University of Florida - Search and Screen Guidelines
PROVOST'S MESSAGE
The University of Florida Search and Screen Guidelines for Faculty and TEAMS Exempt Positions are contained in this document. They outline procedures for Instructional & Research Faculty and Exempt Technical Executive, Administrative, and Managerial Support (TEAMS) staff recruitment and appointment.
The University of Florida is committed to creating a community of scholars and employees that reflects the rich racial, cultural, and ethnic diversity of the State of Florida and the United States. A diverse faculty and staff enrich the University community, offer opportunity for robust academic dialogue, and contribute to more effective teaching and research.
While the University of Florida’s progress in recruiting and retaining high-quality faculty and staff from diverse racial, cultural and ethnic backgrounds has been commendable, much work remains to be done. One of the goals of the University of Florida is to enhance our multiracial, multicultural, and multiethnic community. In order to do so, we need the leadership of all units to help us achieve these objectives.
The University of Florida must serve as a model campus for our society – a place where all are welcome and valued. This goal can be achieved only if all members of the University community join with us. Thank you for your support and cooperation in this effort.
Joe Glover, Interim Provost
Table of Contents
- Constitutional Provisions
- Search and Screen Guidelines Overview
- Administrative Responsibilities
- Search Committee General Requirements
- Search Committee Composition
- Search Committee and Committee Chair Responsibilities
- Internal Search and Screen Guidelines
- Position Vacancy Announcement/Requisition
- Advertisements
- Faculty Posting Requirements
- TEAMS (Exempt) Posting Requirements
- Treatment of Applications or Nominations
- Letter of Offer
- Posting Exemptions
- Applicant Data Card
- Documentation of Employment Practice
- Glossary
Position Vacancy Guidelines
In addition to the requirements contained in these Search and Screen Procedures, the requirements as they pertain to the appointment of deans, directors, and chairpersons can be found in the University Constitution.
II. SEARCH AND SCREEN GUIDELINES
Search and Screen Guidelines ensure that searches for applicants for Instructional and Research (I&R) faculty and TEAMS positions are flexible, creative and employ all possible sources to produce a broad spectrum of qualified recruits including members of protected classes; ensure fair and equitable treatment of all candidates; and ensure adequate documentation of employment practices in accordance with plans, policies, and rules hereof. The University of Florida’s Office of the Associate Provost for Faculty Development has been assigned the responsibility of administering these guidelines. These procedures apply university-wide.
Search and Screen Guidelines also affirm the University's commitment to, and responsibility for providing equal employment opportunity in recruitment and employment without regard to race, color, national origin, religion, sex, age, disability or veteran status. The University shall comply with applicable State of Florida and federal legislation and the University's Equal Opportunity Management Plan. The Division of Human Resources facilitates TEAMS conformity with these procedures.
A. ADMINISTRATIVE RESPONSIBILITIES
For Faculty:
1. The appropriate administrator (vice president, chair, director, hiring authority and/or dean) will be responsible for the publication or review of all external published announcements. Please refer to Section III, Position Vacancy Announcement/Requisitions, for specific instructions regarding advertisements. The appropriate administrator will be responsible for providing this information to the search committee with a copy to the College/Division Equal Opportunity Officer (EOO).
2. An Advertising Resource List is available in the Office of the Associate Provost for Faculty Development.
3. Deans may submit other recruitment tools that have proved useful for the college as a whole, or for specific departments or divisions. These tools may include direct contact, journals, and professional meetings. These tools must be officially submitted to the Associate Provost for Faculty Development for approval. Upon approval, these options are available whenever a search is conducted. Please refer to Section III, A, (d) Position Vacancy Announcements/ Requisitions, for further information regarding alternate recruitment activities.
4. The appropriate administrator (vice president, chair, director, hiring authority and/or dean) will provide the search committee with screening criteria prior to examining applications. The appropriate administrator will develop and provide the search committee with appropriate evaluative tools. The Office of the Associate Provost for Faculty Development is available if assistance is needed in developing these evaluative tools.
5. The appropriate administrator interviews final candidates to provide personal evaluations of recommended candidates. Evaluative tools reflecting selection criteria shall be part of standard procedures for interviews with each candidate, ensuring equitable time and exposure during the interviewing process.
6. The Hiring Authority/Appropriate Administrator makes the final, and independent, hiring decision.
7. Once an applicant has been selected, the appropriate administrator directs the completion of the on-line PeopleSoft eRecruit Hiring Process and the Equity Compliance Report. Please see Section V, Documentation of Employment Practices.
