Workflow for Extension Agent Positions 2008
1. Position Opens
2. DED submits the position description to Dr. Ferrer and requests posting of position.
Dr. Ferrer approves position and sends an email to Donna, Liz and Melanie.
a. Melanie provides position number to Liz & Donna and updates Org. Development screen.
b. Liz prepares the Exemption Request and obtains signatures from Dr. Ferrer and Dr. Arrington and forwards to Donna. Donna obtains signature from Dr. Cheek and approval from budget, then forwards to Kyle Cavanaugh’s office for approval.
3. (Posting can not be initiated until exemption form is approved)
State/Split positions: Donna Posts to Gator Jobs for 14 day minimum posting unless otherwise noted. Position will usually appear within 3 days of being submitted to GatorJobs. Once position shows on GatorJobs it will be added to the IFAS Personnel website. Secure website will include a Guest User Link and password to GatorJobs so applicants can be previewed.
Courtesy positions: Donna Posts to the IFAS Personnel website.
Positions will be posted to the secure website.
4. State/Split positions: Applicants complete online application at GatorJobs and attach their cover letter & resume.
Courtesy positions: Applicants complete the extension application on IFAS Personnel website and submit to Donna by mail, fax or email.
For both application processes, unofficial transcripts and completed reference forms must be sent directly to IFAS HR by the applicant or reference provider. Official transcripts must be on file prior to hiring.
** NOTE ** When the position is posted to the IFAS Personnel website, the applicants may click on “apply” and will be directed to the appropriate directions to apply for the position.
5. Job closes. Applicant materials are posted to the secure website and complete applicants are sent for screening. As screening results are posted to the secure site, they will be color coded. DED will be notified that screening is complete and which candidates are recommended for interview.
a. GREEN for Highly Recommend or Recommend
b. YELLOW for Recommend with Reservations
c. RED for do not recommend
6. ** NEW STEP** THIS STEP HAS BEEN MANDATED BY THE EQUAL EMPLOYMENT OFFICE.
Prior to inviting candidates for interview, a Viable Outreach Report must be completed and submitted to Donna. This report must be submitted for next level signature. You may not invite candidates until you receive an email from Donna notifying you that the report has been signed. The Viable Outreach Report will be as "templated" as possible, and, will be kept on file in the HR office.
7. Candidates are interviewed. Selected candidate(s) are approved by Dr. Ferrer prior to being forwarded to county for approval.
If a selection is not made, DED must revert to step 2. Positions will not be extended or reposted without approval from Dr. Ferrer. If a selection is made, proceed to step 8.
8. Verbal offer is made. If accepted, draft Offer Letter is submitted to County Operations. County Operations will review, verify that original transcripts and references are on file and that candidate is eligible for hire and will notify DED.
9. Final Offer Letter is issued.
10. DED office notifies County Operations that offer has been accepted.
Equity Compliance Report information sheet and interview rating forms are sent to Donna to prepare Electronic Equity Compliance Report.
The hiring packet is sent directly from DED office to Melanie. Donna will provide transcripts, references and exemption request to Melanie to include in packet submitted to Harriett.