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TEMPORARY NON-RECRUITMENT PROCESS

In certain situations, a hiring department may identify a qualified candidate to be hired into a Temporary position without a formal recruitment.

Temporary positions are not established positions, provide no benefits, and are paid from OPS funds. The length of each position depends on available funding. They provide part-time or full-time employment. Temporary positions may be exempt or non-exempt based on job duties and salary in accordance with the Fair Labor Standards Act (FLSA).  Temporary positions do not have layoff rights and may be terminated without prior notice. Applicants hired into Temporary positions may apply for a regular appointment should a vacancy become available.

For Class Titles, Class Codes and minimum salary requirements refer to the
Temporary Employment Procedures & Salary Guidelines before beginning the hiring/recruitment process.

Temporary Non-Recruited Process Checklist

If Formal Recruitment is not required, follow the steps below:

1. The department has identified a candidate, and that person meets the minimum qualifications. The minimum educational and employment experience should be comparable to an equivalent line position.>
   
   
2. The applicant must log into PeopleAdmin (https://jobs.fau.edu) and complete a Support Personnel/Temporary application.  (The applicant will receive a notice from the system that the application is not complete because they have not applied for a specific position.  Disregard this message.)  The applicant must notify the hiring manager that they have completed the on-line applicant including educational and employment history.
   
   
3. Prior to the offer of employment the hiring manager must send an email to the Employment Office at EMPL@fau.edu requesting a background check. The email must include:

• • Candidate’s name:

• • Candidate’s email address:

• • In what capacity is the candidate being hired (i.e. OPS, Adjunct, Affiliate, etc)?

• • Will the candidate have fiduciary responsibilities?

• • Will the candidate be driving a University vehicle (this includes a golf cart)?

• • Does the candidate have a social security number or should an international background check be conducted (NOTE: we do not need their SS#)?

• • Index # to charge the background check:

• • Official name of hiring department and the division the department falls under (i.e. VP of Student Affairs, Provost Office, etc):

• • Will the candidate reside in the state of Florida during their employment with FAU?

• • If not, what state will he/she reside in?

             The candidate may not begin or continue working until the background check is
             complete and approved for hire.

4. DO NOT MAKE A FIRM OFFER OF EMPLOYMENT UNTIL YOU HAVE RECEIVED CONFIRMATION OF A SUCCESSFUL BACKGROUND CHECK.
   
   
5. THE CANDIDATE SHOULD NOT TENDER THEIR RESIGNATION TO THEIR CURRENT EMPLOYER UNTIL THEY ARE NOTIFIED BY THE HIRING MANAGER THAT THE BACKGROUND SCREEN HAS BEEN COMPLETED AND APPROVED.
   
   
6. The Employment Office will initiate the background screening process. The candidate will receive an email from CustomerSupport@hireright.com. The email subject line will read “Florida Atlantic University background verification”. The email notification will explain the background screening process and request specific information from the candidate. He/She must provide the required information before the check can begin. On average, background investigations can take three (3) to five (5) business days from the date the applicant submits the request. However, completion dates can also be affected by response times from local jurisdictions.
   
   Background checks are required for all newly hired employees.  Returning employees may be subject to a background check dependant on break of service. Employees transferring to a new division may also be subject to an updated background check.  Checks of credit history or driving record are performed based on requirements of the position.
   
   

All candidates offered positions with the University must provide verification of education to ensure they meet the qualifications for their position. Official verification documentation must be received prior to start of employment. Failure to provide appropriate documentation by official start date may result in loss of the employment opportunity.

 

7. The hiring manager will receive notification from Human Resources when the background screening process has been completed. Any questionable responses will be escalated to the Associate Director of Human Resources.
   
   
8. When the hiring manager receives notification from the Employment Office of the successful completion of the background check, he/she may contact the candidate and agree upon a firm start date.
   
   
9. A completed PAF with required signatures and the appropriate offer letter must be forwarded to the Employment Office to complete the hiring process.   All PAFs need a minimum of two signatures from different individuals. The budgetary unit (VP, Provost, Dean, or President) should always be one of the two signatures. The required PAF and supporting document can be found at one of the following links Non-Exempt OPS package or Exempt OPS package. Refer to How to complete a PAF for assistance.
   
   The offer letter must be prepared on departmental letterhead and signed by the hiring manager and the candidate.
   
   
10. All new hire paperwork must be received in the Employment Office no later than 5:00 p.m. on the Wednesday prior to the Monday start date.
    
    
11. The Employment Office will forward the PAF and all appropriate paperwork to Processing and Records. Incomplete or inaccurate paperwork will be returned to the hiring department for correction and may result in a delay in start of employment, contract processing and payroll.
    
    
12. Employees new to the University must attend New Hire Orientation on their first day of employment and be prepared to provide proof of eligibility to work in the U.S. through the acceptable identification for the I-9 form. By law, all new employees must complete the I-9 process within three (3) days of their first day of employment. After the sign-in, the employee's assignment will be entered into the payroll system.  Temporary employees only who are unable to attend Monday Orientation may sign in with the Processing & Records section of Human Resources on Tuesday or Thursday from 9:00 a.m. to 4:00 p.m. After the sign-in and receipt of all required documentation, the employee's assignment will be entered into the payroll system. Please refer to the PAF submission schedule for anticipated pay dates.

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Page updated April 2012 by Tom Falloretta