Recruitment Toolkit

Preparing for Recruitment

Active Recruiting Services
Tampa Campus Staff and Administrative Positions

Before beginning the recruiting process, Departments must determine what Recruiting Service Level to engage in with the CHR Recruiting Team through the Recruitment Process. 

St. Petersburg and Sarasota-Manatee Campuses & USF Health should contact their HR offices to inquire about recruiting services. Contact information for those campuses can be found here. 

premier

Premier Active Recruiting Services

basic

Basic Active Recruiting Services

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Premier Active Recruiting Services

Premier Services includes posting the position, recruiting candidates and assisting with finalizing the job offer with the selected candidate. 
Premier Posting  

Post position on Careers@USF.

Post to USF’s main page on LinkedIn, indeed, Higher Ed Jobs, and Employ Florida.

 

 

Post position on as a “promoted job” Indeed, LinkedIn, and any other job sites*.

College and University Professional Association (CUPA)
 
DICE (Tech and Engineering Talent)  
 
Diversity in Higher Education 
 
Snagajob (entry level positions)  
 
Diversity Jobs
*postings on sites listed may be additional cost.
For pricing information, contact your HR Recruiter.
Premier Recruiting Premier Job Offer Services

Disposition candidates as they apply based on the minimum qualifications of the position.

Recruit and communicate with any potential candidates via email, calling, and social media/job sites.

Send hiring manager resumes and summaries of top candidates who have applied to the position.

Call the top selected candidates the hiring manager would like to move forward with to interview stage to screen and gather basic information (salary requirements, start date, schedule expectations, etc.)

 Schedule interviews

Assist in offer negotiation process if needed.

 Process offer and upload offer documents within GEMS.

Follow up if any assistance is needed in the onboarding process.

Basic Active Recruiting Services
Basic Posting Review Applicants Basic Job Offer Services

Post position on Careers@ USF.

 

All positions on Careers are automatically posted to USF’s main page on LinkedIn, indeed, Higher Ed Jobs, and Employ Florida.

 Disposition candidates as they apply based on the minimum qualifications of the position  
Follow up if any assistance is needed within the interview process 		 Receive and process offer within GEMS

 Next steps (Before Recruiting):

Obtain approval from the hiring authority in your department

Obtain approval from the Hiring Authority in your department to fill the available position in accordance with departmental procedures.

If  a position needs to be edited contact the Classification & Compensation Team.

How do you know who the appropriate hiring authority is?

Follow up with your CHR Recruiter, Branch Campus HR or USF Health for more information or consult the Hiring and Pay Action Authority webpage.

Conduct an analysis of the position description

Next, conduct an analysis of the position description for the position you want to recruit for.

Update the position description, if needed, and make sure the position is classified correctly. Ensuring the job duties are accurately documented will assist you in hiring the most qualified individual for the position.

Ensure Non-Faculty Temporary jobs and Non-Student Temporary jobs have job titles

All Non-Faculty Temporary jobs and Non-Student Temporary jobs must have a job title from the existing Staff and Administration classifications, which can be found on the Classification and Compensation webpage.

Non-Faculty/Non-Student Temporary jobs will be paid in accordance with pay ranges for the corresponding classification.

Know the established hiring salary range as well as any budget constraints

You will also need to know the established hiring salary range for the position as well as any budget constraints your department may have.

For more information on identifying established hiring salary ranges, please contact your CHR Recruiter, Branch Campus HR or USF Health. 

Requests to post a job as a Salaried Temporary must be approved 

Requests to post a job as a Salaried Temporary must be approved by CHR Classification & Compensation, Branch Campus HR or USF Health prior to posting.

The Hiring Department Representative must complete and submit the Duties and Responsibilities form to the Classification and Compensation team for review.

Salaried Temporary job openings will not be posted without the approval of Classification and Compensation.

Interviewers must be identified and trained

Gather the names of the individuals who will be participating in the interview portion of the recruitment.  Ensure each individual has completed the mandatory Recruiting Training prior to creating the job opening.

