Hiring & Onboarding Procedures

 

UFIT Hiring & Onboarding
  Service Notes Success Measures
1 Posting Process:

  • Hiring Manager submits “Job Posting” service request via myRequest.
  • BC and Hiring Manager review position description to ensure accuracy and currency.
  • BC prepares position description update, as appropriate in myUFL.
  • BC and Hiring Manager review, edit and approve posting text.
  • BC prepares and submits job posting via Careers at UF.
  • BC notifies Hiring Manager and Search Committee of approved posting.
 

 

 (Turnaround time is contingent upon approval of job posting by Core HRS)`

 

7 Days or less

 

 

4 Days or less

2 Applicant Review:

  • BC notifies Hiring Manager and Search Committee of closed posting.
  • Hiring Manager and Search Committee review, vet and interview applicants.
  Within 1-3 Days of posting closing.
3 Hire Decision/Offer:

  • Hiring Manager notifies BC of applicant statuses.Hiring Manager notifies BC of applicant statuses.
  • BC marks applicants in Careers at UF, as appropriate.
  • BC coordinates education verification with Core HRS.
  • BC provides Hiring Manager with clearance for offer, including:
    • Letter of Offer
    • Preferred Start Dates
    • Instructions on documentation required (i.e. experience verification, reference checks, etc.)
  • Hiring Manager conducts verbal and official offer to final candidate.
  • Hiring Manager provides signed letter of offer or letter of acceptance to BC
 

 

 

 (Turnaround time is contingent upon Core HRS)

 

 

 

 Experience verifications are the responsibility of the hiring manager unless otherwise noted.

 

 

2 days – 1 week, depending on *education verification.

 

 

1 day or less from time of clearance.
*verification of education for degrees earned outside of US vary in lengths of time to obtain and are dependent on many factors.  The BC will make the Hiring Manager aware of any delays or issues.

4 Hire and Onboarding:

  • BC creates a “Child Ticket” under the service of “New Hire”
  • BC meets with new employee to complete new hire paperwork, collect hiring documents and review important information, including:
    • Time & Labor – Time entry, deadlines, approvals, training (if needed)
    • Payroll – Schedules, paydays, and paycheck
    • Parking – Where to park, how to obtain decal
    • Gator1 Card – Use, provisioning
    • Benefits – Representative Contact information
    • Training – UF/UFIT Mandatory trainings
  • BC submits request to hire via myUFL
  • BC coordinates background check with Core HRS.
  • BC coordinates identity creation with employee, TSS, and manager, as appropriate, including:
    • UF Identification Number (UFID)
    • GatorLink ID (GLID)
  • BC coordinates the creation of employee’s Project & Portfolio Management profile with the PMO.
  • BC initiates IT Provisioning service request with Technology Support Services (TSS).  This request will include:
    • New Employee First and Last Name (included in Description as well as the New Employee’s Name fields.)
    • Employee UFID
    • New Employee’s GatorLink Username
    • New Employee’s Start Date
    • User Needs:
      • Email Account
      • Access to Shared Drives
      • Computer/Desktop Set-up
        • Order Necessary
        • Computer Type
        • Special Instructions
    • New Employee’s Role
    • New Employee’s Department
    • New Employee’s Physical Location
    • Employee to Mimic, if applicable
  • BC coordinates the creation of the initial security role request via myRequest and provides the new employee with the general roles identified by the units per job title and/or classification.
  • BC coordinates the production and delivery of the new employee Gator 1 card, as needed.
  • BC notifies the Hiring Manager, new employee, and interested parties of the clearance and approval to begin work.
  • BC adds employee to myRequest customer base.
  • BC adds employee to Traveler’s list.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*Hiring Manager will be the primary contact for all matters not identified in the initial request and/or any ongoing set-up.

 

 

 

 

At least 2 weeks prior to HR Deadline for corresponding pay period of start date.

 

 

 

 

 

 

 

 

Completed by start date.

 

Consultants

  Service Notes Success Measures
1 Affiliation & Onboarding:

  • Hiring Project Manager (PM) will submit “HR Other” service request via myRequest and attach Consultant Demographic Form
  • BC meets with new consultant to complete paperwork and review important information, including:
    • Gator1 Card – Use, provisioning
    • Training – UF/UFIT Mandatory trainings
    • Parking – Where to park, how to obtain decal
  • BC creates affiliation in myUFL
  • BC coordinates background check with Core HRS, as needed.
  • BC coordinates identity creation with employee, Technology Support Services (TSS), and manager, as appropriate, including:
    • UF Identification Number (UFID)
    • GatorLink ID (GLID)
  • BC coordinates the creation of the initial security role request via myRequest
  • BC coordinates the creation of employee’s Project & Portfolio Management profile with the Project Management Office (PMO).
  • *BC initiates IT Provisioning service request with Technology Support Services (TSS).  This request will include:
    • Consultant First and Last Name (included in Description as well as the New Employee’s Name fields.)
    • Employee UFID
    • Consultant’s GatorLink Username
    • Consultant’s Start Date
    • User Needs:
      • Access to Shared Drives
      • Computer/Desktop Set-up
        • Order Necessary
        • Computer Type
        • Special Instructions
    • Consultant’s Role
    • Consultant’s Department
    • Consultant’s Physical Location
    • Consultant to Mimic, if applicable
  • BC coordinates the production and delivery of the Gator 1 card.
  • BC adds consultant to myRequest customer base.
  • BC notifies the PM, consultant, and interested parties of the clearance and approval to begin work.
 

 

 

 

 

 

 

 

 

 

 

 

 

*Hiring Manager will be the primary contact for all matters not identified in the initial request and/or any ongoing set-up.

 

 

 

 

 

 

 

1 day or less from time of information and documentation provided.

 

 

 

 

Completed by start date.

 

 

 

 

 

Internship Program

Enterprise Systems, Internship Program Lead:                    Robin Marrin

  Service Notes Success Measures
1 Selection Process:

  • Unit Internship Program Lead will coordinate interviews and candidate selection for interns.
   
2 Affiliation & Onboarding:

  • Internship Program Lead will submit “HR Other” service request via myRequest and attach Intern Demographic Form
  • BC meets with new intern to complete paperwork and review important information, including:
    • Gator1 Card – Use, provisioning
    • Training – UF/UFIT Mandatory trainings
    • Parking – Where to park, how to obtain decal
  • BC creates affiliation in myUFL
  • BC coordinates background check with Core HRS, as needed.
  • BC coordinates identity creation with employee, Technology Support Services (TSS), and manager, as appropriate, including:
    • UF Identification Number (UFID)
    • GatorLink ID (GLID)
  • BC coordinates the creation of the initial security role request via myRequest
  • BC initiates IT Provisioning service request with Technology Support Services (TSS), as needed.  This request will include:
    • Intern First and Last Name (included in Description as well as the New Employee’s Name fields.)
    • Intern’s UFID
    • Intern’s GatorLink Username
    • Intern’s Start Date
    • User Needs:
      • Email Account
      • Access to Shared Drives
      • Computer/Desktop Set-up
        • Order Necessary
        • Computer Type
        • Special Instructions
    • Intern’s Role
    • Intern’s Department
    • Intern’s Physical Location
    • Intern to Mimic, if applicable
  • BC coordinates the production and delivery of the Gator 1 card.
  • BC notifies the Internship Program Lead, intern, and interested parties of the clearance and approval to begin work.
 

 

 

 

 

 

 

 

 

1 day or less from time of information and documentation provided.

 

 

 

 

Completed by start date.