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Staff and Faculty Hiring Processes

Recruiting, Selection, and Onboarding Overview

All University Work Force staff, Faculty, Adjunct, and OPS Staff positions must go through the recruitment and selection process via the PageUp system. These positions will be posted on the official University's careers site following the processes outlined within the Recruitment and Selection pages of the HR website. Once these processes have been completed, the finalist for the position will move into the Onboarding phase, which includes completing their pre-employment paperwork and background screening(s). In addition, the hiring department will complete the New Hires Needing Essential Documents Form in order to notify the Human Resources Processing/Records Team of the new hire.

As soon as the Processing/Records Team has received all required documents, the department contact will receive an email stating that all of the pre-employment paperwork and the background screening are complete.

Personnel Action Form Processing

Once the Hiring Department receives notification from Human Resources that all pre-employment paperwork and the background screening are completed, they may route the Personnel Action Form to HR. To locate the Personnel Action Form, please log into MyUWF and enter Personnel Action Form in the search box. All Personnel Action Forms are routed for signature via DocuSign. Please consult with your Business Manager for specific instructions on how your Division is handling this process.

Human Resources offers training on Staff Personnel Action Forms and Hiring Processes via the Professional Development Learning Library. This training will provide an overview of the Staff Personnel Action Form and hiring processes and is an on-demand training.

Once the Personnel Action Form has been received in HR and processed, the hiring department will be notified via email and provided with the new hire's UWF ID. The hiring department should provide this information to their new employee so that they may begin activation of their account. All new hires should take some time to review the information on the Human Resources’ New Employee Information webpage, which provides them information regarding obtaining their parking pass, UWF Nautilus Card, completing mandatory training, New Employee Orientation and more.

Using the Personnel Action Form Template in DocuSign

Below are the general steps for sending Personnel Action Forms (PAF) in DocuSign by utilizing a template. There are two templates available to apply when creating PAFs for Staff, Faculty, and OPS Staff employees. These are titled "Personnel Action Form - Academic Affairs" and "Personnel Action Form - NON Academic Affairs". Access to these templates is granted by Academic Affairs or HR, depending upon the template. If access is needed, please reach out to the respective department for assistance.

  1. GENERATE THE PERSONNEL ACTION FORM (PAF) – You will generate the PAF through the customary PAF generator tool in MyUWF and save it as a PDF to your computer so it can be uploaded to DocuSign. The PAF generator will automatically name the PDF using elements from the PAF. Please do not change the generated file name before you upload it to DocuSign. The generated file name contains important information that is used by Human Resources.
  2. OPEN DOCUSIGN – Log into MyUWF. Once there, search for DocuSign. Click DocuSign in the search results and a new tab will open and you will be automatically logged in.
  3. BEGIN A NEW ENVELOPE – Once in DocuSign, click the blue START button and select Send an Envelope.
  4. UPLOAD THE SAVED PERSONNEL ACTION FORM – Click the blue UPLOAD button at the top of the page, locate the PDF you saved of the PAF, and click Open.
  5. APPLY THE TEMPLATE – Once the PDF is uploaded into DocuSign, click on the ellipsis at the bottom right corner of the document image and select Apply Templates. When the template selection dialog comes up, choose BROWSE (if not already your default) and select Shared with Me on the left side menu. You may have several templates shared with you, so you may need to search for the correct one. Choose the template which you have access to for your division by clicking the check box for the correct template and then click the blue APPLY SELECTED button at the bottom.
  6. ATTACHING ADDITIONAL DOCUMENTS (OPTIONAL) – After you have applied the template to the PAF, you have the option of attaching additional documents. Nobody will be asked to sign those additional pages, but they will be available for each signer to review, if needed. Simply click the blue UPLOAD button in the box to the right of the PAF and upload the additional documents. Do not apply any templates to the additional documents.
  7. CHOOSE SIGNERS – Once the template is applied, you will see a pre-set list of signers. Each signer's role is named exactly as it appears on the PAF. To remove any signers that are not needed, click the trash can icon next to each signer. If you need additional signers, add those via the "Add Recipient" button at the bottom of the list. You will need to reorder the list to ensure the additional signers are located before HR. Adding additional signers after HR will cause the form to not be properly or fully completed. You also have the option to add additional recipients at the bottom that only need to receive a copy of the completed document once signed by HR. Please be sure that you only select the "Receives a Copy" option for those additional cc: recipients and never the "Needs to Sign" option or the envelope will not properly complete.
  8. ADDING EMAIL SUBJECT LINE (OPTIONAL) – At the bottom of the page there is a region labeled Message to All Recipients. In that section the Email Subject will automatically be called "Please DocuSign: FileName.pdf'. Please leave all of this text intact. You have the option to add text after the file name, up to the character limit. The automatically generated file name has important information used by Human Resources. Please do not alter the file name in any way.
  9. REVIEW SIGNATURE PLACEMENTS (OPTIONAL) – Once you have identified each required signer, you have the option of reviewing the placement of the signatures on the document. To do this, click the blue NEXT button at the bottom right side of the page. Typically these do not need to be adjusted as they have been placed there via the template. If you added additional signers, you may need to add a signature field and date field to the PAF. When doing so, please be sure to place these in a logical spot on PDF form.
  10. SEND THE ENVELOPE – If you chose to review the signature placements, the last step is to click the blue SEND button at the bottom right side of the page. If you did not review the signature placements, instead of clicking the NEXT button in the previous step, you would instead click the SEND NOW button at the bottom right of the workflow assignment page.

For assistance with completing a DocuSign envelope using a template, you may call Human Resources at 850.474.2694 and ask to speak to a member of the Processing Team.