Recruitment Services

YOUR GUIDE TO HIRING AMP & SP EMPLOYEES

AMP (Administrative, Managerial, and Professional) positions are professional level, exempt status positions which are paid via a bi-weekly salary. The minimum AMP classification is a paraprofessional level and progresses to upper level administration classifications. Pay grades identify the salary range for each position.

SP (Support Personnel) positions are non-exempt general support staff positions such as clerical, technical, skilled and unskilled trades. These positions are paid an hourly rate, which is then paid on a bi-weekly basis. Each classification has a defined pay grade and associated pay range.

Initial posting period may be one (1) or two (2) weeks on the FAU Career website (https://jobs.fau.edu). To ensure a strong and viable applicant pool the posting period will be determined by market conditions and department requirements.

To initiate the recruitment process for a vacant or new position, please make sure to work with Classification and Compensation (classncomp@fau.edu).  PRIOR to completing the steps below. Classification and Compensation will assist with establishing new positions as well as updating or reclassifying current positions for recruitment in Workday

Things to remember before moving forward:

Unless a search is waived in accordance with FAU Personnel Policy, all requests for recruitment begin by logging into your user account on Workday.

Search Committee's are required for positions at the level of Assistant Director (equivalent) and above. AMP search committee guidelines can be found on Recruitment Sevices Hiring Resources page.

Recruitments are posted for a minimum of seven (7) days for applicants to apply. Hiring Managers will not be able to review the applicant pool until the position closes and the pool is released.

For assistance initiating processes in Workday, please review Job Aids by logging into FAU's Workday WordPress website with your FAU username and password.

1.  Create the JOB REQ in Workday

Once a position is established or updated, a JOB REQ must be created and approved. The job requisition is Workday’s authorization to fill a position and it must be approved prior to the position being posted. The qualifications and job details in the JOB REQ should match the posting information being put into People Admin. A completed Position Approval Form must be attached to the JOB REQ (manual signatures are not required; by attaching the form in Workday, it will route for electronic approvals).  

For assistance creating a JOB REQ, please review the Create Job Requisition Job Aid by logging into FAU"s Workday WordPress site (http://www.fau.edu/workday/) with your FAU username and password.

2. Create the Posting in People Admin

After initiating the JOB REQ in Workday, login to your user account on People Admin , select the option “Create Posting” and then select the appropriate posting type (i.e. AMP or SP posting). Complete all of the required information on the posting details tab. The details entered should match the information provided in the JOB REQ on Workday.

After the information is complete, please submit the posting to HR. NOTE: Electronic approvals are no longer required in People Admin; however, approvals can still be utilized so multiple parties can review the posting information before submitting the posting to HR.

Prior to posting the position on the FAU’s Career Page, 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. An email will be sent from People Admin to the hiring manager when the position is posted.

All employment applications are received through People Admin. A Recruitment Services Representative will evaluate each application against the minimum requirements as stated in the on-line posting.   Only those candidates who possess the posted minimum qualifications will be forwarded to the hiring department for possible interview.

If desired, a Recruitment Services Representative will assist with placement of outside advertising.  Requests for outside advertising may be included on the recruitment requisition processed through People Admin or may be submitted via email to empl@fau.edu.  Requests for outside advertising must include the department SmartTag number to be charged for the cost of advertising. All outside advertising must be approved by Human Resources. If you would like to place your own outside advertisement, please forward a copy of the ad to Recruitment Services for review prior to placing the advertisement to ensure all legalese is included. Outside Advertising should coincide with the recruitment’s posting dates.                        

3.  Recruitment Closes for Applications: 



After the recruitment closes, an email will be sent by the Recruitment Services department 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.

To extend or re-open a posting, send an email to Recruitment Services at empl@fau.edu.  Please include the position number and the length of time (for example, one week or two).

The hiring authority will review applications and coordinate the scheduling and conducting of all interviews. A minimum of three candidates should be interviewed; however, it is strongly recommended that a sufficient number of interviews be held to get a good perspective on the qualifications of the pool of candidates.

SP ONLY: If the pool includes qualified Veterans, they must be afforded preference in the hiring process. All qualified Veterans must be interviewed.

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. To request a review of a personnel file, please contact Employee Relations Office at 7-2554.