8. All those seeking to use the on-line eRecruit System must complete the appropriate security access request.
9. The college and/or department will maintain an Equal Employment Opportunity (EEO) file for each hire. This file should include all activities surrounding the hire plus confirmation that all applicants were given an opportunity to self-identify, the completed Equity Compliance Report, copies of advertisements, and vitae of applicants interviewed, which should be maintained in the college/department for three (3) years. Please see Section V, Documentation of Employment Practices for further details.
II. A. ADMINISTRATIVE RESPONSIBILITIES
For TEAMS Exempt:
1. The publication or review of all external published announcements is the responsibility of the Division of Human Resources. The Division of Human Resources (DHR) will provide the hiring authority with copies of all published information.
2. Advertising Resources should be discussed with the Division of Human Resources. The Division of Human Resources always determines minimum qualifications. The Hiring Authority will provide selection criteria to the search committee or any additional criteria requested by the appropriate administrator. The committee should evaluate the characteristics deemed critical for satisfactory performance in the position to be filled and complete any necessary evaluative tools.
3. Once an applicant has been selected, the appropriate administrator directs the completion of the hiring documents requested by the Division of Human Resources. Please refer to Section V, Documentation of Employment Practices.
4. All those seeking to use the on-line eRecruit System must complete the appropriate security access request.
5. The college and/or department will maintain an Equal Employment Opportunity (EEO) file for each hire. This file should include all activities surrounding the hire plus confirmation that all applicants have been given an opportunity to self-identify, copies of advertisements, vitae of applicants interviewed, etc. for three (3) years. Please see Section V, Documentation of Employment Practices.
II. B. SEARCH COMMITTEE GENERAL REQUIREMENTS
Search Committees are required for all faculty and designated TEAMS Exempt positions. Search Committees are exempt for Coordinator, Business Manager, Physician Assistant, Consultant, Executive Assistant and Specialist (positions at a pay grade III and below). The only faculty exceptions made will be for visiting faculty. However, if there is any likelihood that a visiting status will move toward a permanent appointment, then a search committee will be necessary. Please refer to the Exemptions located in Section III, Position Vacancy Announcement/Requisition Procedures.
II. C. SEARCH COMMITTEE COMPOSITION
1. Search Committees should include women, blacks and other minorities. In units where members of these underrepresented groups do not exist, such appropriate representation should be chosen from outside the unit. The hiring authority and/or chair of the department may not serve as chair or as a member of the search committee as this is viewed as a conflict of interest.
2. Interviewing groups, if not the total search committee, should include women, blacks and other minorities.
3. The Equal Opportunity Officer (EOO), the department interviewer and the requisition originator must be included on the list of interviewers along with the Search Committee Chair and Committee Members. This will allow the EOO to select the desired level of participation in the hiring process.
II. D. SEARCH COMMITTEE AND COMMITTEE CHAIR RESPONSIBILITIES
1. Reviews all requirements of the position, job description and announcements along with the EOO at the dean or vice president level.
2. Conducts an aggressive search.
3. Recruitment efforts can be significantly enhanced when existing faculty stay in contact with doctoral alumni with seasoned experience (five or more years). These alumni should be contacted to broaden the spectrum of applicant pools.
4. Reviews and screens all applications or nominations. (For TEAMS Exempt, only applicants that meet minimum requirements determined by the Division of Human Resources will be referred to hiring departments.)
5. Interviews candidates and submits evaluations of candidates to the department chair/unit administrator/ hiring authority.
6. Submits a report to the department chair/unit administrator/hiring authority with recommendations of final applicants to be considered for interview.
7. Once a selection has been made (by the appropriate hiring authority) the hire should be completed in the eRecruit System.
E. INTERNAL SEARCH AND SCREEN GUIDELINES
All of the provisions listed in Section II apply to internal searches. The only exception is there is no requirement to place advertisements in external publications.
