issue.

Rev: December 15, 2014