Faculty Appointments

General Guidelines

After a search committee conducts a recruitment process, faculty appointments are recommended by the department chair or unit administrator to the appropriate dean or director. Deans and directors are delegated the presidential power of appointment for positions at the professor or equivalent and lesser ranks.

In IFAS and the Health Science Center, the senior vice-president retains the power of appointment. For E&G units, the senior vice president/provost retains the power of appointment.

If you need more information regarding Academic Affairs, Regulations, and/or faculty appointments, please visit the Policy Hub.

Requirements for New Hires

When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.

ePAF approval may be delayed due to:

• Letter of Offer
• Background Check
• I-9 Documentation
• Official transcripts confirming degree
  • Degree equivalency will be required if terminal degree was awarded from an institution outside of the U.S.
• Employment of Relatives Petition (if applicable)
  • Required if a new employee is related to or living in the same household as a current employee in the same college/unit

Additional Information on Degree Equivalencies (if applicable)

Academic Credential Evaluation (ACE) is obtained from an organization which evaluates that the foreign education of a degree abroad is equivalent to the education of a U.S. degree.  If the candidate has a degree received from an international institution, a degree equivalency, or ACE, is required.  International institutions are defined as any educational establishment located outside the United States, regardless of whether the accrediting agency is based within the United States. Institutions located in Puerto Rico are classified as domestic.

USCIS (United States Citizenship and Immigration Services) requires a copy of an official ACE equivalency for degree(s) awarded outside the U.S.

Departments should verify if the employee secured degree(s) in the U.S. or not. If the qualifying degree(s) was not earned within the U.S., the department should advise the employee that they will need to secure the ACE and provide a list to the employee of NACES Evaluation Agencies.

The following companies are recommended by the immigration attorney:

• FIS (Foundation for International Services, Inc.)
• Josef Silny & Associates, Inc.

Note: Any credentials not originally in English will also require official translations (employee’s personal translations are not permissible).

2023 – 2024

2024 – 2025

Appointment letters inform new faculty members of what is expected of them in terms of teaching (including extension work), research (other creative activities), service, as well as any other specific requirements and/or other duties involved. This includes the need for quality scholarly activities in order to earn tenure and promotion. The letter should be followed with assignments that will promote productivity in the areas needed to earn tenure and promotion, particularly in the case of the assignment of junior faculty.

Appointment Letter Requirements for New Faculty:

• FTE (Full-Time Equivalent)
• Effective Date
• Annual Salary
• Position Number
• Classification Title
• E-Verify Statement
• Benefits & Retirement Verbiage
• Conditions of Appointment (UF Regulations)
• Tenure Statement (Tenure accruing/Non-Tenure accruing)

For more information and templates please review Appointment Letter Library.

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New ePAF
• Select the link titled Hire an Employeeand enter the necessary information for the ePAF
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide
• Select the appropriate salary plan based on the appointment length
  • FA09- 09-month; 19.5 pay periods
  • FA10- 10-month; 21.8 pay periods
  • FA12- 12-month; 26.1 pay periods
  • FASU- Summer appointment; pay periods vary by summer term (see Payroll Schedule)

Common Employment Changes:

• FTE- Change in FTE
• PAY- Change in salary
• CJO- Change in job title/salary plan

Employment changes such as the above require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.

Voluntary FTE Change Request Form (If applicable)
Changes in FTE for faculty appointments must be submitted for approval through the appropriate administrative channels and approved by the Associate Provost for Academic and Faculty Affairs prior to any FTE change. Changes to FTE may impact benefits, retirement contributions, and other benefits (see instructions on the form above).

If the appointment is terminating, the correct reason codes must be used on the termination ePAF.

The most common reason codes for Faculty salary plans are:

• RES- Resignation
  • The employee must submit a letter stating their last day of employment and that they are resigning
• RET- Retirement
  • The employee must submit a letter stating their last day of employment and that they are retiring
• REM- Retirement with Emeritus
  • Letter of approval from the Provost is required; may be granted after their date of departure
  • Email ufhr-employment@ufl.edu to request an update to Emeritus status. Our office will update Job Data, Faculty Data, and add an Emeritus affiliation in Person Hub

The Exit Checklist – Separation should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.