The Equal Opportunity Liaison (EOL) must be identified and trained  

Determine who will be the Equal Opportunity Liaison (“EOL”). Ensure each individual has completed the mandatory EOL training prior to creating the job opening.

Work with the Employee Experience Team (EET) to determine any underutilized job classifications

Work with the Employee Experience Team (EET) to determine any underutilized job classifications for the development of a diverse applicant pool. The EOL will assist the Hiring Department Representative and Hiring Authority in implementing the University’s affirmative action plan.

The EOL will assist the Hiring Authority, Hiring Department Representative, and Search Committee (if one is used) in efforts to develop a diverse applicant pool, paying special attention to any placement goals for underutilized job classifications.

search committee

Search Committees

Search Committees are typically used for the following positions:

  • Directors and above
  • Faculty
  • Deans

The primary functions of the search committee include identifying, recruiting, screening and recommending applicants for consideration by the hiring authority.  This includes:

  • The development of selection criteria, creating a rating system to evaluate the applicants,
  • Reviewing the credentials and selecting finalists to be interviewed by a diverse body of individuals and groups, and
  • Sending an assessment of the strengths of all applicants to the hiring authority after the interview process has been completed.
  • All meetings of screening/search committees must be open to the public as required by the Government in the Sunshine Law. Meeting schedules are to be posted on the Search Committee Meeting Notice calendar.
  • For departments at the St. Petersburg and Sarasota – Manatee campuses, please refer to your Branch Campus HR for information on posting search committee meeting notices.
  • Chairs of search committees should become familiar with Recruitment and Selection procedures through a briefing by the Office of Diversity Inclusion and Equal Opportunity or a departmental EOL.
  • The EOL can assist the search committee chair with assembling the search committee to ensure it is diverse.

targetTargeted Recruitment

Purpose and Use of Targeted Recruitment:

There are times when there is a valid operational need that supports a variation from regular recruitment and hiring procedures. It is expected that all positions are to be filled only by full recruitment efforts unless an exception under the Targeted Recruitment procedure is requested and pre-approved. In all circumstances, the applicant for the position must be fully qualified for the position. Exceptions from full recruitment procedures are therefore permitted only with appropriate justification and when they are in the best interests of the university, as determined by the Central Human Resources and the Hiring Authority, and in consultation with Office of General Counsel and/or the Office of Diversity, Equity & Inclusion  (“DEI”) , as needed. 

There are two categories under the Targeted Recruitment Procedure:

  1. CATEGORY 1: Recruitments that will require the completion and approval of a Targeted Recruitment Request Form.
  2. CATEGORY 2: Hires that are exempt and do not require the completion and approval of a Targeted Recruitment Request Form.

