Approval Process for Filling Faculty Positions

EFFECTIVE DATE: 3 April 2019

SUBJECT: UF/IFAS; Approval Process for Filling Faculty Positions

When a faculty position becomes vacant for any reason, the position and the accompanying FTE distribution will be moved to the Senior Vice President's reassignment pool.

Programmatic Vacancies/Call for Positions

The approval process for the release of all programmatic positions begins with the Senior Vice President's Office. Typically, the SVP solicits requests from units regarding programmatic vacancies/needs. The requests are sent to the SVP/Deans who in turn will assess IFAS-wide needs before releasing a position to be filled. Decisions to release positions will take into consideration funding issues, programming initiatives, formula funded teaching positions, etc.

Special Circumstances (Released on a case-by-case basis)

Certain positions may be released any time at the discretion of the SVP in response to unusual situations or circumstances. Examples include legislatively "earmarked" positions, situations in which the previous faculty member was "counseled out", emergency programmatic needs, etc. Such circumstances by definition are exceptions; the general expectation is that position requests will be handled through the programmatic process noted above.

SVP Approval for Special Circumstances

Unless written approval has already been sent to the unit from the SVP, the unit is expected to request approval to fill such positions by writing a brief letter to the SVP. This letter should include the specific reasons why the vacancy should be filled as a special situation as opposed to the routine programmatic process. In consultation with the Deans, the SVP will make a decision regarding the request and a response will be made in writing to the unit leader. If the request to fill the position is approved, the unit is expected then to submit the necessary paperwork to IFAS Human Resources as noted below. 

Formal Request from the Unit
Either in response to the request for proposals to fill programmatic needs or as the means of pursuing a special circumstance, a unit must complete the necessary documentation before final approval is granted. This documentation is sent directly to the IFAS Human Resources office. The specific required documentation includes: 

1. A position detail form with the unit section completed and signed by the unit leader, and a position number assigned. These forms will be available on the IFAS Human Resources website. Please note that the FTE assignment is a request at this point. For tenure consideration, the University requires that distinction be shown in two areas, based on the faculty member’s assignment.
2. A draft position announcement. For the convenience of the unit leader, a template of such an announcement is on the IFAS HR website. The key section for the unit is the actual description of job duties. Unit leaders should prepare the announcement in complete form using the template as a guide. The announcement should have been fully discussed and agreed upon by unit faculty before submission. 
3. Copies of any correspondence from the Senior Vice President or Deans regarding a special circumstance approval. 
4. Search and Screening Committee Form
5. Advertising form

IFAS Human Resources Office (interaction with the Deans and SVP)

The IFAS Human Resources office is responsible for guiding the request through the various levels of approval following receipt. Copies of the request packet are forwarded to the Deans of Academic Programs, Research, and Extension for their review of the FTE assignment, the proposed job duties, and the justification provided by the unit. The unit leader may be contacted to discuss any questions regarding the position description and any changes that may be made by the Deans. Once the Deans have completed their review and the SVP signs concurrence, any revisions are forwarded back to the IFAS HR Office. Upon receipt from the Deans, IFAS HR will forward any necessary documentation to Budget and Finance.

Once the approval is received from the Deans/SVP, the position is posted to Careers at UF and a copy of the final position announcement is sent back to the Unit.

Starting Salaries

The lead Dean must approve before any offer of employment is tendered. The Senior Vice President has established starting salaries as follows: 

1. If the salary falls within pre-determined limits, the unit leader can make the decision regarding starting salary.
2. If the salary to be offered exceeds the limit noted above or there is an unusual circumstance, pre-approval must be obtained from the lead Dean. The Deans have discretion to a pre-determined amount in approving salaries. If the pre-approval request exceeds their discretion, the lead Dean will seek approval from the Senior Vice President. 
3. Any administrative supplements for positions such as Assistant or Associate Deans, District Directors, etc. must be approved by the Senior Vice President prior to making an offer to the candidate 

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INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.30-1-1