A and P Hire Guide

Contact: Seresa Cruz             or       Contact: Hollesha Foster
Email: Seresa.Cruz@ucf.edu               Email: Hollesha.Foster@ucf.edu
Phone: (407) 823-0363                       Phone: (407) 823-0815

Last Update: May 1, 2015

COS Procedures for Establishing New A&P Positions
COS Procedures for Filling Vacant A&P Positions

COS Procedures for Establishing New A&P Positions

Determine the appropriate A&P title. Complete list available on HR Compensation’s website.

Employee Classification	List of titles / Job Codes	UCF Specification (general job description)	Salary
A & P	AP-Classification-Titles-and-Specifications-non-IT[1]		Not Published
A & P (IT)	IT Job Codes and Titles[1]	A&P IT Classifications	Not Published

College Approval
- Fill out the Position Number Request Form found in the “COS HR_Resource_Workbook” and submit with the appropriate supporting hire documents (ex/ Position Description) to COS Administrative Services at cosadmin@ucf.edu
- HR Compensation must approve the ePAF before the request is implemented. As you know, HR Compensation reserves the right to change or deny the request.
- Once a position number has been assigned, you will be notified via email.
Posting Your Certified Interviewer posts the position on PeopleAdmin (also known as JobswithUCF) On-Line Recruitment Web site (user manual is available in the downloads section) and submits on-line to the Hiring Manager (noted above). Please post at the position’s base salary rate which is noted in the Position Number Request approval email. The Hiring Manager will review the request for accuracy and submit it to HR Recruitment for posting.
Things to Remember:
- Must be posted for a week at minimum
- Open Date is always Friday
- Close Date is always Thursday
- Do not add e-mail addresses to the section listed as “Email Addresses of Guest User Recipients”. An automated e-mail is generated, stating to contact the Dean’s Office. We ask that you give out the guest user credentials at your discretion.
Hiring. After the materials are released proceed as follows.
- Review applications on-line, selecting appropriate reasons for non-selection
- Interview at least three applicants (at least two current A&P if two or more apply; and all who meet Veteran’s Preferences).
  - Ask any who have completed college credit to bring original transcripts (unless highest degree claimed is from UCF) to the interview, and also request recent employee evaluations (see Note 1).
  - Obtain signatures on the applications at the interviews
  - After selecting the candidate, complete the hiring proposal online and submit it to the Hiring Manager for review. At this time, the Hiring Unit can note a higher salary then base. However, we ask that you include a justification with theA&P Hiring Packet Checklist[1] and explain how the department plans to cover the higher dollar amount.
  - Be sure to transition BOTH portions of the online hiring packet
  - You must transition the job posting to Hiring Manager for review
  - You must transition the hiring proposal to Hiring Manager for review
  - Submit the A&P Hiring Packet Checklist[1] electronically to COS Administrative Services at cosadmin@ucf.edu.
    - NOTE: A&P candidates who claim college credits on their application (not from UCF) are required to submit original official transcripts (within 30 days for domestic hires and 90 days for international hires). Those can be submitted directly to HR Recruitment.
    - Once Employment approves the candidate for hire, COSHR will send out the Offer Letter to the candidate. If the candidate accepts, they are directed to the hiring unit to complete their Payroll Sign-In, and to submit their signed Position Description (attached to Offer Letter) to the HR Liaison.
    - Once Payroll Sign-In has been completed, please submit an electronic Personnel Action Form (ePAF).
    - Please submit the completed Position Description to COS Administrative Services, so that we may submit it promptly to HR.

NOTE 1: If your selected candidate is a current UCF employee, COS requires that you obtain recent employee evaluations and submit them as part of the hiring package. This is encouraged for non-UCF applicants as well.
Employment. Refer to the Human Resources web site for A&P Procedures and orientation information. Have the employee sign the Position Description, and send a copy to the college Hiring Manager.

COS Procedures for Filling Vacant A&P Positions

College Approval
- Submit the Position Number Request Form, the incumbent’s resignation letter, and an up-to-date, complete, and accurate Position Description form to COS Administrative Services at cosadmin@ucf.edu. Be sure to include the position’s current duties accurately and completely. Ms. Seresa Cruz will review the request and will seek approval from the dean. If approval is granted you will be notified via email.
- Salary: The replacement position’s salary starts at “base” which is determined through a Preliminary Analysis.
Posting
- Your Certified Interviewer posts the position on PeopleAdmin (also known as JobswithUCF) On-Line Recruitment Web site (user manual is available in the downloads section) and submits on-line to the Hiring Manager (noted above). Please post at the position’s base salary rate which is noted in the Position Number Request approval email. The Hiring Manager will review the request for accuracy and submit it to HR Recruitment for posting.
Things to Remember:
1. Must be posted for a week at minimum
2. Open Date is always Friday
3. Close Date is always Thursday
4. Do not add e-mail addresses to the section listed as “Email Addresses of Guest User Recipients”. An automated e-mail is generated, stating to contact the Dean’s Office. We ask that you give out the guest user credentials at your discretion.
5. For Replacement hires, please attach a copy of the ePAF or Resignation Letter.
Hiring
- After the materials are released proceed as follows.
  1. Review applications on-line, selecting appropriate reasons for non-selection.
  2. Interview at least three applicants (at least two current A&P if two or more apply; and all who meet Veteran’s Preferences).
  3. Ask any who have completed college credit to bring original transcripts (unless highest degree claimed is from UCF) to the interview, and also request recent employee evaluations (see Note 1).
  4. Obtain signatures on the applications at the interviews.
  5. After selecting the candidate, complete the hiring proposal online and submit it to the Hiring Manager for review. At this time, the Hiring Unit can note a higher salary then base. However, we ask that you include a justification with the A&P Hiring Packet Checklist[1] and explain how the department plans to cover the higher dollar amount.
  6. Be sure to transition BOTH portions of the online hiring packet
  - You must transition the job posting to Hiring Manager for review
  - You must transition the hiring proposal to Hiring Manager for review
- 7. Submit the A&P Hiring Packet Checklist[1] electronically to COS Administrative Services at cosadmin@ucf.edu.
- NOTE: A&P candidates who claim college credits on their application (not from UCF) are required to submit original official transcripts (within 30 days for domestic hires and 90 days for international hires). Those can be submitted directly to HR Recruitment.
  8. Once Employment approves the candidate for hire, COSHR will send out the Offer Letter to the candidate. If the candidate accepts, they are directed to the hiring unit to complete their Payroll Sign-In, and to submit their signed Position Description (attached to Offer Letter) to the HR Liaison.
  9. Once Payroll Sign-In has been completed, please submit an electronic Personnel Action Form (ePAF).
  10. Please submit the completed Position Description to COS Administrative Services, so that we may submit it promptly to HR.

Employment. Refer to the Human Resources web site for A&P Procedures and orientation information. Have the employee sign the Position Description, and send a copy to the college Hiring Manager.