Reference Guide

 Post a Position  Viewing Applicant Pool  The Interviewing Process  Hiring the Final Candidate Posting a Position Step 1 To post a vacant position, send Hope an email with Associate Director’s request (Hope then gets approval from Mr. O’Brien).

Step 2 Hope will notify the department after she gets approval from Mr. O’Brien.

Step 3 Department will update the position description and then email it to Hope so she can update in PeopleSoft. The department should also submit supplemental questions unique to the position to PPD/HR.

Step 4 Once the position description has been updated in PeopleSoft, Hope will post the position in Gator Jobs and notify the department.

Viewing Applicant Pool Step 5 Each position posting will have a unique User ID and password for viewing applicants. Dawn will provide the User ID and password to the designated Department Contact via email once position has posted.

Step 6 Each posting will post for a minimum of 7 days. Departments may request to post the position as Open until Filled. When posting closes, the department will be able to view their applicant pool.

The Interviewing Process Step 7 Important: Before setting up interviews, send Hope and Dawn an email with the requisition # and selected applicants so that they can verify their eligibility for interview with the University of Florida. Hope or Dawn will notify you by e-mail once the applicant has been cleared for interview.

Step 8 Contact applicants and conduct interview process. Never lead applicant to believe they have the job based on the results of a background check. Please use the following example in the event that an applicant calls inquiring about their status.

We are going through the interview process and hope to make a decision in the next _____days/weeks. If you are selected for this position we will contact you.

Hiring the Final Candidate Step 9 After all interviews have been completed, and a leading candidate identified, a Background Request form must be completed by the department and forwarded to Hope or Dawn for processing. Listed below is the additional information needed with the request for background:

Signed Application Social Security Card Drivers License Proof of Education Experience Verification Any special license the position might require Salary Notification Form or e-mail of pay Step 10 Hope will notify the department once the background has been completed, processed, and cleared through all areas. If there is any problem with the background or something on it, Hope will notify the department. Wait until all processes have been completed before making an offer to a candidate! Make offer of employment Department interviewers are responsible for notifying all applicants they interviewed once the position has been filled. Candidates should be told the following, if applicable:

We appreciate your interest in employment at the University of Florida. We encourage you to continue to apply for positions. The position has been filled. Another candidate has been selected.

Step 11 List all applicants cleared for interview on the Application Status Form (located on the PPD HR website) and turn in Hope or Dawn.

Step 12 On the day that the employee starts working, Hope will need to see them to complete the new hire / promotional paperwork. Please contact Hope to schedule an appointment.

Contact Hope or Dawn if you have any questions or concerns.