III. POSITION VACANCY ANOUNCEMENT/REQUISITION GUIDELINES
A. POSITION VACANCY ANNOUNCEMENTS
1. General Requirements – All faculty and TEAMS Exempt positions must be announced on the University of Florida PeopleSoft eRecruit System unless the vacancy qualifies for an exemption under the provisions listed below. Exemptions are in Section III, G. UF Position Vacancy Announcements/Requisitions are published and accessible through the UF Home Page.
a. It is the responsibility of the dean/director/vice president to see that announcements adhere to University of Florida position vacancy announcement/requisition posting requirements and are complete and follow both letter and spirit.
b. Before any faculty search may begin, Search and Screen Guidelines should be applied to a vacancy pursuant to Section II, Search and Screen Guidelines. All faculty searches are required to have a search committee unless the vacancy qualifies for exemption under the provisions listed below. Exemptions are in Section III, G.
c. The “Lists of Five” is one mechanism that can be used to ensure a diverse applicant pool for faculty and designated TEAMS Exempt positions at the Director level and above, other recruitment strategies, outlined in section “d” below, have been approved by the Associate Provost for Faculty Development. If the “Lists of Five” is in the selection process, these lists should be established before the position is advertised. The “List of Five Experts” used to identify minority applicants and “List of Five Experts” used to identify women applicants must be included in the comments section located on the requisition submission screen.
d. Other sample recruiting mechanisms are: receiving diversity coaching from the Associate Provost, attending diversity recruitment workshops, consulting college/department diversity specialists, Adopting year-round diversity recruitment techniques, including an external diversity advocate on the search committee, consulting professional “talent banks” and registries, underscoring diversity through the language used in the position announcement, organizing focus groups to assess strengths and weaknesses of recruitment program, placing ads in targeted journals and on specialized websites, and initiating recruitment trips or other direct action and recruitment strategies to attract new minority and women PhDs to the faculty, etc.
e. The Legacy Legislative Position Number (LP#) must be included in the comments section if the position existed before the implementation of the eRecruit System. The comments section is located on the requisition submission screen.
f. All those seeking to use the on-line eRecruit System must complete the appropriate security access request.
1. Advertisements must be realistic enough to meet the needs of the hiring unit/department.
2. Advertisements should provide reasonable notice to minorities and women of positions to be filled. Hiring departments are encouraged to advertise in publications designed to provide such notice to minorities and women.
3. Advertisements should include stated performance expectations, “requirements vs. desired qualifications.” This information shall become part of the screening criteria for this position.
4. Faculty and TEAMS Exempt advertisements must show a salary rate, salary range, minimum salary or an indication the salary is negotiable.
5. The advertising period will begin posting in eRecruit when all appropriate authorizations and approvals for the search have been completed. All external advertisement deadlines and eRecruit deadlines should be the same. In cases where inconsistencies may exist by error or oversight, the latest deadline indicated must be honored for all applicants.
6. It is suggested that external advertisements, announcements, and letters requesting recommendations indicate the appropriate provision of Florida’s “Sunshine Law”. For example, a statement similar to the following might be included: “The University of Florida is an Equal Opportunity Employer. The selection process will be conducted in accord with the provisions of Florida’s “Government in the Sunshine” and Public Records laws. Search Committee meetings and interviews will be open to the public, and all applications, resumes, and other documents related to the search will be available for public inspection.”
7. External advertisements may include written and internet sources. A minimum of two (2) external advertisements are required for faculty positions.
8. All advertisements associated with TEAMS positions, exempt from wage and hour law will be facilitated through the Division of Human Resources.
C. FACULTY POSTING REQUIREMENTS
1. Position vacancies that are being posted for the first time must be posted for a minimum of fourteen (14) calendar days.
2. Position vacancies that are being re-advertised must be posted for a minimum of seven (7) calendar days.
3. Under “certain cases,” (i.e., eminent scholars, deans and vice presidents) rolling deadlines may be utilized. Others may be considered on a case-by-base basis. Rolling deadlines may be used in circumstances:
a. Where there has historically been difficulty in filing a position in a singular posting period; and/or,
b. Where an unusually tight job market exists and the number of qualified candidates is very limited.
4. Colleges may submit requests for the use of rolling deadlines by making a formal request to the Provost’s Office to the attention of Associate Provost Debra Walker King. These requests should cite the circumstances that necessitate a rolling deadline. The circumstances might include specific efforts that have been taken that have not produced satisfactory recruiting results. The position number should be clearly referenced on each request.
5. Upon the approval of a rolling deadline, the college will need to submit the standard on-line eRecruit Requisition. The college will also need to indicate that a rolling deadline waiver has been approved in the comments section located on the requisition summary screen in the eRecruit System.
6. When the rolling deadline option is used, the advertisement must include the following language: “The search committee will begin reviewing applications on (specify date) and will continue to receive applications until a suitable applicant pool has been identified.”