When transferring Faculty to another appointment, the best practice is to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).

• The use of the “leaving another job” box is important if there is no break in service
  • Contact their current department to communicate the transition before transferring their record over
• The Exit Checklist – Transfer should be completed for employees who are transferring to another unit. It is also encouraged to have the employee complete an Exit Survey.

HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.

The Decision Tree can be used when determining if the appointment should be transferred or terminated.

General Guidelines

Adjunct faculty (OF) are types of faculty positions that are paid by non-state funds. These positions are always non-tenure accruing positions and they are temporary or short (one term at a time).

If you need more information regarding Academic Affairs, Regulations, and/or faculty appointments, please visit the Policy Hub.

Requirements for New Hires

When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.

ePAF approval may be delayed due to:

• Letter of Offer
• Background Check
• I-9 Documentation
• Employment of Relatives Petition (if applicable)
  • Required if a new employee is related to or living in the same household as a current employee in the same college/unit
• Transcripts Confirming Degree
  • Degree equivalency will be required if terminal degree was awarded from an institution outside of the U.S., regardless of whether the accrediting agency is based within the United States.

Additional Information on Degree Equivalencies (if applicable)

Academic Credential Evaluation (ACE) is obtained from an organization which evaluates that the foreign education of a degree abroad is equivalent to the education of a U.S. degree.  If the candidate has a degree received from an international institution, a degree equivalency, or ACE, is required.  International institutions are defined as any educational establishment located outside the United States, regardless of whether the accrediting agency is based within the United States. Institutions located in Puerto Rico are classified as domestic.

USCIS (United States Citizenship and Immigration Services) requires a copy of an official ACE equivalency for degree(s) awarded outside the U.S.

Departments should verify if the employee secured degree(s) in the U.S. or not. If the qualifying degree(s) was not earned within the U.S., the department should advise the employee that they will need to secure the ACE and provide a list to the employee of NACES Evaluation Agencies.

The following companies are recommended by the immigration attorney:

• FIS (Foundation for International Services, Inc.)
• Josef Silny & Associates, Inc.

Note: Any credentials not originally in English will also require official translations (employee’s personal translations are not permissible).

2023 – 2024

2024 – 2025

Creating the ePAF:

• In myUFL, navigate to: Departmental Administration > ePAF Home Page > Start a New ePAF
• Select the link titled Hire an Employee and enter the necessary information for the ePAF
• Upload all the appropriate hiring documentation to the ePAF
  • For information on how to upload documents view OnBase Instruction Guide
• Select the appropriate salary plan based on the appointment length
  • OF09- 09-month; 19.5 pay periods
  • OF12- 12-month; 26.1 pay periods
  • OFSU- Summer appointment; pay periods vary by summer term (see Payroll Schedule)

Common Employment Changes:

• FTE- Change in FTE
• PAY- Change in salary
• CJO- Change in job title/salary plan

Employment changes such as the above require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.

If the appointment is terminating, the correct reason codes must be used on the termination ePAF.
The most common reason codes for Adjunct salary plans are:

• ETJ- End of Temporary Job
  • Use this code when the appointee has reached an end on their program; the end date of their program should be provided on their offer letter
• RES- Resignation
  • The employee must submit a letter stating their last day of employment and that they are resigning

If the termination is for other reasons besides the end of their program, leave a comment on the ePAF explaining the reason for the termination.

The Exit Checklist – Separation should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.

When transferring an Adjunct to another appointment, the best practice is to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).

• The use of the “leaving another job” box is important if there is no break in service
  • Contact their current department to communicate the transition before transferring their record over
• The Exit Checklist – Transfer should be completed for employees who are transferring to another unit. It is also encouraged to have the employee complete an Exit Survey.

HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.

The Decision Tree can be used when determining if the appointment should be transferred or terminated.