Postdoctoral Associates Recruitment and Hiring

1. Complete the “Hiring Form” and forward as scanned PDF document to com-recruitment-l@lists.ufl.edu  On the subject line of the email, please include the following: Department ID, “Postdoc”, Requisition number (if applicable), “recruit” and IF funding includes unrestricted and/or restricted sources, include “unrestricted” and/or “restricted”.

If you already have a candidate in mind and do not need to advertise the position, skip steps 1-9.

  • Requests for new or replacements funded 100% by restricted funds (Externally funded contract or grant, foundation, overhead, miscellaneous donors or Auxiliary funds) will be reviewed by the budget office for tracking purposes. The department will not be required to await an approval to proceed with posting the requisition in Careers at UF for these positions. However, the completed forms must be forwarded to the listserv before your requisition will receive level 1 approval.
  • All other positions (new or replacement positions funded either in full or part by unrestricted funds) must await approved Hiring Form prior to proceeding with advertisement
This is a reminder that all postdocs who are paid from a T32, T35, T90 or F32 grant award should be appointed as postdoctoral fellows, NOT postdoctoral associates.
Incorrect appointments can cause negative consequences to leave, benefits, income tax and FICA among other items.

2. Input the requisition # into Careers at UF to post the position and email the requisition number with the previously approved hiring form to com-recruitment-l@lists.ufl.edu.

3. Administrative Affairs will approve the requisition at level 1. *See note below

4. Hiring Authority appoints a search committee (optional) and provides a clear and precise charge to the committee. All recruitment notes are subject to Florida Public Records Law.

5. Post outside advertisements in two national publications (optional) – online or printed format. *See note below

Please note: Advertising requirements vary when hiring foreign nationals. Please contact the Administrative Affairs office if you anticipate this prospect prior to placing outside ads.

*Posting must include applicants to submit three letters of references via mail or electronic to the hiring department. In addition the following language should be included: “Final candidate will be required to provide official transcripts to the hiring department upon hire.  A transcript will not be considered “official” if a designation of “Issued to Student” is visible.  Degrees earned from an education institution outside of the United States are required to be evaluated by a professional credentialing service provider approval by National Association of Credential Evaluation Services (NACES), which can be found at http://naces.org/.”

6. Following the recruitment deadline, the Search Committee Members should review applications and make recommendations of applicants who warrant further consideration. All Search Committee meetings are subject to Florida Public Records Law and notice of such meetings must be posted. Committees are required to retain minutes of their meetings. Minutes should record dates, names of committee members and those present and topics discussed.

7. Schedule and hold interviews. Select final candidate.

8. Forward draft offer letter and copy of CV via email to COM-APPOFFERLETTERS-L@lists.ufl.edu for review prior to obtaining chair signature.  Please note that postdocs must be paid a minimum salary of $47,476 annually.

9. After receiving approval for the draft and obtaining chair signature, complete the following and forward as scanned PDF documents to com-recruitment-l@lists.ufl.edu On the subject line of the email, please include the following: Department ID, “postdoc”, Requisition number,  “hire” and IF funding includes unrestricted and/or restricted sources, include “unrestricted” and/or “restricted”.

10. If you have identified a candidate and do not need to advertise the position, forward a draft offer letter and copy of CV via email to COM-APPOFFERLETTERS-L@lists.ufl.edu for review prior to obtaining chair signature. Please note that postdocs must be paid a minimum salary of $47,476 annually.

11. After receiving approval for the draft and obtaining chair signature, complete the following and forward as scanned PDF documents to com-recruitment-l@lists.ufl.edu On the subject line of the email, please include the following: Department ID, “postdoc”, name of hire , “hire” and IF funding includes unrestricted sources, include “unrestricted”.

  • Hiring FormPlease input the candidate’s name in the “Name of Hire” field
  • Postdoc Letter of Offer Instructions or Letter of offer for J-1
  • If the final candidate is a foreign national on a visa, please indicate whether he/she will be requesting a Social Security number.
  • Print screen from the OIG exclusions database (http://exclusions.oig.hhs.gov/)
  • C.V. of Applicant selected
  • For those employees with clinical responsibilities, if the CV does not indicate the state in which they hold a clinical license, please obtain the information and include it in the body of your email.

The signed letter of offer will be returned to your department once approved.

12. Request your HR recruiter verify highest level education for final candidate if they are a US graduate. If they are a foreign graduate, the department should contact a National Association of Credential Evaluation Services member to verify the degree. NACES members can be found online at http://www.naces.org/ . Please note that for medical graduates who will receive a medical license, a copy of the degree confirmation from the FCVS packet will be acceptable.

13. Forward the letter of offer to your final candidate including the following documents for completion

  • For US Citizen or Permanent Resident click here for further instruction
  • For Foreign National click here for further instruction