No. According to FIU policy, a selected candidate may not begin their employment with FIU without successful completion of the required level background check and clearance from Human Resources.

The student candidate must be enrolled at FIU at least part-time six (6) credits undergraduate or three (3) credits graduate.

The 20 hour limit for student employees is a directive from the Office of the Provost. The rationale is that the student’s primary focus should be on their academic role. This also allows them to be exempt from Social Security and Medicare tax while being a student employee.

Yes. During the semester breaks (winter break, spring break, and summer break) students can work a maximum of 30 hours a week.

Yes. A separate in-person or webinar for FWS Employment and Student Employment is provided annually in the second week of July. Email communications are sent out to HR Liaisons and hiring managers on our email listserv at least three weeks in advance. The webinars are also posted on the HR site under hiring FWS employees.

FWS posting rates of pay are assigned by TAM-HR based on specific responsibilities and qualifications stipulated in the job description as aligned with the federal student aid requirements.

If the activity number is not populated, it may need to be activated by Financial Aid. The department must email Adelfa Ukenye, Assistant Director Financial Aid, and request the number be activated.

Before submitting the FWS Hire form, the preparer must ensure that the current academic year is populating on the top right-hand corner of the form.

Yes, if it is not for the same job as the FWS position in the same department, and if the total hours between the jobs do not exceed 20 hours a week.

If the student is performing the same job functions on the student employee record during breaks from the FWS record, the rate of pay MUST be the same for both.

A Spring Hiring Toolkit with steps required to onboard your spring candidate is available and can be found on the HR site to assist departments when hiring FWS employees.

An email communication from Financial Aid with a FWS summer spreadsheet to express interest to rehire or hire is disseminated every Spring along with a Summer Hiring Toolkit. The toolkit details the steps required to onboard your summer candidate is posted on the HR site to assist departments when hiring FWS employees.

No. They must be terminated effective immediately. If your Budget Manager approves to hire them on a Temporary Appointment, then you must advertise the position and start the Hiring Temporary Employee recruitment process. They will be subject to clear a level I or II background check (if applicable). Their one-year employment clock will also begin.

No. An international student who has not been issued a SSN may not begin working until they received a SSN and have card in hand, but may apply to any student assistant posting on the Careers site. If selected as a finalist, it is the responsibility of the student to immediately initiate the process for securing a SSN with the hiring department and International Student & Scholar Services (ISSS) Office.

The student candidate must be enrolled at FIU at least part-time six (6) credits undergraduate or three (3) credits graduate.

The 20 hour limit for student employees is a directive from the Office of the Provost. The rationale is that the student’s primary focus should be on their academic role. This also allows them to be exempt from Social Security and Medicare tax while being a student employee.

Yes. During the semester breaks (winter break, spring break, and summer break) students can work a maximum of 30 hours a week. The system, however, must continue to reflect only the maximum of 20 hours a week for all total jobs on FIU payroll.

No. Upon graduation, student employment ends and they must be terminated effective the end of an upcoming pay period. If your Budget Manager approves to hire them on a Temporary Appointment, then you must advertise the position and start the Hiring Temporary Employee recruitment process. There is no guarantee of no gap in employment and they will be subject to clear a level I or II background check (if applicable). Their one-year employment clock will also begin.

No. An international student who has not been issued a SSN cannot receive an official job offer to start working until they receive a SSN and have card in hand, but can apply to any student employee posting on the Careers site for consideration. If selected as a finalist, it is the responsibility of the student to immediately initiate the process for securing a SSN with the hiring department and International Student & Scholar Services (ISSS) Office.

Employees in exempt positions do not receive overtime pay no matter how many hours they work in a workweek. Since they do not receive overtime pay, there is no need for them to keep records of the specific hours they work.

Employees who work in non-exempt positions are not exempt from the overtime pay requirements of the Fair Labor Standards Act (FLSA). They keep records of the specific times they work so that they are paid overtime when they work more than 40 hours in a workweek. Overtime is paid at 1.5 times the employee’s hourly rate.

Very specific criteria must be met for a position to be designated as exempt. If the criteria, or tests, cannot be met then the position is non-exempt. Here are some of the main criteria or tests:

• If the position is teaching or conducting research in chosen field of study, the position is exempt. This applies to adjuncts and teaching/research assistants.
• If the position has a total salary of not less than $684 per week the position may be exempt; however, additional criteria must be met.
• If the salary requirement is met, there are a variety of other criteria that may dictate whether a position is exempt or non-exempt.

Please contact our Compensation Administration department at cmpadmin@fiu.edu for detailed information.