7. When the search committee has identified a suitable pool of candidates, a Change Request Form must be submitted with a closing advertisement date. This closing advertisement date will advertise in the eRecruit System. Change Request Forms are available at http://www.aa.ufl.edu/aa/forms/AAOCR01.pdf.
8. The Hiring Authority makes the final, and independent, hiring decision.
9. The formal offer may then be made upon completion of the entire search process.
10. All vacancies will automatically stop appearing on the UF Job Listing after the application deadline date, unless the party listing the vacancy requests an extension of the deadline. A Change Request Form should be used to request an extension.
11. If a position is not filled within one month after the advertised "anticipated starting date," the "anticipated starting date" must be updated in the Office of the Associate Provost for Faculty Development.
12. If a position is not filled within six (6) months after the advertised application deadline date the anticipated starting date must be updated in the Office of the Associate Provost for Faculty Development.
13. If a department or unit needs to fill the announced position vacancy at a rank, salary, or qualifications different from the one(s) announced, the position vacancy must be readvertised for at least seven calendar days with the updated information.
D. TEAMS EXEMPT POSTING REQUIREMENTS
The Division of Human Resources facilitates TEAMS Exempt positions.
1. Position vacancies that are being posted for the first time must be posted for a minimum of seven (7) calendar days.
2. Position vacancies that are being re-advertised must be posted for a minimum of three (3) calendar days.
3. Vacancies published will automatically stop appearing in the UF Job Listing after the application deadline date, unless the party listing the vacancy requests an extension of the deadline by contacting the Division of Human Resources.
4. If a department or unit needs to fill the announced position vacancy at a classification, salary, or qualifications different from the one(s) announced, the position vacancy must be readvertised for at least (3) three calendar days with the updated information.
III. E. TREATMENT OF APPLICATIONS OR NOMINATIONS
1. In the case of a nomination of a candidate for a vacancy that has been received, the nominee must confirm his/her candidacy for the position by the application deadline in order to be considered for the position.
2. No position may be filled or a commitment for employment made until after the application deadline date and review of applications received.
3. Screening Criteria. See Search and Screen Guidelines.
4. All applicants submitting hard copy applications and or resumes must be mailed an Applicant Data Card. All applicants submitting an email resume must receive an electronic Applicant Data Card. See Section IV.
For Faculty: Should be prepared with consultation from Academic Personnel.
For TEAMS Exempt: Should be prepared with consultation from the Division of Human Resources and follow the sample at: www.hr.ufl.edu/download.htm.
The following vacancies do not require posting, but hiring departments and divisions are encouraged to give full exposure to all applicants.
1. Academic promotions, such as Assistant Professor to Associate Professor within the same department where in actuality no vacancy exists.
2. Position rotations; e.g., where a member of the faculty is elected on a rotating basis to serve for a specified period as a chairperson or associate chairperson.
3. The reclassification, addition, deletion or promotion of a filled TEAMS EXEMPT and/or Instructional and Research position.
4. Change of funding from “soft” money source to a line because of the termination of a grant or contract with no change in duties, responsibilities, classification or status if the incumbent was hired according to UF Recruiting Procedures.
5. Principal Investigator and others if the positions from newly established contracts and grants are identified with an individual’s name in the initial contract and grant.
6. Positions funded from contracts and grants that become available because of the termination and re-establishment of a contract and grant and which the same duties and responsibilities under the terminated and re-established contract or grant remain unchanged.
7. Positions less than half time.
8. Positions to be filled by an adjunct or a visiting appointment as defined in the Professional Classification System for one semester for 9-month appointments, or six months or less for 12-month appointments, unless approved in advance by the President’s designee on an individual basis due to special circumstances.
9. Positions to be filled on an acting basis, such as Acting Vice Presidents, and Acting Deans, Acting Chairs and the like.
10. Post-Doctoral Fellows and Post-Doctoral Associates.
The eRecruit System includes the Applicant Self Identification Screen in an effort to collect the demographics of applicant pools. However, a hard copy and/or access to the electronic version of the Applicant Data Card should be made available to all persons who apply for an advertised Faculty and TEAMS Exempt position via hard copy resume or application. The Applicant Data Card offers the opportunity to self identify. The person responsible for the faculty search is charged with ensuring that a blank Applicant Data Card is distributed to all applicants. The position number should be written on the card prior to distribution or provided in the communication referencing the electronic version. The Division of Human Resources is charged with ensuring that a blank Applicant Data Card is distributed to all TEAMS applicants. Before distribution to applicants, the position number of the advertised position must be inserted on the card. All advertisements must reference the position number. The applicant completes and returns the card directly to the Office of the Associate Provost for Faculty Development. This is a voluntary program and applicants may or may not choose to participate.
