Checklists, Forms, and Instruction Guides

UFCD Checklists

The checklists should be used as a coversheet and guide while completing new hires and transfers.  Links to each form, as well as who is responsible for completing each form, can be found on each checklist.  Once completed, the checklist and new/transfer hire paperwork should be submitted to the Dean’s office, D4-15.

• TEAMS Exempt[80K]
• TEAMS Non-Exempt[79K]
• OPS Staff[74K]
• Student Assistant[72K]
• Graduate Assistant[59K]
• Salaried Faculty[77K]
• Courtesy Faculty[57K]
• OPS Faculty[69K]
• Post Doctoral Associate[62K]
• Post Doctoral Fellowship[60K]
• UFCD Volunteer Checklist[53K]
• UFCD Employee Exit Checklist[63K]

UFCD Forms

• Request to Fill an OPS or Student Assistant Position[40K]

Instruction Guides for GatorJobs

• Post a Faculty Position[40K]
• Post a TEAMS Position[40K]
• Post OPS and Student Positions[32K]
• Invite Search Committee Members and Interviewers as Guest Users to review applications[28K]
• Review Applications as a Guest User[24K]
• Review Applications, Interview Candidates, and Make Job Offer[34K]
• Complete Faculty Compliance Report

Job Actions and Position Actions

Establish a new position

• Obtain appropriate written approval through your department chair and dean’s office
• Use the instruction guide to Add a Position and initiate workflow
• Send the current and proposed organizational charts to the College’s Human Resource (CHR) office, D4-14

Department ID change

• Use the instruction guide for OPS employees and filled or vacant Faculty, TEAMS, and USPS positions
• Note that changing a Department ID for a filled position and OPS employee will require entry of a new payroll distribution record

Change FTE

• Instruction guide for Faculty, TEAMS/USPS positions
• Instruction guide for OPS, Student/Graduate Assistants

Update a position description for vacant or filled position

• Follow the instruction guide to Update a Position and initiate workflow

Request a position reclassification

Paperwork required:

• A position description update is entered in PeopleSoft, pages 1-2 of the instruction guide
• Send the current and proposed organizational charts to the CHR office, D4-14
• Justification letter for pay increase (if applicable)
• If the position is filled and a pay increase is requested, an ePAF is entered once the position description update is approved in PeopleSoft by the Classification and Compensation Office, pages 2-3 of the instruction guide

Request a SPI

Paperwork required: 

• A position description update is drafted with all changes listed in red ink and submitted to the CHR office, D4-14, with all required paperwork listed below
• Follow the instruction guide to Update a Position and initiate workflow
• Current and proposed (if applicable) organizational charts to the CHR office
• SPI form with appropriate signatures to the CHR office
• Justification letter for pay increase (if applicable)
• This request must be approved by the employee’s supervisor, Department Chair, Dean, Senior VP of Health Affairs and VP of the Office of Human Resource Services
• Once approved at all levels, an ePAF formis entered by the dean’s office, effective the date the vice president approves the SPI form

Leave of Absence

• Follow this instruction guide to place employees on a leave of absence and to return them from a leave of absence

Enter a Termination or Retirement

• Follow this instruction guide to process an employee’s termination or retirement

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