Recruitment Services

 

YOUR GUIDE TO HIRING NON-RECRUITED TEMPORARY/OPS EMPLOYEES


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

Temporary/OPS positions are not established positions and are paid from OPS funds. Temporary/OPS 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 (for more information regarding health insurance for OPS employees, please contact benefits@fau.edu). 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). This type of position does not have layoff rights and may be terminated without prior notice. Applicants hired into Temporary/OPS 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. 

1      Application

The selected candidate must create a user account or if one is created they must login to FAU’s Career website (https://jobs.fau.edu) and complete a Support Personnel/Temporary Application.

In order for the application to be considered complete, the education and employment sections be filled out in its entirety.
Verify with the selected candidate that the application is completed prior to moving onto step two.

2    Request Background Check:

After the application has been completed, contact Recruitment Services at empl@fau.edu to request a background check. The candidate may not begin working until the background check has been approved by Human Resources and the appropriate Workday process is finalized.

The background check email should include answers to the following questions:

  • Candidate’s name and email address
  • Candidate’s Z number (if applicable)
  • Ideal Start Date for Candidate:
  • In what capacity is the candidate being hired (i.e. OPS, Adjunct, Affiliate, etc.)?
  • Will the candidate be driving a University vehicle (includes golf cart) or have fiduciary responsibilities?
  • Does the candidate have a social security number or should an international background check be conducted (NOTE: we do not need the SSN)?
  • SmartTag # to charge the background check:
  • Official name of the hiring department and 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?
  • Will the candidate work directly with a protected class (i.e. children under the age of 18, elderly, or individuals with disabilities)?
  • FOR FACULTY/ADJUNCT POSITIONS ONLY- What is the contact name, building, and room number that transcripts should be mailed for credentialing purposes?

When Recruitment Services receives an email with the completed information above, a representative will initiate the background screening process.


The candidate will receive an email from Customersupport@hireright.com. The email subject line will rea “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 time local jurisdictions.


Any questionable responses will be escalated to the Senior Associate Director of Human Resources.


All student workers transferring to a Temporary (OPS) assignment must complete a standard background check (if applicable). 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.


The hiring manager will receive notification from Human Resources when the background screening process has been completed.  The hiring authority may contact the candidate to confirm continued employment or agree upon a 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.

3    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 (not currently in/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 that are terminated in Workday.
Attach an executed OPS Conditions of Employment Form to the HIRE EMPLOYEE process in Workday.

The OPS Conditions of Employment Form must be on departmental letterhead and signed by the candidate (templates are available on the Recruitment Services webpage under Job Aids, Checklists, and Forms).


For a current employee who is changing positions, 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 an executed OPS Conditions of Employment Form to the CHANGE JOB process. The OPS Conditions of Employment Form must be on departmental letterhead and signed by the candidate (templates are available on the Recruitment Services webpage under Job Aids, Checklists, and Forms).


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.

4 New Hire Responsibilities

It is important to notify your new employee that they are required to complete the Onboarding process in Workday no later than their first day of employment. New employees will receive an email with instructions on how to sign-in to their Workday account and notifying them to complete the Onboarding process.

In addition to completing the Onboarding process, please notify your new employee to report to the Department of Human Resources on their first day of employment, as they must be prepared to provide proof of eligibility to work in the U.S by presenting acceptable identification for the I-9 form

NOTE: This does not apply for current employees processed with via the CHANGE JOB business process.



 Last Modified 11/8/16