Recruitment Services

 

YOUR GUIDE TO RECRUITING OPS/TEMPORARY EMPLOYEES


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

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 (please contact benefits@fau.edu for more information regarding health insurance for OPS employees). 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/OPS positions 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. 

Recruitment Services manages a pool of OPS applications to assist departments in the OPS recruiting process. Prior to submitting a recruitment request for an OPS/Temporary position, please contact Recruitment Services at empl@fau.edu to review the pool of applications.

1    Create the posting in People Admin

Login to your user account on People Admin, select the option “Create Posting” and then select the appropriate posting type (i.e. Temporary posting).


Complete all of the required information on the posting details tab, including the qualifications and job summary. The working title cannot be an official University classification title.

For exempt temporary positions, an annualized salary should be listed and it must meet FLSA salary guidelines. For non-exempt temporary/OPS positions, hourly rates should be entered.


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 Career 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.


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

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.


2    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.


The hiring authority will review applications 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. 


When a pool of candidates 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 72554.

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


3    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. A hiring review consists of approval of the starting salary and a review of the interview and selection process by Recruitment Services. 

Prior to requesting the hiring review, the hiring manager must log into People Admin to change all applicant statuses, so that they 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.

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 department for more details.

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. 

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

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

After confirming the starting salary, notify Recruitment Services via email (empl@fau.edu) that they applicant accepted the employment offer and is ready for the background check (a TAG number must be provided in order for the background check to be completed). The Recruitment Services Office will initiate the background screening process.

Inform the candidate that a representative from the Human Resources Department will contact them regarding the background screening procedures. 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 dependent upon the 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.


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. 

5    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 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 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 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.



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. 

6   New Hire Responsibilities (Manager and Employee)

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



 Last Modified 11/8/16