Staff Search and Hire Process

  • Department/Unit completes the FACS Request to Fill a Position Form for Temporary and Staff Positions and obtains Department Head, Financial Director, and Dean’s signatures: (request to fill form)

    • Department completes form and submits to facshr@uga.edu OFHR will review and route for signatures in Docusign.

  • I. Department Appoints Search & Screening Committee

    Seek broad representation on the committee. The supervisor cannot chair or serve on the committee.

    II. Prepare Position Description

    • Requirement: Department uploads the signed Request to Fill a Position Form to the position description before it is submitted for review by FACS Human Resources in UGAJobs.
    • Recommendation: Departments can use the FACS Staff Position Description Template to gather all necessary information required by the UGAJobs system to create a position description.
    • Job Posting EEO/AA Tagline: The following language is automatically included in all staff job postings on the UGAJobs website: "The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University Human Resources (hrweb@uga.edu)."

    III. Position Description Tips

    • Minimum Qualifications are set by University Human Resources and cannot be edited.
    • Preferred Qualifications can be used to provide additional clarity or expectations of candidates at time of application.
    • Any experience listed as a qualification must be quantified (e.g., five years of office experience preferred).

    IV. Positions Requiring Furnishings or Renovation of Existing Space

    If the position will require furnishings or renovation of existing space, once the Request to Fill is approved, work with the Dean and FACS Facilities Manager to plan in advance for space needs.

    V. Department Initiates New or Evaluate Position Description in UGAJobs

    • The job cannot be posted until after the position description is approved.
    • An Evaluate Position Description is used to update the position description in UGAJobs when filling a current position.
    • UGAJobs Information & Resources provides links to workflow diagrams.

    VI. Department Initiates Posting in UGAJobs

    • Requirement: Departments must wait a minimum of 24 hours after the position description is approved to initiate the job posting. This timeframe allows the PeopleSoft position number to be generated and the information to feed from UGAJobs to OneUSG Connect Manager Self Service.
    • Requirement: All staff positions must be posted on the UGAJobs website for a minimum of five (5) business days before the hiring proposal is initiated
    • See UGAJobs Resource Manual for guidance.

    VII. Department Prepares and Places Outside Advertisements

    Departments can consider local universities (e.g., University of North Georgia, Athens Technical College) and relevant listservs.

    VIII. Acknowledgement of Search Committee Charge and Guidelines

    Search committee members will sign the Acknowledgement of Search Committee Charge and Guidelines to attest they will complete the mandatory recruitment training, maintain confidentiality, and follow equal opportunity guidelines throughout the application review and interview process.

    IX. Search Committee Screens Applicants

    The Search Committee screens applicants on the basis of the desired skills and abilities described in the job description.

    The Search Committee should use the FACS Staff Job Applicant Dispositions Worksheet while reviewing applications and determining who will be interviewed. The completed worksheet is required to be provided to the Department Office Manager during the hiring process (Section VI). 

    X. Search Committee Identifies a Pool of Candidates

     Search Committee identifies a pool of candidates based on applicants’ strengths and weaknesses.

    XI. Interview Applicants

     Search Committee plans interview schedule and develops questions to be asked of all candidates during interviews.

    XII. Check References

    Minimum of two search committee members together conduct telephone reference checks with individuals that wrote letters of reference. Other individuals are contacted only if the candidate approves contacting individuals beyond listed references.

    XIII. Approval to Offer Position

    The supervisor receives Department Head/Director's approval for salary. If applicable, supervisor receives Department Head/Director's approval for personal relocation/moving expenses and other terms of offer. After receiving the Department Head/Director's approval, supervisor collaborates with OFHR Human Resources Team regarding appropriate salary, start date, and any negotiations. 

  • I. Department Drafts Letter of Offer

    Use language consistent with the University Human Resources Staff Offer Letter Template .

    • Requirement: Positions paid from grants must include the following language in the offer letter: The continuation of employment is contingent on the availability of funds.
    • Requirement: Draft offer letters must be sent to the Office of Finance and Human Resources.

    II. Collect Signatures on Offer Letter

    All parties must approve and sign the offer letter before the applicant is moved to "Recommended for Hire" status in UGAJobs.

    • Letter of offer is signed by the supervisor and department head before it is provided to the candidate.

  • If visa sponsorship is required, supervisor must first notify OFHR Human Resources Team at facshr@uga.edu. Then, the sponsoring department must contact the Office of Global Engagement as soon as the job offer is accepted by the international employee. Average time is 2-3 months to handle sponsorship requests.

    More information available at: https://globalengagement.uga.edu/immigration/uga-departments/

  • I. Applicant Disposition in UGAJobs

    In UGAJobs, the department enters the reasons for not hiring any unsuccessful applicants. See instructions in the Managing Applicants Resource Manual.

    II. Move Candidate to Recommended for Hire

    The department moves the candidate to "Recommended for Hire" status in UGAJobs. Follow instructions in the Managing Applicants Resource Manual.

    III. Initiate Hiring Proposal in UGAJobs

    • Department initiates the hiring proposal in UGAJobs and uploads the signed offer letter.
    • Department uploads the approved Request for Salary Approval (RSA) Form to the hiring proposal, if applicable.
    • Department submits the hiring proposal in UGAJobs to the OFHR Human Resources Team.

    IV. Background Investigation

    • Department checks with the candidate to ensure they have completed the electronic Background Investigation Consent Form.
    • After the hiring proposal reaches the University HR level in UGAJobs, the candidate will receive an email from the UGA background check vendor, Accurate, to complete the online Background Investigation Consent Form.

    • A Background Investigation will be completed by University HR as part of the Hiring Proposal approval process. It must be completed prior to public announcement of the new staff hire and prior to the hire date.

    V. Department Removes Job Advertisements Outside of UGAJobs

    After the background check has been approved, the department will remove the job posting from outlets outside of UGAJobs, such as the FACS website.

  • I. Hiring Proposal Receives Approval

    The department receives an automatic notification from University Human Resources when the hire is fully approved. The employee cannot begin work until the hiring proposal status shows "All Approvals Obtained."

    II. UGA Enterprise Information Technology Services (EITS) Generates 810/811 Number and MyID for New Employee

    After the hiring proposal is approved, the new employee’s 810/811 number and MyID will be generated by UGA Enterprise Information Technology Services (EITS) in the Identity Management System (IDM), typically within three business days. This process occurs between EITS and University Human Resources; no action is required from the college.

    III. New Hire Onboarding Requirements

    • All newly hired staff must complete required paperwork in the UGA onboarding/orientation system, including the I-9.
    • FACS Human Resources will arrange and conduct an onboarding meeting with the new staff employee after the employee completes the virtual Staff Orientation.

    IV. FACS New Staff Employee Checklist

    FACS New Staff Employee Checklist must be completed within the first 30 days of employment.

    Once completed, the checklist must be signed by both the supervisor and the employee. The signed checklist should be sent to FACS Human Resources for inclusion in the employee’s personnel file.

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