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1. The department submits the Staff Online Requisition Form (ORF)
to Recruitment in order to fill a Staff vacancy.
A. The ORF provides basic data relevant to the
position; e.g., position number, position title, class title,
class code, department name, FTE, type of appointment, work schedule,
work site, and desired starting date of new employee, termination
date of previous employee, names of contact person and interviewing
official, qualification preferences, etc.
B. The department is also required to complete
an ORF for vacancies to be filled by an emergency, substitute,
or temporary appointment.
C. A classification action does not constitute
a vacancy if there is an incumbent in the position.
D. If the position has an incumbent who is terminating,
a resignation letter must be included with the ORF.
2. After reviewing the ORF, Recruitment posts the
vacancy on www.jobswithucf.com.
A. The vacancy may be filled without an announcement
with the reassignment or demotion of a current employee.
B. Contract or grant vacancies that are designated
as time limited are announced as such when they are posted.
C. ORF’s received Wednesday by noon are posted on www.jobswithucf.com
website on Friday of that same week.
D. A vacancy shall be announced on www.jobswithucf.com
website for at least 5 working days, unless the vacancy qualifies
for “open posting”.
E. “Open posting” positions are permissible when UCF
has a continual need for qualified applicants in a specific class.
3. Internal and external applicants may submit
applications online at www.jobswithucf.com
to Recruitment to be included in the applicant pool. It is the applicant’s
responsibility to insure that the application and other attachments
are submitted by 11:59 p.m. on the closing date. Application attachments,
such as a resume or cover letter, must be attached as part of their
online employment application and should not be faxed or e-mailed.
Resumes and faxes are not accepted in lieu of a completed Staff
Online Employment Application.
A. Applicants must submit an application online for
each specific position number vacancy for which they wish to apply.
B. The Staff Employment Application will not be processed for
the following reasons.
1. An applicant fails to provide missing information
by the closing date for that position.
2. When claiming 15 or more college credits, applicants must
submit documentation of the highest education/degree earned.
For Staff (USPS) positions, an unofficial transcript is acceptable
for processing but an official transcript is required within
30 days of hire.
4. The department reviews all the applications.
A. Applications with veteran preference status must
be considered first. Applicants requesting veteran’s preference
must submit a copy of their DD-214 by the closing date of the
position in order to be given preference. Applicants may mail
a copy of the DD-214 to Human Resources, Attention: Recruitment,
12565 Research Parkway, Suite 360, Orlando, Florida 32826 or you
may fax the copy to Recruitment at 407-384-2866.
B. The department is responsible for determining if the applicants
meet the minimum qualification for the specific position number
vacancy. Applicants who do not meet minimum requirements of a
vacancy shall not be further considered (interviewed or hired)
for such vacancy. The department must include a statement for
each person not interviewed stating the reason for non-selection.
5. Once the applications have been reviewed, the
department returns the following documents to Recruitment:
A. A signed hiring proposal
B. A signed application for the selected candidate
C. An official transcript
D. An online hiring proposal
1. It is recommended that at least 3 applicants be
interviewed. A minimum of 2 of the top 3 candidates to be interviewed
should be internal candidates, provided at least 2 have applied.
2. The non-selected top candidates may serve as alternates for
selection, if the first choice candidate is ultimately not employed
by the department (e.g., if the first-choice candidate declines
the job offer, or is disqualified based on UCF’s “hiring”
criteria).
3. The department must include a statement for each person not
hired/interviewed stating the reason for non-selection.
6. Recruitment reviews the Hiring Proposal in order
to verify that:
A. All the interviewed candidates meet the minimum (class
and departmental) qualifications for the vacancy.
B. The justification for not further considering the non-selected
candidates for the vacancy is job-related and in accordance with
UCF equal opportunity and diversity guidelines.
C. The justification for selecting the department’s first
choice candidate for the vacancy is supported by the appropriate
job-related documentation and is in accordance with UCF equal
opportunity and diversity guidelines.
D. The department’s first choice meets the other relevant
UCF hiring criteria, (e.g., satisfactory references, appropriate
educational degree from an accredited institution or professional
certification that may be required for the specific vacancy, etc.)
7. If Recruitment approves of the department’s
selection of its first choice candidate, the appropriate representative
(i.e., Recruitment Manager or Recruitment Coordinator) will sign
the hiring proposal and contact the department (via mail, fax, or
in person) so that the department may make the job offer to the
candidate. (See Staff Job Offer Procedures.)
A. If the selected candidate fails to report to work
after accepting the job offer, or declines the job offer, or does
not meet UCF hiring criteria, the department may opt to make a
job offer to an alternate candidate(s) from within the pool.
B. Hiring proposal must be completed and submitted by the department
for Recruitment's approval for each job offer that is made to
a first-choice candidate or alternate. Any modification and/or
amendment made to a previously approved hiring proposal will require
the approval signature of the appropriate Recruitment representative
(i.e. Recruitment Manager).
8. If the appropriate Recruitment representative
does not approve of the Department’s first choice candidate,
or of any of the terms and conditions of employment that have been
indicated by the Department on the hiring proposal, the Recruitment
representative will notify the Department in writing (via E-mail
or fax) within 24 hours of the reasons for such rejection.
A. Recruitment's role in reviewing and approving (or
disapproving) the Department’s list of top candidates, first-choice
candidate, or any of the terms and condition of employment (that
are indicated by the department in the hiring proposal) is very
specific.
1. Recruitment must always ensure that there is no
violation (or potential violation) of equity and/or equal opportunity
practices within the USPS. Therefore, Recruitment reserves the
right to disapprove the selection of a candidate, if it deems
that a violation would occur.
B. The Department may opt to appeal the Recruitment representative’s
notification of disapproval of the hiring proposal for the candidate.
The appeal process is as follows:
1. The appropriate Department representative must
respond to the HR representative’s notification in writing
(via fax, E-mail, campus mail, or by delivering the written
notification in person) within 24 hours. Such response will
be directed to the Associate Human Resources Director.
2. The Associate Human Resources Director or designee shall
review the Department’s response and discuss the issues
relative to the appeal with the Office of Equal Opportunity,
when warranted.
3. The Department shall be notified of the resolution within
48 hours of the receipt by Human Resources of the Department’s
appeal. Human Resources resolution on all such appeals are final.
9. Upon accepting the job offer, the selected candidate
is processed as a new hire by Recruitment.
A. Candidates who have been hired by UCF may
be subject to termination of employment for providing falsified
information/documents.
B. The internal and external applicants who were interviewed and
not selected for a specific position vacancy shall be notified
by the interviewing official when such vacancy has been filled
via a letter.
C. A letter of confirmation (examples can be found in the Job
Offer Procedures) shall be mailed to the selected candidate indicating
his/her starting rate of pay, date of hire, and other information
derived from the hiring proposal.
D. A copy of the approved hiring proposal is
available online. On the hiring proposal, it provides a list of
all the items/information needed by Recruitment to finalize the
employment hiring process and must be completed and returned with
the hiring proposal.
Last modified: 10 September 2007
Human
Resources Webmaster
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