Blank postage-paid Applicant Data Cards can be obtained from the Office of the Associate Provost for Faculty Development, 145 Tigert Hall, Box 113050 CAMPUS, or an electronic version of the Applicant Data Card can be found at: http://www.hr.ufl.edu/job/datacard.htm.
V. DOCUMENTATION OF EMPLOYMENT PRACTICES
A. FOR FACULTY:
1. The hiring administrator shall as soon as practical administer the completion of the on-line eRecruit hiring process and the completion of the Equity Compliance Report. This confirms that all actions have been completed in accordance with the requirements of these procedures.
2. All parties needing access to the on-line eRecruit System must complete the appropriate security access request.
3. The hiring administrator and/or the search committee will notify the applicants interviewed, but not hired for faculty positions.
4. Interviewing Procedures. See Section II, Search and Screen Guidelines.
B. FOR TEAMS EXEMPT:
1. When the position has been filled, the hiring administrator shall as soon as practical administer the completion of the hiring process required by the Division of Human Resources.
2. The completion of the hire in the eRecruit System confirms that all actions have been completed in accordance with the requirements of these procedures.
3. All parties needing access to the eRecruit System must complete the appropriate security access request.
4. The Division of Human Resources shall normally assume the responsibility to notify the applicants interviewed, but not hired for TEAMS Exempt positions as needed.
5. Interviewing Procedures. See Section II, Search and Screen Guidelines.
V. C. EQUAL OPPORTUNITY FILES FOR FACULTY AND TEAMS EXEMPT POSITIONS
1. The Office of the Associate Provost for Faculty Development generally maintains information regarding the number of minority group members and females who have been employed by the University.
2. EEO files shall be maintained for three (3) years by each college/department/unit. The disposal of search and screen documents, which must also be maintained for three (3) years, should be arranged with the appropriate university designee. This file shall be kept to show:
a. For Faculty: All applications/resumes received and considered. For TEAMS Exempt: All applications that were forwarded by the Division of Human Resources.
b. Confirmation that all applicants were given the opportunity to self-identify.
c. Copies of advertisements.
d. Consideration given to the applications on file in the unit.
e. List of applicants chosen for interview.
f. Vitae or resume of applicants interviewed.
g. List of applicants recommended to the administrator making the decision on an appointment.
h. Documentation to affirm status notification to applicants not chosen for interview.
Affirmative Action – specific actions taken by the institution designed to eliminate the effects of past discrimination in regard to recruitment, hiring or promoting of employees.
Equity Compliance Report – a report highlighting recruitment strategies, applicant pool demographics and documentation on the individual hired for a vacancy.
Equal Opportunity Management Plan – a written plan conforming to Executive Order 11246 in which an institution analyzes specific problems and identifies areas where members of protected groups are underutilized. In those areas, the institution must set specific goals and timetables to eliminate this underutilization.
Applicant Data Card – a written record used to compile a written log and summary showing the racial and sexual demographics of each applicant for each position open at the institution.
Applicant Pool – those who have applied for a job; the group from which a person is selected to fill the position.
Availability – the percentage of women and minorities with the skills or who are capable of acquiring them within the institution’s recruiting area used to determine underutilization.
Diversity – a quality of being diverse.
Equal Employment Opportunity – administering all terms and conditions of employment without regard to age, color, disability, national origin, race, religion, or sex.
Pluralism – a condition in which numerous distinct ethnic, religious, or cultural groups coexist.
Protected Class – any group or member of a group protected by the anti-discrimination laws on the basis of race, sex, age, color, disability, national origin, religion, or Vietnam veteran status.
Race/National Origin/Ethnicity
American Indian or Alaska Native - All persons having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community recognition attachment.
Asian - All persons having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
Black or African American (Not of Hispanic Origin) - All persons having origins in any of the black racial groups of Africa.
Hispanic or Latino - All persons of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. The term, “Spanish origin,” can be used in addition to “Hispanic or Latino.”
Native Hawaiian or Other Pacific Islander – All persons having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White (Not of Hispanic Origin) - All persons having origins in any of the original peoples of Europe, North Africa, or the Middle East.
Self-Identification – a voluntary action taken by applicants to identify their racial heritage and gender.
Underutilization – a disparity between the employment of members of a racial, ethnic, or sexual group in a job or job group and their availability. Underutilization is determined by conducting an availability analysis.
