Support Personnel (SP) Recruitment Process

Recruitment Process:

1. All requests for recruitment begin with an appropriate action processed through the PeopleAdmin system. Using your account access, log into https://jobs.fau.edu/hr and select the appropriate action under Begin New Action.  Select one of the following:

·         Establish a new position TO POST

·         Reclassify/Update a position description in the system TO POST

·         Reclassify/Update a position not in the system TO POST

1. The approved action will be forwarded electronically from Classification & Compensation to Employment.
2. An Employment Representative will contact the hiring manager to confirm the position requirements such as the minimum qualifications, appropriate salary range, work schedule, special skills, licenses or certificates, and posting period, prior to posting the position on the FAU Job Opportunities webpage.
3. An email will be sent to the hiring manager when the position is posted.
4. An Employment Representative will assist with placement of outside advertising when indicated on the recruitment request processed through PeopleAdmin. Requests for outside advertising must include the appropriate index number to be charged for the cost of advertising.
5. All employment applications are received through PeopleAdmin. An Employment Representative will evaluate each application for minimum requirements as stated in the on-line posting.
6. After the recruitment closes, an email will be sent notifying the hiring manager of the release of the pool of qualified candidates. This email will include instructions for accessing the pool of applicants, and the Guest User account. Attachments will accompany the email if the pool includes qualified veterans claiming Veteran’s Preference.
7. The hiring authority will coordinate the scheduling and conducting of all interviews. If the pool includes qualified Veterans, they must be afforded preference in the hiring process. All qualified Veterans must be interviewed.
8. When a pool includes current or prior FAU line/staff employees, the Department of Human Resources strongly encourages all hiring managers to review the personnel file of any current or previous employee (SP or AMP) before selecting as a final candidate .  Information in the file may include any previous performance appraisals, commendations, or past disciplinary actions.  This information may be a valuable resource when determining whether the current/previous FAU employee in question would be a good fit for your department.
   
   In order to access a personnel file, please contact Employee Relations Office at extension 7-0319 or 7-2554 for an appointment.

1. When a final candidate is identified, prior to extending an offer of employment, the hiring manager must log into PeopleAdmin to change all applicant statuses, update the salary tab with the proposed starting salary and enter the index number for the background check. NOTE: The proposed starting salary must be within the posted salary range. A request to pay beyond the posted salary range may result in a delay in the hiring process. Please contact the Employment Office for more details.
   
   At the same time he/she must send an email to the Employment Office, requesting a hiring review. The email should include the position number, the candidate’s name, and the proposed starting salary. A hiring review consists of approval of the starting salary and EOP review of the interview and selection process
2. If hiring external candidates or internal Temporary candidates, the hiring department may offer a starting salary at an amount up to 20% above the minimum salary of the range without special approvals. The offer cannot exceed the posted maximum salary.
3. For internal candidates (non-Temporary) being promoted, the starting salary may be up to 15% percent above the employee's current salary, or up to 20% above the minimum pay range of the new position, whichever is greater, without special approvals. The offer cannot exceed the posted maximum salary.
4. In some cases, with prior approval of the Vice President or designee, availability of funds, and where exceptional qualifications or recruiting difficulties are evident, candidates may be evaluated to determine if a salary higher than 20% above the minimum of the pay range is appropriate. A Request to Pay Above Salary Guidelines memo should be submitted by the hiring department, through the appropriate Vice President to the Director of Human Resources for consideration.
   
   The memo (see sample) should include the following information:
       • Position number, title and class code
       • Advertised qualifications
       • Selected candidate's educational and previous work
         experience; include any special or unique skills
       • Document recruitment difficulties
       • Desired salary with the calculated percentage
         above the minimum
       • Justification for the higher salary
5. Complete and route the Request to Pay Above Salary Guidelines memo, if applicable, with approval signatures by the Chair/Supervisor, Dean/Director and Provost/Vice President or designee. Deliver the original signed memo to the Employment Office for review/approval by the Director of Human Resources. This request will be forwarded to Classification & Compensation for review and approval, which may take up to five (5) business days.
6. An Employment Office representative will notify the hiring manager via email when the hiring review has been approved. At that time, the hiring manager may contact the selected candidate to make a contingent offer of employment which is dependent upon the successful completion of a background check and confirm the starting salary.
7. DO NOT MAKE A FIRM OFFER OF EMPLOYMENT UNTIL YOU HAVE RECEIVED CONFIRMATION OF A SUCCESSFUL BACKGROUND CHECK.
8. 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.
9. After confirming the starting salary, inform the candidate that a representative from the Human Resources Department will contact them regarding the background screening procedures.  Send an email to sberg12@fau.edu and sdemonte@fau.edu requesting a background check and confirming the starting salary.
10. 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 may proceed. Background investigations may take up to five (5) business days from the date the required information is returned by the applicant.
    
    Background screenings are required for all newly hired employees. Any previous employee with a break in service of more than 90 days will be required to submit to a new background investigation.
11. 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 Director of Human Resources.
12. 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. If the selected candidate is a current employee, the start date must be coordinated with their current supervisor
13. A completed Personnel Action Form (PAF) with all required signatures and the appropriate signed offer letter prepared on department letterhead must be forwarded to the Employment Office to finalize the hiring process.
14. When the pool includes qualified veterans, the hiring manager must complete the Veteran’s Preference Statement and return to the Employment office with the PAF and other required recruitment paperwork. A preference statement must be completed for each Veteran who was interviewed.
15. All necessary paperwork and electronic approvals must be received by the Employment Office no later than the close of business on Wednesday prior to the Monday start date. All new employees will begin employment on a Monday, unless a University holiday is observed. An employee transferring from a temporary position to line position must begin the new assignment on the first day of a pay period.
16. The Employment Office will forward the PAF and all other 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.
17. The Employment Office will notify all applicants not selected.
18. 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 I-9 Form. After the sign-in and the 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.
    
    NOTE: If the candidate is transferring from a Temporary position to an AMP position, they must attend Benefits Orientation from 1:00 – 4:00 PM only. If the candidate is moving from an SP to AMP position, they should contact the Benefits and Retirement section of Human Resources to review additional retirement options.

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Page updated October 2009 by Tom Falloretta