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Application Materials

• How can we share materials mailed in by applicants with the search committee members?
  You may either provide hard copies, or place the materials on the department's Canvas site.
• Can search committees and hiring officials accept additional letters of support for applicants?
  Any such letters should not be considered part of the application because they were not asked for by all applicants when the position was launched. However, they can be collected and utilized towards the end the search for reference verification.
• How do we share applications with non-search committee members who have requested them?
  The committee may provide hard copies of the documents and/or allow individuals to review the documents on a shared website. In this instance, please keep documentation of the request in case any questions arise from applicants. All applications submitted to the University are public record. As a result, it is important to include such a disclosure in job advertisements so applicants do not have any expectation that their application will be kept confidential from third parties.

Hiring

• The A&P candidate has accepted the verbal offer and the background check is complete, what is the next step?

  Once the background check is complete and Human Resources has approved the Hiring proposal you may proceed to Fill the posting following the steps below in the order listed:

  1. Change User Type to Applicant Reviewer in order to change all remaining active applicants' statuses to "Not Hired-Email at Filled," "Interviewed, Not Hired- Email at Filled," etc. with the appropriate final disposition selected.
  2. After all applicant statuses have been changed you will change your User Type back to Initiator or DDD to "Fill (move to filled)."
  3. Submit the employment recommendation packet to HR including: signed offer letter, three completed reference checks or letters of recommendation, and the osprey card application prior to the employee's start date.

  Please remind the new employee that Human Resources will be providing them with additional information via email regarding their first day, but they can also review the following webpage for information as well: New Employee Resources

• The Faculty candidate has accepted the verbal offer and the background check is complete, what is the next step?

  Once the background check is complete and Human Resources has approved the Hiring Proposal, the hiring department may proceed to Fill the posting following the steps below in the order listed:

  1. Change User Type to Applicant Reviewer in order to change all remaining active applicants' statuses to "Not Hired-Email at Filled," "Interviewed, Not Hired- Email at Filled," etc. with the appropriate final disposition selected.
  2. After all applicant statuses have been changed you will change your User Type back to Initiator or DDD to "Fill (move to filled)."

  Please be sure to follow-up with Academic Affairs to ensure they have all required information as well as remind the new employee that they must process for payroll on or before their first day of work.

Interviews

• An international candidate said they plan to visit the U.S. Can we ask how long they plan to stay in the U.S. on the visit?
  Any questions asked must pertain directly to recruitment; so, this cannot be asked unless it in some way pertains to the job they are seeking.
• During an on-campus interview, committee members learn that a candidate is pregnant. Can we ask anything regarding this?

  Pregnancy should not be discussed at all during the interview process even if the candidate brings it up. Please see the links below for more information from the EEOC on the Pregnancy Discrimination Act and interview guidelines recommended by ����AV��Ƶ/EOI.

  • ����AV��Ƶ EEO Guidelines for Interviewing

  A few main considerations:

  • An employer cannot refuse to hire a pregnant woman because of her pregnancy, because of a pregnancy-related condition, or because of the prejudices of co-workers, clients, or customers.
  • An employer may not single out pregnancy-related conditions for special procedures to determine an employee's ability to work.
• During an interview, can I ask the question, “Do you have the right to work in the US, or what is your VISA status?”
  You may only ask, “Are you legally authorized to work in the United States?” and  “Will you now or in the future require sponsorship for employment visa status (e.g., H-1B, TN, etc.)?”
• We have a candidate who is a member of our department. Does the committee have to interview them by telephone or can we interview in person?
  As the phone interview is a preliminary screening process before incurring the time and cost of on-site interviews, you can interview the internal candidate in person as long as questions asked during preliminary screening are asked during the on-site interview.
• If an applicant has applied for more than one position in the department and they are selected, do they need to be interviewed twice?
  If the committee members or hiring official(s) are the same, then they can be interviewed once. However, the positions and interview questions must be the same or substantially similar. If the positions are different, they should be interviewed separately for each position.

Recruiting

• We just filled a position. Can I use previously interviewed applicants to fill a new position that was just approved?

  Although the positions may be similar, if the two positions are not the same title (or same position description), the pool from one cannot be used for the other. If the hiring official knows who they want to offer the position to, they may submit a Request for Waiver of Search/Recruitment; however these are not done often. 

  Instead of the waiver, you may post the position in OASys and send the posting information to the applicants you interviewed encouraging them to apply. You may provide general information and let them know you feel their skills, etc., may match this position if they are interested in applying. It is important to not convey that they "have" the job or are even guaranteed an interview; all applications still need to be reviewed.

• I inadvertently filled the recruitment request in OASys before the Hiring Proposal was approved. How can I correct this to generate an EPAF?
  The hiring department should first notify Human Resources that the posting was filled prematurely. The hiring department should then create a new recruitment request "From Posting". The recruitment request should include a note indicating that this is a duplicate posting specifically reserved for "candidate's full name." The note should also reference the previous requisition number for the posting and hiring proposal. Once this has been completed, send the new recruitment request to HR Approval/Posting.

Rescinding Offers

• An applicant was selected for interview but now we are having a difficult time scheduling the interview. Can we rescind an offer for an interview?

  Yes, if you have thoroughly documented your efforts to schedule an interview that resulted in scheduling conflicts. Suggested communication may include, "We are sorry you could not be contacted and/or your scheduling conflicts prevented an interview. Therefore, our process has proceeded. However, you may continue to apply for future positions you believe match your qualifications. Thank you for considering ����AV��Ƶ."

