Recruitment Services




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TEMPORARY RECRUITMENT PROCESS


In some situations a department may need recruitment assistance from the Recruitment Services Department to fill a Temporary position.

Temporary positions are not established positions and are paid from OPS funds. Temporary positions are usually not eligible for benefits and retirement; however they may be eligible for health insurance coverage depending on the average hours worked per week. They provide full-time or part-time employment in an exempt or non-exempt employment situation 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 Recruitment Process Checklist

 Temporary 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 under Create Posting select Temporary Posting.

    Complete the Posting Details and Guest User Tabs. The minimum educational and employment experience should be comparable to an equivalent line position. If outside advertising is required, please complete the External Advertising fields on the Posting Details tab.

  2. Electronically forward your recruitment request through your department including Dean/Director and Provost/Vice-President levels. The Provost/Vice President will electronically submit the Posting to HR.

  3. Prior to posting the position on the FAU job opportunities webpage, a Recruitment Services 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.

  4. An email will be sent to the hiring manager when the position has been posted.

  5. A Recruitment Services 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.

  6. All employment applications are received through PeopleAdmin. A Recruitment Services Representative will evaluate each application for minimum requirements as stated in the on-line posting.

  7. After the recruitment closes, an email will be sent notifying the hiring manager of the release of the pool of qualified candidates. This email includes instructions for accessing the pool of applicants, the Guest User account and the subsequent steps in the hiring process.

  8. The hiring authority will coordinate the scheduling and completion of the interviews, checking of references, and changing of all applicants statuses in PeopleAdmin.

  9. 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 the Employee Relations Office at extension 7-0319 or 7-2554 for an appointment.

  10. 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 Recruitment Services Office for more details.

    At the same time the hiring manager must send an email to the Recruitment Services 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.

  11.   A Recruitment Services 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.

  12. DO NOT MAKE A FIRM OFFER OF EMPLOYMENT UNTIL YOU HAVE RECEIVED CONFIRMATION OF A SUCCESSFUL BACKGROUND CHECK.

  13. 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.

  14. 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 Recruitment Services at EMPL@fau.edu requesting a background check.

  15. The Recruitment Services 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. 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.

    Candidates offered temporary positions with the University making more than $50,000 annually or $24.00 per hour (regardless of FTE) 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.

  1. 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.

  2. When the hiring manager receives notification from the Recruitment Services Office of the successful completion of the background check, he/she may contact the candidate and agree upon a firm start date.

    A completed PAF with required signatures and the appropriate offer letter must be forwarded to the Recruitment Services Office to complete the hiring process.  All PAFs need a minimum of two signatures from different individuals. The budgetary unit (VP, Provost, Dean, 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.

  3. All new hire paperwork and electronic approvals must be received by the Recruitment Services Office no later than 10:00 AM. on the Wednesday prior to the Monday start date. All new employees will begin employment on a Monday, unless a University holiday is observed or other conditions apply.

  4. The Recruitment Services department 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.

  5. The Recruitment Services department  will notify all applicants not selected.

  6. 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 .By law, all new employees must complete the I-9 process within three (3) days of their first day of employment. After completing the sign-in process, 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. but no later than 3 days after their start of employment. After the sign-in process is complete and all required documentation has been received, 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 March 2014 by Tom Falloretta


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