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Recruitment Processes

A vacancy exists when an incumbent terminates an established position or when a new position is created. A current job description must be on file in Human Resources for University Work Force staff positions before a vacancy can be advertised. In accordance with University policy, all position vacancies (except student positions) must be advertised for a minimum of seven business days on the online career site unless an exception has been granted or an exemption applies. This site is the official means for advertising vacancies and is updated on a daily basis. An overview of the recruitment process and general guidelines for conducting recruitments is outlined below. In addition, Human Resources has prepared a Hiring Department Recruitment Timeline Template for use throughout this process.

Recruitment Requests

Requests to recruit for a position shall be submitted to Human Resources online through the PageUp system, which is accessed via the app in MyUWF. When completing a job posting, it must be routed electronically to each appropriate level for authorization for the particular position. If you do not know your Supervisor Chain of Command, check your SCOOP profile through MyUWF. The typical routing process is as follows:

  1. Send to Supervisor
  2. Supervisor sends to Department Head
  3. Department Head sends to Dean/Division Head
  4. Dean/Division Head sends to Vice President (VP) - There is also an option to send to Research Administration and Engagement. You will only route there if approval from this department is required for your posting.
  5. VP sends to Human Resources

Advertising

All University Work Force staff position vacancies at the Academic Advisor level or higher and all Faculty position vacancies (except Visiting, Adjuncts, Instructors, Lecturers, and Post-Doctoral Associates) must be advertised for a minimum of seven business days. HR has a list of Advertising Resources available for departments to review. Email HR or call 850.474.2694 if there are questions regarding a specific publication.

Each external print and electronic position advertisement should include the following:

  • The University of West Florida is an Equal Opportunity/Access/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 850.474.2694 (voice) or 850.857.6158 (TTY). A criminal background check is required for successful candidates. E-Verify is required for employment. All applications for employment at the University are subject to the Florida public records.
  • Position Title. The official UWF position title and any working title used to better describe position duties.
  • Position Number
  • Full Time Equivalent (FTE)
  • Physical job location
  • Pay Information or pay range.
    • The Human Resources Department may assist Hiring Officials in determining hiring pay ranges.
  • Minimum qualifications for the official UWF classification along with any preferred qualifications.
  • Application deadline or preferred response date.
  • A statement indicating where and how applications may be submitted.

Once the advertisement is created, attach the document in the job posting in PageUp for review/approval by Human Resources.

UWF utilizes Graystone for placing advertisements in selected publications. Advertisements must be approved by Human Resources prior to sending them to Graystone. Once approved, Human Resources will contact the department with Graystone’s information.

Departments will receive an emailed quote from Graystone that requires approval before they will post in selected publications. Human Resources does not pay for advertisements; therefore, Graystone will bill departments directly.

Please forward advertisement proofs and invoices from Graystone to jobs@uwf.edu to be included as part of the official job record for retention purposes.

Search Committees

A search committee must be composed of a minimum of three individuals designated by the Hiring Official. The Hiring Official shall designate one member of the search committee to serve as the search committee chairperson and should consider having multiple demographics on the search committee. Search committee members may include members of the hiring department or other departments, community members, or students who have relevant knowledge of the functions and requirements of the vacant position.

Sunshine Recruitments have additional criteria specific to that process and can be found within the Sunshine Recruitments section of the Human Resources webpage.

Advisory Groups for Non-Sunshine Searches

Advisory Groups may be utilized for the hiring process of any position below the Director level or the following faculty positions:

  • Visiting positions
  • Adjunct
  • Instructor
  • Lecturer, or
  • Post-doctoral associate.

The Hiring Official selects group members and an Advisory Group Chairperson (if deemed necessary).

Advisory Groups may include members of the hiring department or other departments, community members, or students who have relevant knowledge of the functions and requirements of the vacant position.

Advisory Groups do not have decision-making authority and cannot screen applicants or determine which applicants to reject from further consideration. They do not develop selection criteria, interview questions, rank applicants, identify interviewees, or select finalists. There are no requirements regarding public notice of meetings, interviews, minutes, etc. for Advisory Groups.

Advisory Groups only provide candidate strengths and weaknesses to the Advisory Group Chairperson and/or Hiring Official. They can neither make decisions nor have any open discussion regarding candidates or recruitments.

Interviews

Under the direction of the Hiring Official, interviews are scheduled and conducted.

The Hiring Official selects the interview format required for the specific recruitment (i.e., phone, online, in-person, presentations, lunches, etc.).

For recruitments utilizing an Advisory Group, the Hiring Official provides any and all interview questions. For Sunshine Recruitments, the Hiring Official may provide interview questions or the Search Committee/Chairperson may formulate interview questions.

Refer to the Examples of Behavior Based Interview Questions document for additional information.

Once these steps have all been completed, the Hiring Official moves into the Selection Process.