Prospective Employees - Frequently Asked Questions

How do I apply?

You may apply at our website by visiting careers.fiu.edu. If you are an External applicant, please select Prospective Employees. If you are a current FIU employee, please select Current Employees. For Faculty positions, please visit facultycareers.fiu.edu.

  •  You will then be redirected to our Careers portal. If you haven’t already done so, please create an account.

  • Once an account is created, you will be able to apply to any job of your interest.
  • Please keep in mind the following:
    • Use Firefox Mozilla or Google Chrome
    • Only have the application open, close all other windows.
    • The system will log you off after 20 minutes for security purposes.
    • If problem persists, please clear you cache.

Can my application time-out?

Yes. You are timed-out after 20 minutes of inactivity. Also, throughout the application ensure that you are clicking the “Save” button. This will allow you to save your application and if timed out, you can re-enter into your Careers account. Click My Activities and under Applications you will find your application and the position with a status of Not Submitted. You can then re-enter into your application and finalize the application.

What happens if I am timed out?

Unless you save your work as you go, once you time-out all data entered and not saved will be lost. If you save your work, but then go over the 20 minute time-out, you lose anything entered after the last save.

How can I prevent being timed out?

Saving your application will ensure that your application does not time-out. If you get interrupted in the middle of filling out the application, take the time to “Save” prior to leaving your workstation. Please ensure that the only webpage open on your browser is careers.fiu.edu. Use recommended browsers (Firefox Mozilla or Google Chrome).

How to submit an application on Draft Mode?

Please log into your careers account by visiting careers.fiu.edu and follow the below steps:

  • Click on My Activities link

  • Find the applications, it will read Not Submitted on the status column

  • Select the appropriate application and continue the submission process
  • Please remember to hit Submit Application
  • If you select Save as Draft you will be able to go back in and make changes

What is the administrative/staff recruitment process?

Once your application is received, it will be screened by the assigned Recruiter. If your qualifications match those of the evaluative criteria established by the Hiring Manager, your credentials will be submitted to the Hiring Manager for consideration. If your qualifications are not deemed to be a match, you will still be able to express interest to other opportunities. Applicants who progress to the next stage of the process will be contacted by either the Recruiter or the Hiring Manager to schedule an interview to further discuss qualifications for the position of interest. Candidates who are interviewed, but not selected for the position will be contacted by the assigned Recruiter or the Hiring Manager. All final decisions are made by the Hiring Manager, in consultation with the Division of Human Resources.

What is the student/temporary employee recruitment process?

Our student/temporary employment recruitment process differs from our administrative/staff procedure. Once an application has been submitted, our office forwards it to the hiring department for review. If your qualifications meet the hiring departments need and you are selected for an interview, the department will contact you.

Do FIU positions require U.S. citizenship or a legal permanent residency?

We encourage all applicants to apply to our positions. At the time of hire it is the applicants’ responsibility to provide proper documentation for employment purposes. Otherwise, each department decides if they are able to sponsor individuals to work for the university.

What to do when I forget my password or username?

If you have forgotten your username or password please select Sign In. 

You will then be redirected to the Login page.

Select Forgot User Name to find your username or Forgot Password to find your password.

How do I complete the background check?

In order to complete the background check you will need to follow the instructions sent by our background check vendor, TrueScreen. If you haven’t already received it, you will soon receive an email from applicationstation@truescreen.com with the following content:

How to add references?

  • Go to careers.fiu.edu and sign in.
  • Select My Activities.
  • Select the job you would like to add references.

  • Please add your References by selecting the Manage Reference link. Make sure to click Save.

How to complete a sign on packet?

Please log in to your careers account by visiting careers.fiu.edu and follow the below steps:

  • Click on My Notifications.

  • Click on You have a job offer.

  • Click on Acknowledge Offer, then press Accept.

  • Scroll down the page and enter your Social Security Number.

  • Click on Sign on Admin and Staff and complete the form.

Current Employees - Frequently Asked Questions

Is it possible for a Graduate Assistant to also work as a Student Assistant?

Graduate School does not permit employment outside of the 20 hour per week assistantship without an approved petition waiver. Requests for additional or outside employment are rarely approved.

