Faculty Recruitment and Appointment Process

Important Dates

August 7, 2008
TGH Privileging Committee Meeting

August 13, 2008, 5pm
COM Monthly APT Information Due

September 2, 2008
COM Ranked Assignment & Evaluation certifications due to OFAA from Chairs

September 24, 2008, 5:30pm
Annual Meeting of the COM Faculty at MDL 1005 (STC 5051C Teleconference)

September 26, 2008
Promotion & Tenure Applications due for Department APT Review

USF Health
12901 N. Bruce B. Downs Blvd.
Tampa, Florida 33612-4742

Faculty Affairs
Location: MDC 909
Mail Point: MDC 53
Phone: 813-974-5105
Fax: 813-974-7527

Academic Affairs
Location: MDC 901
Mail Point: MDC 49
Phone: 813-974-4950

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. Return to Top
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. Minimum and Preferred qualifications in the Position Vacancy Announcement (PVA) & Advertisement must agree with PD qualifications. Rank qualifications are outlined in the COM Appointment, Promotion & Tenure Guidelines. Minimum qualifications and year of experience must be detailed for highest rank advertised. Advertisements must include the Diversity language for Advertisement as well as publications to post openings: Hispanic Outlook in Higher Education Diversity in Higher Education Women in Higher Education 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. Return to Top
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: A copy of the advertisement or bill as proof of advertisement, Certification of Employability, and Current CV of selected candidate 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. Return to Top
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 Return to Top
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. Return to Top
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. Return to Top
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. Return to Top
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. Return to Top
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). Return to Top