4.  Candidate Identified for Hire:

When a final candidate is identified, PRIOR to extending an offer of employment, the hiring manager must request a hiring review from Recruitment Services. A hiring review consists of approval of the starting salary and a review of the interview and selection process by Recruitment Services and the department of Equity, Inclusion and Compliance (EIC).


Prior to requesting the hiring review, the hiring manager must log into People Admin to change all applicant statuses to reflect the outcome of the interviewing process.



After changing the applicant statuses in People Admin, the hiring manager must send an email to Recruitment Services ( empl@fau.edu ) requesting a hiring review. The email should include the position number, the candidate’s name, and the proposed starting salary. If you have not done so already, check a minimum of 2 applicant references and add the reference’s name, company, and the date of the check in the Comments tab of People Admin. Please remember to save the information.  

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 completion of a satisfactory background check and the confirmation of the starting salary.

DO NOT MAKE A CONTINGENT OFFER OF EMPLOYMENT UNTIL AFTER YOU HAVE RECEIVED CONFIRMATION THAT THE HIRING REVIEW HAS BEEN APPROVED.

NOTE: The proposed starting salary must be within the posted salary range. Restrictions do apply for current SP employees.
Please contact Recruitment Services at  empl@fau.edu  for additional information on salary guidelines.


5.  After the Contingent Offer and Initial Acceptance, Request Background Check: 



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 and confirming the starting salary (TAG number must be provided in order for the background check to be completed).

Recruitment Services will initiate the background screening process. The candidate will receive an email from  CustomerSupport@hireright.com ; the 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 responses times from local jurisdictions.

Background checks are required for all newly hired employees. Returning employees may be subject to a background check dependent upon break in service.  Employees transferring to a new division are also subject to an updated background check.  Checks of credit history or driving record are performed based on requirements of the position.

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

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. 

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 Senior Associate Director of Human Resources.

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 (when establishing start dates, please refer to the hire timeline provided by Recruitment Services in the email correspondence). If the selected candidate is a current employee, the start date must be coordinated with their current supervisor.   

6.   Complete the Appropriate Workday Process: 



NOTE: All HIRE EMPLOYEE and CHANGE JOB business processes must be completed by 5:00pm on the Wednesday prior to the Monday start date. Processes that are not finalized by the deadline may result in a delayed start date for the employee.

For a new or returning employee (terminated in Workday) complete the following process in Workday:



HIRE EMPLOYEE business process: select new hire for new employees or employees with a break in service over one (1) year or rehire for returning employees with a break in service under one (1) year.

Attach the appropriate executed Offer Letter to HIRE EMPLOYEE process in Workday. The Offer Letter must be on departmental letterhead and signed by the hiring manager and candidate (templates are available on the Recruitment Services webpage under Job Aids, Checklists, and Templates).

For a current employee who is changing positions due to a recruitment, complete the following process in Workday:



For employees changing supervisory org’s: please provide the employee’s name, start date, and the new supervisory org to the departing manager, so that the CHANGE JOB business process can be initiated. If unable to work with the departing manager, please contact Recruitment Services ( empl@fau.edu ) for assistance.

For employees staying within the same supervisory org: please initiate the CHANGE JOB business process.

Attach the appropriate executed Offer Letter to the CHANGE JOB process. The Offer Letter must be on departmental letterhead, signed by hiring manager and candidate (templates are available on the Recruitment Services webpage under Job Aids, Checklists, and Templates).

For assistance with initiating HIRE EMPLOYEE or CHANGE JOB business process, please review the appropriate Job Aid’s available on the Recruitment Services webpage or by contacting Recruitment Services at empl@fau.edu .

After the appropriate Workday process is complete, Recruitment Services will fill the position in People Admin and notify all applicants not selected for the position.   

7.   Orientation and New Hire Responsibilities (Manager and Employee): 



It is important to notify your new AMP or SP employee that they will be attending Orientation the Monday the begin employment with your department.

All new employees must be prepared to provide proof of eligibility to work in the U.S by presenting acceptable identification for the I-9 form on their first day of employment with the University. By law, all new employees must complete onboarding in Workday no later than their first day of employment at the University.

Orientation begins at 8:45am in the Human Resources Department (IS-4, 114) and will last until approximately 4:00pm. If hiring a temporary/OPS employee into a line position, he/she will only attend Benefits Orientation in the afternoon from 1:00pm - 4:00pm. 

In addition to completing onboarding and attending Orientation, all candidates offered AMP and SP 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.

 



 Last Modified 1/17/17