How many hours can a student work during the summer or holiday break?

In order for students to take advantage of the “IRS” Student FICA Exception Standards, and as an International Student, a student can only work a maximum of 20 hours per week. However, during semester breaks, students can work up to 30 hours per week and still retain their exception status.

Having been a previous employee, do I have to complete a new sign-on?

All employees who have been terminated for more than a year need to complete a Sign On packet in order to be placed on payroll. The complete Sign On packet, employment documents, employment eligibility form (Form I-9), and loyalty oath should be received by the Employee Records department for processing by the appropriate payroll deadline.

How can I update my personal information such as address change, direct deposit, and W-4?

Address Change: You can update your address via Employee Self-Service accessible through the employee tab at my.fiu.edu.
Navigation: MyFIU > Human Resources Self Service > Employee Self-Service > Personal Information > Home and Mailing Address.

Direct Deposit: You can update your direct deposit via Employee Self-Service accessible through the employee tab at my.fiu.edu.
Navigation: MyFIU > Human Resources Self Service > Employee Self-Service > Payroll and Compensation > Direct Deposit.

W-4 Tax Information: You can update your W-4 tax information via Employee Self-Service accessible through the employee tab at my.fiu.edu.
Navigation: MyFIU > Human Resources Self Service > Employee Self-Service > Payroll and Compensation > W-4 Tax Information.

Can my name be different from my Social Security Card?

No, an employee’s name should be as it appears on the Social Security Card. However, Florida International University (FIU) recognizes that faculty, staff, and students may use names other than their legal names to identify themselves. For more information please review the, 300.009 Chosen First Name Policy.

Can I work in more than one department

Federal Work Study (FS)/Student Assistant (SA)/Graduate Study (GA):

  • FWS: No. You can only work in one FWS at a time.
  • SA/GA: Yes. As long as hours worked do not exceed the maximum 20 hours a week collectively.

Temporary:

  • Yes. As long as hours worked do not exceed maximum 40 hours a week collectively, unless otherwise agreed upon by you and your primary department for over-time budget, and there are no schedule conflicts.

Is it possible for a Graduate Assistant to also work as a Student Assistant?

Graduate School does not permit employment outside of the 20 hour per week assistantship without an approved petition waiver. Requests for additional or outside employment are rarely approved.

How many hours can a student or FWS work during the summer or a holiday break?

In order for students to take advantage of the “IRS” Student FICA Exception Standards, and as an International Student, a student can only work a maximum of 20 hours per week. However, during semester breaks, students can work up to 30 hours per week and still retain their exception status.

If I am not enrolled for the summer, can I continue working as a Student Assistant or Federal Work Study?

  • SA: Yes
    • Students must be currently enrolled as a student at FIU with a minimum of six (6) credits as an Undergraduate student or three (3) credits as a Graduate student during the Fall and Spring semesters. During the Summer semesters, Students need only remain enrolled and are not required to take credit hours but cannot have graduated. Upon graduating, student employment must end.
  • FWS: No.
    • FWS Students enrolled at FIU, who have been awarded Federal Work Study (FWS) as part of their Financial Aid Award package for this position must be enrolled with a minimum of six (6) credit hours in a course of study leading to a degree or a Financial Aid eligible certificate, during Fall, Spring, and Summer semesters. Upon graduating, FWS employment must end.

If I graduate, can I continue working as a Student Assistant OR Federal Work Study

  • No. If an agreement with your department is discussed prior to your graduating semester, and they have the department budget, they may choose to interview and onboard you in a non-student Temporary appointment that will be time limited.

What is the recruitment process for a full-time employee to get promoted or transferred to a new position?

In order to be considered eligible for the position as an internal candidate, current employees must meet minimum requirements of the position, be in good performance standing, and have been continuously employed at the University for at least six months.

Am I or my dependent eligible to participate in the FIU/State Group Insurance Program?

Certain State of Florida employees, retirees, and their dependents are eligible to participate in the benefits offered under the State Group Insurance Program. To learn more, please click here.

How much is the Health Insurance Premium Rate?