Yes. All non-exempt employees will receive access to a timesheet in the PantherSoft HR system to report hours worked daily. After their sign-on packet has been processed, the HR Liaison and Supervisor will receive the onboarding email with the new employee log in information, subject: “FIU MyAccounts HR On-Boarding Automated Notification Program” from the Division of Information Technology.

As a non-exempt employee, the employee would enter their start time and end time for each day worked. If an employee on a temporary appointment works through their lunch period, the manager must adjust their time.

Supervisors must approve employee time by 2:00 p.m. the Monday after the payroll closing week via PantherSoft HR. The payroll deadlines can be accessed via the HR calendar.
Since exempt employees are paid on a bi-weekly basis, they are not required to interact with a timesheet in the PantherSoft HR system.

Yes. A department can hire someone who is between the age of 14 and 17, however all employees intending to work directly with the minor are required to complete and clear a Level II background (criminal background check + fingerprinting) prior to the minor being able to start working.

Yes. A new hire who is a minor will complete the same new employee sign-on packet. However, there are certain forms in the packet that will need to be signed by their parent or legal guardian. The parent or legal guardian should come in person with the new hire to complete and submit this paperwork to HR.

2 weeks.

This is something that should be discussed with your recruiter during the consultation call.

Once the job is posted, the recruiter will send you an email with details discussed during consultation, and Job ID.

The compensation department representative will be scheduling a meeting with you, themselves and the recruiter, known as a consultation.

The department can interview as many applicants as they would like (Minimum 3 applicants per pool).

Please contact the Compensation team and or submit an ePRF. Must select “Post upon Approval”.

Meeting with Compensation, Recruiter, Hiring Manager and HR Liaisons to discuss needs for role in order to recruit effectively.

1. Myhr.fiu.edu, PantherSoft (PSHR)
2. Main Menu
3. Select Recruiting
4. Select Browse Job Openings or Search Job Openings
5. Click on Posting link

Please contact your recruiter to make any changes to the applicants’ status.

Please contact the Compensation team and submit an ePRF.

Please email your recruiter to cancel a job opening.

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans’ Preference guidelines when filling staff positions. Veterans’ Preference must be requested during the application process. Any applicant claiming Veterans’ Preference will be required to attach a DD214 with each application submitted for verification and meet the minimum requirements for the position.
Hiring departments must interview applicants claiming Veterans’ Preference provided that the applicant has not previously exercised their Veterans’ Preference status.

A Veteran Memo must be submitted if a veteran is not selected for the role. It must include an explanation related to why the veteran was not selected. In the memo, do not compare the veteran to the applicant selected for the role.

ADMINISTRATIVE positions are assigned administrative and management responsibilities or professional duties at the department/unit level, or above. Administration employment is at will and can be terminated at any time in accordance with University regulations.

STAFF positions are assigned professional, paraprofessional, administrative, clerical, secretarial, technical, skilled crafts, service, or maintenance duties.

Yes, if an assessment or skill test is needed please reach out to your recruiter for approval. The test/assessment must be performed by all candidates being interviewed in the same round. The candidate must be informed of the test/assessment when scheduling the interview.

Yes, HR Liaisons or the recruiter can add other members of the hiring team.

1. Myhr.fiu.edu, PantherSoft (PSHR)
2. Main Menu
3. Select Recruiting
4. Select Browse Job Openings or Search Job Openings
5. Click on the specific Job Opening link
6. Click on Job Opening Details tab
7. Click on the Hiring Team
8. Under the Interviewers, click Add Interviewers
9. Click the magnifying glass to look up the individuals you would like to add

The recruiter will register the new hire for New Employee Experience.

Let your recruiter know or email tam@fiu.edu

Department Manager > Business Unit Head > Grant Manager Approver (for grant-funded positions) > Director of TAM-HR > President (if salary exceeds $150,000)

1. Myhr.fiu.edu, PantherSoft (PSHR)
2. Main Menu
3. Select Recruiting
4. Select Browse Job Openings or Search Job Openings
5. Click on the specific Job Opening link
6. Click on Job Opening Details tab
7. Find the applicant name, and then select Other Actions
8. Select Recruiting Actions
9. Prepare Job Offer
10. Select Approvals tab to view the pending offer

Offer will not be approved if the interview appointments are not inputted in PantherSoft (minimum of 3 applicants must be interviewed and ALL interviews/rounds must be entered)

For information on nepotism please see FIU policy.

Let your HR Liaison know. The HR Liaison will then submit a New Hire Template to the Recruiter in charge of that role.