Search and Screening Guidelines
Background
What shapes the hiring procedures at UCF?
The 14th amendment to the U.S. Constitution provides for equal treatment under the law. Various federal and state laws and guidelines expand on that foundation.
Basically, the University responds to federal obligations to prevent discrimination and practice affirmative action because of its status as a federal contractor. Those laws and guidelines specify that procedures for employment selection must be related to the duties of the position, must be applied fairly, and must include persons from historically underrepresented groups.
In addition to the mandates referenced above, as well as various state laws and guidelines, the University of Central Florida has established a goal of becoming more inclusive and diverse. Search techniques are intended to support that goal. The laws require that no persons are to be screened out or treated disparately based on race, sex, national origin, religion, age, disability, marital status, or veteran’s status. The University’s practices ensure that special efforts are made to attract diverse pools of well-qualified applicants, from which excellent candidates can be selected.
Definition of a search
A search is defined as the process of filling a job or position vacancy via public announcement (“posting”) and recruitment followed by consideration of all qualified applicants. A search is required for all positions in the Faculty, Administrative & Professional, and Senior Executive Service pay plans unless specifically exempted.
For a description of search exemption categories, please refer to the “Request for Exemption from Search” form within the EO/AA office website. See Appendix A for websites referenced in this document.
Definition of an internal search
When there is no vacancy, but a role will be filled on a continuing basis, an internal search is required. For a description of Internal Search guidelines for faculty positions, please refer to “Internal Search” within the EO/AA office website.
Search committee composition
A search committee is a group appointed by the hiring official to assists with the search process by screening the applicant pool and recommending potential candidates to the hiring official. A search committee is required for all faculty positions that require a search.
A search committee is required for all A&P positions at the level of Director and above. For A&P positions below that level, the elements of the search process (outlined in a later section) remain the same, but use of a committee is optional.
Faculty
All regular positions must be filled using approved hiring procedures, including the use of a search committee. Some positions may use a subset of the regular faculty; some may name a committee with all department faculty serving. Others may add members from outside the department to a core of faculty.
Some visiting positions will use a committee. As an example, a position that is posted and advertised may result in an appointment that is renewable for up to four years. A committee is required for such positions.
No committee is needed for a visiting position that is not posted and advertised. Such appointments last no longer than one year (they are not renewable).
Hiring officials are encouraged to consider elements of diversity in their appointments to the search committee. The committee shall include individuals who are knowledgeable about the position being filled, which may include faculty, A&P, or USPS (staff) employees, OPS employees, students, alumni, or other community members.
Hiring officials and search committee members should guard against conflicts of interest. No individual with a conflict of interest in the screening process should be appointed to or continue as a member of the search committee. Potential candidates for the position should not be involved in the establishment of job preferences and screening criteria. It is a conflict of interest for a committee member to participate in support activities for a particular candidate, such as serving as a candidate’s reference.
The hiring official is never a member of the committee. The committee is advisory to the hiring official and makes a recommendation, following consideration of all qualified candidates.
Administrative & Professional
All regular positions must be filled using approved search procedures. For guidance, please consult the A&P Hiring Guidelines published by Human Resources.
Positions at the level of Director or above must be filled using a search committee. It is optional below that level. When no committee is used, an interviewing panel is recommended.
Hiring officials are encouraged to consider elements of diversity in their appointments to the search committee or interviewing panel.
The committee or panel shall include individuals who are knowledgeable about the position being filled, which may include faculty, A&P, or USPS (staff) employees, OPS employees, students, alumni, or other community members.
Some visiting positions will use a committee. As an example, a position that is posted and advertised may result in an appointment that is renewable for up to four years. A committee is required for such positions above the level of Director. It is optional below that level.
No committee is needed for a visiting position that is not posted and advertised. Such appointments last no longer than one year (they are not renewable).
Hiring officials and search committee members should guard against conflicts of interest. No individual with a conflict of interest in the screening process should be appointed to or continue as a member of the search committee. Potential candidates for the position should not be involved in the establishment of job preferences and screening criteria. It is a conflict of interest for a committee member to participate in support activities for a particular candidate, such as serving as a candidate’s reference.
The hiring official is never a member of the committee. All committees are advisory to the Hiring Official, who must remain in a position to consider the recommendation and make a decision.