Faculty Recruitment Helen Sterbach and Jennifer Krolowitz Assistant Directors, Personnel Administration Academic Affairs Operations 04/12/2016

Disclaimer While the information provided here outlines Academic Affairs’ guidelines, the individual colleges/units may have additional requirements or processes in place. Departments should ALWAYS go through their dean’s/VP’s office for all faculty related requests and questions.

Review Guidelines and Processes Review appropriate guidelines. Search and Screening Guidelines – EOAA Website http://eeo.ucf.edu/documents/SearchScreeningGuidelines.pdf http://eeo.ucf.edu/documents/InternalSearch.pdf http://eeo.ucf.edu/documents/RequestExemptionPosting.pdf Faculty Hiring Guide – Academic Affairs Website https://provost.ucf.edu/files/Faculty-Hiring-Guide_20151.pdf Faculty Administrative Appointment Guidelines – Academic Affairs Website https://provost.ucf.edu/files/2014/03/Faculty-Administrative-Appointment-Guidelines.pdf

Create Online Requisition Log Into PeopleAdmin (https://www.jobswithucf.com/hr/login) Faculty Class Title(s) and Class Code(s) Instructor, Lecturer, Assistant Professor, Associate Professor, Professor, etc. Class code should match the class title (e.g., Assistant Professor = 9003) Note: If multiple titles are possible, class code is not used (e.g., Assistant or Associate Professor = N/A) Administrative Title None, Coordinator, Director, Chairperson, Dean, etc. Administrative titles used when administrative responsibilities are anticipated to be .51 FTE or greater

CREATE ONLINE REQUISITION Type of Appointment Regular, Clinical, Research, Visiting (Renewable or Non-Renewable), Postdoctoral Associate Research used only for ranked faculty that would normally be tenure track (i.e., assistant, associate or full professor) Job Description – Information pertaining to the job itself College/department, tenure status, 9- or 12-month appointment, responsibilities, etc. College or university descriptive information belongs in this section

CREATE ONLINE REQUISITION Job Open Date All new UCF postings open on Friday Job Close Date All postings typically close on Thursday (the last day they are visible to applicants) E&G positions must post for 4 weeks Minimum posting period is 1 week

Create Online requisition Position Minimum Qualifications These are eligibility requirements that the applicant must have to be considered for the position. Must align to no less than SUS classification specifications for the class code. Degree information should specify “from an accredited institution” Date by which applicant must hold the minimum degree “at time of appointment” or “by start of appointment period” if not designated in the posting, minimum degree must be earned by close of the posting.

Create online requisition Preferences These are knowledge, skills and abilities that would be helpful, but are not required, in order to be considered for the position. Could include higher level degree than MQs, past experience, specialized training, certifications, etc. Special Conditions Anything that the applicant should be specifically aware of when applying for the position Examples: U.S. citizenship and the ability to attain security clearance due to nature of the work/research; regular and/or occasional travel required to locations other than the home location; C&G funding, etc.

Create online requisition Additional Application Materials Required Include department contact information for applicant questions Include EEO standard statement “UCF is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply, including minorities, women, veterans and individuals with disabilities. As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request.” 

CREATE ONLINE REQUISITION Location Code Location must match principal location of employee’s assignment Other Source of Advertising At least one external (printable) source is required Inside Higher Ed Jobs and Chronicle of Higher Education are currently free (until September 21, 2016).

Submit POSting Submitting the Posting ALL postings must route through the college/area’s dean’s/VP’s office prior to being submitted. To submit to Academic Affairs for review, change posting status so that it reflects “FAC PVA at AA.” New faculty postings must be submitted to Academic Affairs by noon on Wednesday in order to post on Friday of the same week.

Conduct the search General Tips & Guidelines (From EOAA’s Search and Screening Guidelines) “The Hiring Official is the person who will select the candidate to fill a vacancy. The search committee is advisory to the hiring official and appoints the committee. The search committee must be comprised of 3 or more members that are knowledgeable about the vacant position and free from conflicts of interest.” Attract a diverse applicant pool. Maria Beckman, Director, Equal Opportunity and Affirmative Action and Karen Morrison, Chief Diversity Officer will speak briefly about attaining and recognizing a diverse applicant pool at the end of the presentation. “The committee will screen all applicants in stages, applying criteria stated in the advertised postings to arrive at the choice of individuals to present to the hiring official.” “Absentee voting is approvable at the early rounds. Procedures for absentee voting should be determined during the initial meeting, if the committee envisions using it. ‘Proxy’ voting is not approvable; it substitutes another person’s judgement for that of the appointment search committee member.”

Conducting the search Continued… Until the posting is closed, all applicants must be reviewed by the same criteria equally and provided the same opportunities. “The hiring official is responsible for the retention of all public records, such as correspondence and application materials. This responsibility may be delegated, but these materials must be retained for three years for potential equal opportunity and affirmative action compliance reviews. After that, State of Florida records-retention procedures apply.” Minutes must be taken at all search committee meetings in order to document the search process. They should “include the decision points of the committee, the criteria for each round and the applicants advanced or not advanced.” They should not provide details of discussions.

Posting revisions Faculty Position Vacancy Announcement (PVA) Change Form Submit to Academic Affairs if any small revisions need to be made to the posting once it has been posted. Submit to Academic Affairs if posting needs to be closed. NOTE: Close dates must be posted for at least one full week. Submit to AA if posting needs to be cancelled. An system-generated email will be sent by PeopleAdmin when the position is cancelled, but only if all the applicant status’ have been changed to reflect “cancelled.” Faculty PVA Change forms must be received by noon on Wednesday for the requested action to take place the same week. Form located on the Provost’s website: http://provost.ucf.edu/forms-policies- and-procedures/ under Recruitment and Employment.

Search completed Candidate Selected Prepare Faculty Hiring Package Submit Faculty Employment Agreement to Academic Affairs AA reviews the submitted faculty employment agreement to make sure the assignment reflected on the agreement is consistent with the position that has been posted. College/unit must identify the selected candidate in PeopleAdmin by changing their applicant status. Prepare Faculty Hiring Package Begin preparing the Faculty Hiring Package once the candidate is selected. Consult the Faculty Hiring Checklist for list of items needed. (http://provost.ucf.edu/files/2012/09/Faculty-Hiring- Checklist_06.19.12.pdf) Turn the Faculty Hiring Package in to EOAA for review as soon as possible. While the colleges/units currently have until 30 days prior to the end of the hiring semester to compile the packages, it is STRONGLY recommended that they are submitted well in advance of that deadline.

QUEstions?