CATEGORY 1: Criteria to Request a Targeted Recruitment

  • Athletic Department: Head Coaches, Assistant Coaches or Athletic Director. Restricted to applicants for these positions only.
  • Contract/Grant. Pertains to the appointment of a non-tenure track individual or individuals specifically named in a grant award as Principal Investigator or supporting role(s) and paid any portion from the grant. (Attach portion of the grant naming the PI and/or supporting roles to the form).
  • Dual Career Spouse/Partner. Pertains to identifying employment opportunities outside of the competitive recruitment process and matches well-qualified prospective employee with identified University needs. A dual career appointment must be included in the written offer of the applicant who underwent the normal recruitment procedure or included in the letter of retention agreement for any current employee the University wishes to retain. All individuals hired under the dual career provision must be fully qualified for the identified position.
  • Acting/Interim. Pertains to individuals who are hired to fill a position on a temporary basis not to exceed two (2) years. Acting roles are used only if the regular incumbent will return to their position within two (2) years. Interim roles are used only to fill voids while a full recruitment and search is underway. For faculty positions, requires Chair, Dean, Provost/ Regional Vice Chancellor and/or SVP of USF Health approval. For non-faculty positions, requires AVP, VP or SVP approval.
  • Critical Team Member. Pertains to individuals hired to accompany other faculty. Documentation must be presented naming these individuals as part of the faculty offer letter. Requires Chair, Dean, Provost/ Regional Vice Chancellor and/or SVP of USF Health approval.
  • Emergency Faculty/Administration/Staff Hires. Pertains to faculty administration, and staff hired in emergencies not to exceed one (1) year for purposes such as: unanticipated teaching demand or sudden departure of faculty/staff or administrator. Requires evidence of urgency such as: enrollment data, letter of resignation, emergency leave etc. Most commonly used for visiting instructors. Emergency Faculty/Administration/Staff Hires cannot be requested more than 60 days prior to the proposed start date. Emergency Faculty/Administration/Staff Hires cannot be extended beyond the first year. Therefore, within a year of an Emergency Faculty/Administration/Staff Hire, a search must be completed.
  • Prominent Scholar. Pertains to faculty hired due to their prominent status in their respective fields not to exceed one year. Faculty hired in this category are typically funded by the foundation or other approved budget for this purpose only.
  • World Class Scholar. Pertains to a scholar or faculty hired due to the individual’s prominent status in their respective fields and whose impact, research, or contributions are anticipated to elevate the University's prominence or status, consistent with Florida Statute 1004.6497.
  • Target of Opportunity Hire. Pertains to faculty, administration or staff who possess special, unique, or scarce skills, knowledge and/or abilities, or who otherwise promote USF’s institutional core commitment to diversity, equity, and inclusion. Utilization of this category will be strongly limited and closely scrutinized by the Provost, AVP, and DEI.
  • J-1 Exchange Visitor Program (Visiting Scholar). Pertains to qualified international faculty, professors, research scholars, specialists and other professionals who come to the United States to participate in educational and cultural programs, not employment. The individual must be sponsored by USF, be able to obtain a J-1 visa, and demonstrate adequate financial support for all living expenses.

The following procedures must be met:

  • Each request must be submitted on the approved Targeted Recruitment Request Form.
  • In determining the appropriateness of the request, ensure the approved criteria is met.
  • When hiring foreign nationals, additional requirements may apply. Be sure to check with CHR for the most current regulations.
  • No verbal or written offers can be extended to any desired applicant unless all approvals are obtained.

Process:

Hiring Department Representative (HDR). The individual responsible for the recruitment and hiring functions for a department, college and/or division. Responsible for the following:

  1. Complete the Targeted Recruitment Request Form and obtain the required signature approvals.
  2. CHR will notify the HDR if the request has been approved. If approved, complete the Targeted Recruitment request in Careers@USF. Ensure the Targeted Recruitment Request Form is uploaded in Careers@USF and email the link to the applicant.
  3. Ensure the applicant completes the employment application and upload any required documents (e.g. reference checks, employment verification).
  4. Accurately disposition the applicant through all required steps in Careers@USF. This must be completed before the position can be closed and the individual starts employment.
  5. Ensure background check is completed and approved by CHR prior to the individual’s first day of employment.
  6. If the Targeted Recruitment request is denied, the department must complete a full recruitment and search prior to filling the position.

Hiring Authority

 The individual who has been given authority to approve recruitment and hiring actions for a department, college, and/or division. Responsible for the following:

  1. Review the Targeted Recruitment Request Form. Ensure the position meets the approved criteria for Targeted Recruitment.
  2. If approved, sign the Targeted Recruitment Request Form and return it to the HDR.
  3. If denied, a full recruitment and search must be completed prior to filling the position.

Provost/ Regional Vice Chancellor/SVP, USF Health

The Provost/Regional Vice Chancellor Office and/or the SVP, USF Health is responsible for reviewing the Targeted Recruitment requests for Faculty positions and determining if all criteria is met prior to approving. Responsible for the following:

  1. Review the Targeted Recruitment Request Form. Ensure the position meets the approved criteria for Targeted Recruitment.
  2. If approved, sign the Targeted Recruitment Request Form and return it to the HDR.
  3. If denied, a full recruitment and search must be completed prior to filling the position.

