Researcher and Research Support Screening

View this process as a flowchart

Step 1: Job Requisition and Posting

• The hiring department initiates and submits a job requisition in PageUp.
• Core HR reviews and approves the requisition or posting.

Step 2: Candidate Application and Selection

• Candidates apply to the posted position.
• The hiring department reviews applications, assesses candidates, and identifies a finalist.

Step 3: Clearance Request for Researcher Hire

• Once a finalist is identified, the department updates their status to Request Clearance for Researcher Hire in PageUp.
• This triggers an email to the candidate with instructions for completing the Research Screening Questionnaire.

Step 4: Candidate Completes the Research Screening Questionnaire

• The finalist completes and submits the questionnaire.
• Once submitted, their status automatically updates to “Researcher Hire Under Core HR Review.”

Step 5: Review and Determination

• Core HR reviews the submitted questionnaire.
• If necessary, the form is forwarded for foreign influence screening by UF Research Integrity, Security, and Compliance (RISC).

Step 6: Clearance for Offer

• Final determination is made by Talent Acquisition & Onboarding (TAO) or RISC.
• If the candidate passes the review, their status is updated to “Clear for Offer – Researcher/Research Support.”

Step 7: Extending the Offer

• Once cleared, the hiring department may extend the offer to the finalist and proceed with the hiring process.

View this process as a flowchart

Step 1: Job Requisition and Posting

• The hiring department initiates and submits a job requisition in PageUp.
• Core HR reviews and approves the requisition or posting.

Step 2: Candidate Application and Selection

• Candidates apply to the posted position.
• The hiring department reviews applications, assesses candidates, and identifies a finalist.

Step 3: Clearance Request for Researcher Hire

• Once a finalist is identified, the department updates their status to Request Clearance for Researcher Hire in PageUp.
• This triggers an email to the candidate with instructions for completing the Research Screening Questionnaire.

Step 4: Candidate Completes the Research Screening Questionnaire

• The finalist completes and submits the questionnaire.
• Once submitted, their status automatically updates to “Researcher Hire Under Core HR Review.”

Step 5: Review and Determination

• Core HR reviews the submitted questionnaire.
• If necessary, the form is forwarded for foreign influence screening by UF Research Integrity, Security, and Compliance (RISC).

Step 6: Clearance for Offer

• Talent Acquisition & Onboarding (TA&O) conducts the final clearance and updates the applicant’s status to “Clear for Offer.”

Step 7: Extending the Offer

• Once cleared, the hiring department may extend the offer to the finalist and proceed with the hiring process.

1. The final candidate is identified for a researcher or research support role.
2. The hiring department updates the applicant status to Request Clearance for Researcher Hire.
3. This status change triggers an email to the candidate with instructions to complete the Research Screening Form.
4. Upon submission, the candidate’s status updates to Researcher Hire Under Core HR Review.
5. UFHR reviews the form and forwards it to RISC if necessary.
6. If approved:
   • Faculty & OPS Positions: Status updates to Clear for Offer – Research/Research Support – UFHR use only.
   • TEAMS & CARE Positions: UFHR completes the clearance for offer process.

If hiring outside of Careers at UF, follow the appropriate guidelines:

• Direct Hires
• Courtesy Appointments

Provide

• Candidate’s position title
• College/unit
• Department
• Departmental HR contact

Follow-up recommendation: The hiring department should follow up with the candidate 3-5 days after sending the email if no response is received.

Ensuring Compliance with UF Graduate Assistant Screening Requirements

Beginning September 14, 2026, all Graduate Assistant (GA) appointments will undergo a screening process to comply with Florida Statute 1010.35 and University of Florida requirements. The process applies to all GA appointment types and includes additional review for research-related positions when required.

Why This Matters

The University must screen research and research support positions before offer and access to research data and materials. Graduate Assistants involved in research activities are subject to additional review requirements designed to identify potential compliance concerns and ensure appropriate oversight.

Screening Process Overview

Step 1: The College or Department Administrator or Designee will Collect and review for completion the application package that includes:

Application Packet

• Program and Graduate School application materials
• Full CV/Resume to include
  • Education history since high school / secondary school
  • Employment history since high school / secondary school
  • Publications and affiliations
  • Awards, Scholarships, or other funding
• Manager certification regarding material employment or education gaps

Step 2: Countries of Concern Review

Additional review is required if an applicant:

• Attended a university located in a Country of Concern
• Worked for an employer based in a Country of Concern since age 18
• Maintains ongoing affiliations, scholarships, or awards from a Country of Concern entity

Countries of Concern

• China (including Hong Kong and Macau)
• Russia
• Iran
• North Korea
• Cuba
• Venezuela
• Syria

If it is found that there is no affiliation with a country of concern, please skip to Step 4.

Step 3: RISC Review (If required)

When a CoC indicator is identified, the department submits:

• GA basic information
• Reason for submission
• Resume/CV
• Appointment letter

through an online GA RISC Review Portal.

Step 4: Hiring Decision

A Unit GA Review Certification form (link here?) is now required for all Graduate Assistant hire ePAFs. This form certifies that the unit has completed their review of the GA’s application materials and either determined that there is no affiliation upon initial review and/or approval was obtained from RISC after further review. The unit does not need to attach the approval from RISC as part of the hire, only the certification form.

Please note that failure to include the certification form will create a delay in the hire process.

Frequently Asked Questions

What is included in the application packet?

• Program application materials
• Graduate School requirements
• Full CV/Resume
• Hiring manager certification regarding employment and education gaps

What is considered a material employment gap?

The regulation does not define this specifically. Generally, a gap is material if undisclosed activity would affect the hiring decision.

How long should the gap be before review?

Typically, breaks in employment or education of 30 days or more should be reviewed.

How long is an approval valid?

If the appointment occurs within six months of RISC approval, the approval remains effective for the duration of employment.

Do summer (short work) breaks or appointment type changes require a new review?

No.

Does a work location change require another review?

No.

For ePAF questions Contact Employment Operations and Records (EOR)

📧 ufhr-employment@ufl.edu
📞(352) 273-1079

For Research questions Contact Research Integrity, Security & Compliance (RISC)

🌐 https://research.ufl.edu/compliance
📧 international@research.ufl.edu
📞 352-273-9174

Request Clearance for Researcher Hire: This status is used for the final candidate, and it triggers an email to the candidate to complete the research screening form.

Researcher Hire Under Core HR Review: After the candidate submits the form, their status updates, and Core HR is notified.

Under RISC Review: UF HR reviews the form and sends it to RISC for further review.

Clear for offer – Research/Research Support – UFHR use only: For Faculty or OPS positions, this status allows moving forward with the hiring process.

The DS-160, or Online Nonimmigrant Visa Application, is required for certain candidates.

Research encompasses systematic study, application, or reporting aimed at furthering knowledge or practical developments. It includes training and use of research outcomes.

No, reclassifications or updates to position descriptions do not trigger the screening process.

No, informal market research for daily operations does not classify an applicant as such.

Yes, it can still trigger the screening process, not limited to peer-review or publication.

Yes, extensions may include such positions.

No, only the applicant’s duties are considered for screening, not their supervisor’s.

Route them through the International Scholars and International Visitors Portal for UF RISC review.

They are not included in the screening process unless moving to positions that require it.

They are not included in the screening process.

Employed faculty members are not included in the screening process.

Yes, the screening process is determined by the specific position rather than the individual candidate. Any candidate transitioning into a researcher or research support role will be required to undergo screening, regardless of any prior screenings.