Faculty Recruitment and Appointment Process
Faculty and Academic Affairs

 

Updated 03/06/2008

 

Search Plan Checklist

Funding Plan and Position Description

Search Plan

Endowed Chairs, Professors & Scholars Policy

Faculty Hiring Report

Request to Appoint without Advertisement

 

Foreign Nationals and Visiting Scholars

Letter of Offer

Clinical Faculty On-Boarding

RightStart @ USF Health Faculty Affairs

USF Employment Contract

Recruitment Flowchart

 

Funding Plan and Position Description

Funding Plan and Position Description (PD) must be approved prior to advertising, recruiting or hiring on a position
  • Clinical or Basic Science Funding Plans: different forms exist for each type. Must use AAMC Specialty for salary comparison.

  • All Funding Plans are submitted through the Office of Faculty Affairs to the Vice Dean, Administration, Finance & Technology, for approval.

  • Position Description must be signed by the Department Chair and will be reviewed and approved by the Senior Executive Associate Dean, Faculty and Academic Affairs, for approval, concentrating on APT criteria.

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Search Plan

Proceed to Request to Appoint without Advertisement if University Policy allows for immediate appointment without Recruitment.

After the Funding Plan and Position Description approval and the Search & Recruitment Plan is finalized following the first Search Committee meeting, submit the Search Plan (with all components) to the USF Health Office of Faculty Affairs. This will be examined by the Director, Faculty Recruitment & Pay in Faculty Affairs for approval to advertise a position.

The Search Plan is required to conform to USF Office of Diversity and Equal Opportunity (DEO) procedures. Refer to the Search Plan Checklist and Search Plan Template for instructions and guidelines.

Mr. Rob Liddell, Compliance Coordinator in Human Resources, can assist with Americans with Disabilities Act compliance and reasonable accommodations for employees. His phone number is 813-974-5396.

Searches for Endowed Chairs, Professors & Scholars have additional requirements for recruitment. Please consult the policy outline for these requirements.

With final candidates, discuss the Florida Board of Medicine's Florida Medical Licensure requirements or the process for obtaining a Medical Faculty Certificate. Provide a full license application packet to final candidate to begin the application process. If the candidate does not qualify for FL Medical License, initiate Medical Faculty Certificate application process.

The search records must be maintained for 3 years from date the hire in the Hiring Authorities (department) files per USF Retention policy.

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Faculty Hiring Report

When the recruitment has concluded and the Department Chair/Hiring Authority has selected the final candidate, the Search Committee Chair/Administrative staff complete the Faculty Hiring Report, Faculty Recruitment Worksheet, and Affirmative Action Summary form. The report must be signed by the Equal Opportunity Liaison (EOL) and the Search Committee Chair and/or Department Chair. Attachments to the Hiring Report must include:

The completed Faculty Hiring Report will be sent to the USF Health Office of Faculty Affairs for USF Diversity and Equal Opportunity (DEO) approval by the Senior Executive Associate Dean of Faculty and Academic Affairs.

The Associate Dean of Academic Affairs, reviews documentation of the Selected Candidate(s) and approves the academic rank requested if Assistant Professor or below.

  • Ranks of Associate Professor or Professor must go through both the Department and College's APT Committee(s).

  • If tenured upon appointment at any rank, then request must go through the Department and College's APT Committee(s).

  • If both Department and COM APT approve the appointment as tenured upon appointment, then appointment is tenure earning until USF Board of Trustees approves at one of their quad annual meetings.

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Request to Appoint without Advertisement

The following vacant positions are exempt from advertising requirements according to the Guidelines for Recruitment and Selection of Faculty Members:

  • Positions funded from contracts or grants if (i) the principal investigator and other proposed incumbents are specifically identified by name in the contract/grant (more than 0.50 FTE) or (ii) an incumbent is placed in a grant or contract funded position and similar essential duties are to be performed.

  • Positions to be filled by persons who have been laid off and who have recall rights under the rules or bargaining agreement.

  • Positions of 0.50 or less FTE.

  • Other temporary positions (previously OPS) .

  • Positions to be filled by employees who completed in good standing a university educational leave program.

  • Positions to be filled in settlement of litigation, grievance, or arbitration.

Must have Funding Plan and Position Description approved.

If appointment is considered at the rank of Associate Professor or Professor – APT process must occur first.