Central Human Resources (CHR)

CHR is responsible for reviewing the Targeted Recruitment requests for non- Faculty positions and determining if all criteria are met prior to approving. Responsible for the following:

  1. Review Targeted Recruitment requests and determine if the applicant is fully qualified for the position and the position meets the approved criteria.
  2. If approved, instruct the HDR to complete a Targeted Recruitment request in GEMS and upload the fully endorsed Targeted Recruitment Request Form into Careers@USF.
  3. Ensure the applicant completes the employment application and upload any required documents (i.e. reference checks, employment verifications).
  4. Ensure the HDR has completed all required dispositioning prior to approving the hire in Careers@USF.
  5. If applicable, complete the background check, and communicate to the HDR when the employee is eligible to begin employment. If CHR is not responsible for processing the background check, review the results once complete and determine if the applicant is eligible for employment.
  6. If a Targeted Recruitment request is denied, notify and instruct the HDR to conduct a full recruitment and search.

Diversity, Equity & Inclusion (DEI)

DEI is responsible for reviewing the Targeted Recruitment requests for Faculty/Staff positions and determining if all criteria are met prior to approving.

Responsible for the following:

  1. Review Targeted Recruitment requests and determine if all criteria are met.
  2. If a Targeted Recruitment request is denied, notify and instruct the HDR to conduct a full recruitment and search.
  3. If approved, forward completed form to CHR. CHR will then contact the HDR to complete items two (2) through five (5) listed above.

CATEGORY 2: Hires that are exempt and do not require the approval of a Targeted Recruitment Request Form Criteria for Exemption

Administrative/Staff/Temporary (non-Faculty) Positions:

  • Legal Considerations. Pertains to positions being filled by individuals identified due to settlement of litigation, grievance and/or arbitration.
  • Part-Time Temporary. Pertains to individuals employed as a result of temporary department needs. The appointment will not exceed 20 hours per week and 12 months in duration.
  • Recall Rights. Pertains to any individual who is being rehired following a layoff and who has recall rights as stipulated in the collective bargaining agreement. Under certain circumstances, may also pertain to an individual who is being rehired following a pandemic related non-reappointment.
  • Short Duration. Pertains to those positions being filled by individuals whereby their total duration of employment does not exceed 16 weeks during a 12-month period. Each short duration appointment is limited to two periods of continuous employment in the 12-month period.
  • Standardized Patient Program. Pertains to individuals selected, hired and trained to simulate specific conditions, as well as individuals with pre-determined medical complaints or disease states to be used for the purpose of allowing medical students to develop, practice and enhance their clinical and interpersonal skills in a hospital and/or clinical setting.

Faculty Appointments (USF and USF Health):

  • Adjunct (Academic Affairs): Pertains to individuals contracted to teach courses on a temporary, part- time basis only. Single semester commitment.
  • Adjunct Faculty USF Health: Pertains to faculty contracted on a temporary basis for up to one (1) year to teach courses, provide patient care, participate in research, or any other strategic initiatives requiring specialized expertise within an USF Health College.
  • Courtesy and Non-Compensated Faculty Appointments. Pertains to faculty hired from other institutions or other academic units within USF. For USF Health, may include physicians in the community or on staff, physicians from affiliated hospitals (TGH, JAHVA, BPVA, Shriner’s All Children’s HCA, Moffitt, and LVHN). Requires Chair, Dean and Provost/ Regional Vice Chancellor (USF) / SVP of Health (USF Health) approvals.
  • Post-docs. Pertains to individuals doing post-doctoral research under a faculty mentor at USF, 5-year limit.
  • Hospital Linked Hire. Pertains to faculty hired by the hospital in which they are contracted with. A signed contract must be completed between the hospital and USF Health.
  • Veterans Administration (VA) Linked Hire. Pertains to faculty hired by a VA Hospital, and who are transferring to either the JAHVA or BPVA from another VA Hospital and academic medical center. Must be approved by the SVP of Health and the VA Hospital they are transferring to.
  • Legal Considerations. Pertains to positions being filled by individuals identified due to settlement of litigation, grievance and/or arbitration.