  Interviews must be coordinated to fit the schedules of hiring officials, committee members, etc.; the search must also continue to meet internal deadlines.

• Can we rescind a job offer to a candidate who told us after the offer was made that they were not eligible to legally work in the U.S.?

  Yes. The application includes the note below and asks for confirmation that it has been read. As the candidate was technically not eligible for employment at the time of the verbal offer, the offer can be rescinded according to the statement on the application.

  Note: The Immigration and Nationality Act requires all individuals seeking employment at the ����AV��Ƶ to provide documentation at the time of hire that verifies their identity and confirms their legal right to work in the United States. In addition, federal law requires this documentation to be provided within three days of employment.

  Have you read the above notice?

Search Committees

• If a committee member leaves for any reason, resulting in only four members, is a replacement necessary?
  EOI guidelines state there is a minimum requirement of five members when the committee is created; however, for this circumstance, it depends upon where in the search process the committee change occurs. If the committee is beginning to review applicants, someone else should be appointed. However, if the committee has already evaluated applicants and is preparing for or conducting interviews, the four remaining members should complete the search.
• Can an assistant professor chair a search committee for an assistant professor?
  Yes. Committee chairs must hold a position equivalent or higher than the position being filled.
• I have served on a committee before. Do I have to attend search and screen committee training?

  Since fall 2012, EOI has conducted larger training sessions instead of the many individual committee sessions primarily due to compliance, to increase efficiency and to better communicate the University's expectations to improve diversity and guard against litigious action. All members, prospective members, and liaisons of search and screening committees are required to attend the training that covers everything involved in the process. If 51 percent or more of the committee members have received the training, all committee members may serve. Those who have not received the training may take the training session while serving on the committee. If a committee member has attended the training session, they do not have to take the session again unless required to do so as a result of policy changes.

  If there is a member of the search committee that is not a ����AV��Ƶ employee or student, i.e., an external member, that person is not required to go through the training, but is welcome do so if they wish.

• Can a committee meet if some of its members have not had search and screen committee training?
  Committees may function as long as 51% of the committee members have undergone training. However, those who have not received such are expected to participate in a session offered during their time of service.
• Can a committee member participate via conference call or Skype (allowing someone who is overseas or disabled to serve on a committee)?
  Yes, as long as they participate throughout the entire search.
• What is the Sunshine Law?

  Florida's Government-in-the-Sunshine law provides a right of access to governmental proceedings at both the state and local levels. It applies to any gathering of two or more members of the same board to discuss some matter which will foresee ably come before that board for action. There is also a constitutionally guaranteed right of access. Virtually all state and local collegial public bodies are covered by the open meetings requirements with the exception of the judiciary and the state Legislature which has its own constitutional provision relating to access.

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• What are the requirements of the Sunshine law?

  The Sunshine law requires that

  1. meetings of boards or commissions must be open to the public;
  2. reasonable notice of such meetings must be given, and
  3. minutes of the meeting must be taken.

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• What agencies are covered under the Sunshine Law?

  The Government-in-the-Sunshine Law applies to "any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation or political subdivision." Thus, it applies to public collegial bodies within the state at both the local as well as state level. It applies equally to elected or appointed boards or commissions.

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• What qualifies as a meeting?

  The Sunshine law applies to all discussions or deliberations as well as the formal action taken by a board or commission. The law, in essence, is applicable to any gathering, whether formal or casual, of two or more members of the same board or commission to discuss some matter on which foreseeable action will be taken by the public board or commission. There is no requirement that a quorum be present for a meeting to be covered under the law.

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• Can committee members attend social functions together?

  Committee members are not prohibited under the Sunshine law from meeting together socially, provided that matters which may come before the committee are not discussed at such gatherings.

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• Can committee members vote by secret ballot?

  The Sunshine law requires that meetings of public boards or commissions be "open to the public at all times." Thus, use of pre-assigned numbers, codes or secret ballots would violate the law.

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• Do I have to vote if I don't have enough knowledge about a candidate?
  Yes. You must vote using the knowledge you do have about the candidate. Committee members may only abstain from voting when there is a conflict of interest.
• If a committee vote is unanimous, do the minutes need to reflect the details of each vote?
  Minutes need only to reflect the overall outcome in general.
• What is a public record?

  The Florida Supreme Court has determined that public records are all materials made or received by an agency in connection with official business which are used to perpetuate, communicate or formalize knowledge. They are not limited to traditional written documents. Tapes, photographs, films and sound recordings are also considered public records subject to inspection unless a statutory exemption exists.

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• When does a document become a public record?

  As soon as a document is received by the search committee, it becomes a public record, unless there is a legislatively created exemption which makes it confidential and not subject to disclosure.

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• Does the law require that a public meeting be audio taped?

  There is no requirement under the Sunshine law that tape recordings be made by a public board or commission, but if they are made, they become public records.

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• Can non-committee members speak at a meeting?

  The Sunshine Law does not require conducting search committee meetings as "public hearings." Persons in attendance do not have the right to comment unless the committee deems it in the best interest of the process. Consequently, search committees are allowed to adopt reasonable rules and regulations which ensure the orderly conduct of a meeting and which require orderly behavior on the part of the public attending. This includes prohibiting the public from speaking, limiting the amount of time an individual can speak and, when a large number of people attend and wish to speak, requesting that a representative of each side of the issue speak rather than everyone present.

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