A Waiver of Advertisement form must be submitted to the Office of Faculty Affairs for approval to extend the Visiting appointment every year beyond the 1st year and cannot exceed 4 years duration. A new letter of offer is generated every year to extend the appointment.

Reclassification from A&P or Staff to Faculty

  • Process: Letters of recommendation (depending on rank requested), letter of recommendation from Department Chair, CV – current

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Foreign Nationals and Visiting Scholars

If the candidate is a foreign national or visiting scholar, the department is responsible for completing the H-1B or J-1 Applications with International Student & Scholar Services.

Submit all documents to Faculty Affairs for Dean's signature.

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Letter of Offer

The Department submits the Clinical Request to Appoint or Basic Science Request to Appoint form to the USF Health Office of Faculty Affairs for a Letter of Offer to be created and sent to the selected candidate.

  • If Clinical Appointment, Preliminary Credentialing must be completed before the Letter of Offer is generated.

Attachments to Accompany the Request to Appoint Form:

  • Approved Rank Request
    • Assistant Professor or Below
      • Core Faculty require a Letter of Recommendation from the Department Chair
      • 3 Letters of Recommendation
    • Associate Professor/Professor
      • Core Faculty require a Letter of Recommendation from the Department Chair
      • 5 Letters of Recommendation
  • Tenure Credit TransferDocumentation of Prior Tenure Status
  • Original or Notarized Copy of Official transcripts for all graduate coursework completed for certification of the highest level of degree.

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Clinical Faculty On-Boarding

If the recruitment is for a Clinical Physician, the Chair and/or Department Administrator will discuss the Florida Board of Medicine's Florida Medical Licensure Requirements, credentialing, and the hospital privileging process with the finalist.

  • The Department Administrator will provide the finalist a USF Physicians Group (USFPG) Clinical Application Part I.

  • Provide a brief introduction and information regarding the services provided by the Physician Enrollment (PE) Specialist in the Office of Faculty Affairs, for the Clinical Physician on-boarding process (to include Licensure, Credentialing, and Hospital Privileges).

  • Office of Faculty Affairs distributes the USFPG Clinical Application Part II, to the finalist with the USF Health VP/Dean's Letter of Offer.

  • While the finalist has filled out the application for a Florida Medical License, they are simultaneously filling out the USFPG Credentialing Part 1 Clinical Application, and the Hospital Priviledge packet(s).

  • Outstanding issues/documents for any of the packages mentioned above are shepherded by the Physician Enrollment Specialist for completion and presentation at monthly Committee meetings.

  • Training (both on-line and classroom) is scheduled by the PE Specialist for HEALS, Allscripts, and Compliance to be completed ideally before date of hire.

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RightStart @ USF Health Faculty Affairs

All faculty new hires (including Adjunct) will be processed by the Office of Faculty Affairs. The departments must schedule the new hire for a RightStart appointment on or before their first day of employment during the hours of 8:30 am and 4:30 pm. If the new employee is a Clinician that has worked with the Physician Enrollment Specialist during the on-boarding process, this step has already been accomplished.

New employees will report directly to the Office of Faculty Affairs at their scheduled appointment time between 8:30 am and 4:30 pm.

They will receive a welcome packet. [contents: Welcome Letter, a copy of the Pay Schedule, Map/Information, Attendance and Leave brochure, Summary of Benefits, and TSA (Tax-Aheltered Annuity) information. Adjunct faculty will receive a copy of the Pay Schedule, Map/Information, and TSA (Tax-Sheltered Annuity) information]

New employees must complete the new hire packet at this time. [contents: USF Certification of Employment Eligibility (if adjunct), New Employee Information Sheet, W-4, I-9, Direct Deposit enrollment form, Responsibilities Associated with Access to University Information, and Foreign National Information Form (if applicable)]

There will be a review of the issue date of their first paycheck as well as access and instructions on GEMS Self-Service. 

Benefits to the Department: The Department is relieved of setting up Orientation sessions for new Employees (OFA schedules benefits orientation through USF Health Human Resources and USFPG Human Resources, as required, directly with the employee). The department can request computer access through USF Health IS sooner because employee will be entered into GEMS within 2 business days of receipt of offer letter in Faculty Affairs.

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USF Employment Contract

Once a new Faculty Member has been hired and input into the GEMS the USF Employment Contract is generated and renewed on a yearly basis at the beginning of each Academic Year (August 7, 20xx – August 6, 20xx).

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