Student Positions:

  • Graduate Assistant (GA). Pertains to individuals who are graduate students enrolled in a graduate program operated by the hiring unit/department. A GA may also be a Teaching Assistant (TA) or a Research Assistant (RA).
  • Medical Residents. Pertains to medical school residents and fellows (trainees) who are hired through a match process.
  • Student Assistants. Pertains to actively enrolled USF students and are hired for a student assistant position.
  • FWS Student Positions. Pertains to actively enrolled USF students who fill a student position and are being paid through Federal Work Study (FWS) funds.

Other:

  • High School Student Internship Programs. Pertains to local high school students in programs which offer employment experience (i.e. Gamma Xi Boule, etc.)
  • Presenter/Speakers. Pertains to individuals employed as a result of short-term contractual obligations (i.e. AP Summer Institute, etc.), and does not to exceed ten (10) days within a twelve (12) month period.

Process:

Hiring Department Representatives (HDR)

The individual responsible for the recruitment and hiring functions for a department, college and/or division. Responsible for the following:

  1. Create a Target Recruitment in GEMS and email the link to the applicant.
  2. Ensure the applicant completes the employment application and upload any required documents (e.g. reference checks, employment verifications).
  3. Accurately disposition the applicant through all required steps in GEMS. This must be completed before the job offer is approved.
  4. Individuals hired as presenter/speakers in continuing education-type programs of short duration [not to exceed ten (10) days within a twelve (12) month period] are exempt from the usual requirement of obtaining employment reference checks, employment verifications, and education verifications, unless such documentation is specifically required by the USF department administering the continuing education program at issue
  5. Ensure the background check is completed and approved prior to the individual’s first day of employment.

Central Human Resources (CHR)

Any CHR employee who is responsible for reviewing all Targeted Recruitment requests and determining if all criteria are met prior to approving. Responsible for the following:

  1. If applicable, instruct the HDR to complete a Target Recruitment request in GEMS.
  2. Ensure the applicant completes the employment application and upload any required documents (e.g. reference checks, employment verifications).
  3. Ensure the HDR has completed all required dispositioning prior to approving the hire in GEMS.
  4. If applicable, complete the background check, and communicate to the HDR when the employee is eligible to begin employment. If CHR is not responsible for processing the background check, review the results once complete and determine if the applicant is eligible for employment.

Each targeted recruitment must be processed through GEMS before the hire. All education verifications, employment verifications, employment references, and all other recruitment information must be uploaded to the Activities and Attachment section of the job opening in GEMS.

Typically, each applicant processed as a targeted recruitment will be associated to a unique job opening (one-to- one relationship). Targeted Recruitments are limited to ten (10) openings per posting. Targeted recruitments with multiple openings will be considered only if they are for the same job code, same salary, same title, same department, etc.

All other University recruiting policies and procedures will still apply.

CHR reserves the right to request additional information to confirm the validity of the targeted recruitment.

executive

Executive Search Firms

Hiring Authorities seeking services from an external search firm must consult with the USF Office of the General Counsel prior to engaging with a search firm and agreeing on the terms of the contract. Based upon the nature of the position, an external search firm may be engaged. When this occurs, it is important to properly coordinate the services provided by the selected search firm with the compliance needs of the university. The University’s compliance needs include:

  • Public records – When a search firm (private entity) is contracted to act on behalf of the university (public entity), Florida’s open records laws also apply to the search firm. Records generated by a search firm can be public records, including records made or received by the search firm in connection with the search.
    • Refer to Chapter 119, Florida Statutes and the USF Public Records Law Compliance and Record Confidentiality policy.
  • Employment application – All applicants recommended for interview (by the search firm) must complete an employment application on Careers@USF prior to interview. Contact the Director for Talent Acquisition, Branch Campus HR or USF Health for additional guidance.
  • Post the position – The Hiring Department Representative (HDR) should work with HR to post the position on Careers@USF using the Executive Search Firm template.
  • Employment references – The search firm is responsible for obtaining employment-related reference information for selected applicants. Search firms must follow the terms of the USF Employment References policy.
  • Criminal Background check – The appropriate criminal background check is a condition of employment for the selected applicant. Contact the Director for Talent Acquisition or Branch Campus HR for additional guidance.