To view the current Health Insurance Premium Rates, please refer to MyBenefits page on the Department of Management Services site.

I’m turning 65. Do I need to enroll in Medicare even though I’m enrolled in FIU’s health plan?

If you are planning to keep your FIU health plan, you may defer to enroll in Medicare B (which has premiums) and simply enroll in Medicare A (which usually has no premiums). When you leave FIU, you have eight (8) months to sign up for Part B without a penalty, whether or not you choose COBRA or retiree health coverage. To sign up for Part B while you’re employed, or during the eight (8) months after employment ends, contact the Social Security Administration (SSA) directly. Upon separation, you will need the “Request for Employment Information” form from SSA which is provided by the Benefits team upon request.

When is it required to report and follow the Family and Medical Leave Act (FMLA) leave process?

The employee or department is required to report leave to HR if it consists of the following:

  • Leave of four (4) or more consecutive days
  • Employee’s conditions requiring an overnight stay in a hospital or other medical care facility
  • Conditions that incapacitate the employee or a family member for four (4) consecutive days or longer
  • Chronic conditions that cause occasional periods when the employee or employee’s family member are incapacitated and require treatment by a health care provider at least twice a year (Intermittent Leave)
  • Maternity/Paternity leave

Is FMLA Paid Leave?

The FMLA is unpaid leave. However, employees at FIU are required to use their accrued sick leave and vacation leave hours. Upon depletion of sick leave, vacation leave hours, and other benefits (sick leave pool, catastrophic pool, if applicable), the employee will be placed on leave without pay status with the option of continuation of group health insurance coverage under the same terms as if the employee had not taken leave.

What does Workers Compensation insurance cover?

Workers’ Compensation pays hospital and medical expenses that are necessary to diagnose and treat your injury. It also provides disability payments while you are unable to work (typically, about two-thirds of your regular salary), and may pay for rehabilitation, retraining, and other benefits as well.

How long after an accident do I have to report it?

You should report the accident as soon as possible, but no later than 30 days or your claim may be denied. Reference: Section 440.185, Florida Statutes.

Can I go to my personal primary care physician?

No. Personal health insurance will not pay for a work-related injury. Medical treatment for work-related injuries is covered by using medical providers through referral from AmeriSys. Otherwise, you may be responsible for payment of unauthorized medical services.

Does Workers’ Compensation cover injuries that occur going to or coming from work?

No, injuries occurring in route are not compensable. Special rules apply when using a state vehicle.

Will I be paid if I miss time due to the Workers' Compensation injury?

The first 40 hours of missed work will be paid under Workers’ Compensation Administrative Leave, which may also be used intermittently when attending medical appointments. After the 40 hours, two thirds of your pre-injury wages are paid by the State Workers’ Compensation. The remaining one-third may be paid by using your available accrued personal leave (sick, annual, or compensation). This combination allows you to receive a full bi-weekly paycheck. Non-benefit employees do not receive the first 40 hours of Workers’ Compensation Administrative Leave.

Mid-Year Checkpoint FAQs

Why am I seeing the PEP document for 2020-2021, the fiscal year isn’t over yet?

To encourage conversations between supervisors and their team members, PEP documents will be available in PantherSoft HR on January 29th. This will allow supervisors to revisit goals, document accomplishments, and account for shifting priorities.

When is the PEP actually due?

The PEP deadline is September 30th, 2021.

Do I need to submit or do anything in PantherSoft?

Supervisors should log into the PEP documents and review/revise goals as needed.
Please note: PEP documents for the 2020-2021 cycle do not need to be completed until the September 30, 2021 deadline.

How do I update the goals?

Goals may be updated by editing the comments in the text box located below the title of each goal.

Can employees edit their own goals?

Only supervisors have access to edit comments, add, or remove goals in the Manager Evaluation. Any edits that employees make on the Self-Evaluation in the Goals Section, will not be reflected in Manager Evaluation. However, employees are encouraged to review/revise their goals and document their progress on their self-evaluation in preparation for the mid-year checkpoint discussion with their supervisor.

What if the goals have not changed since they were set?

Supervisors should review goal progress and discuss them with their team members. For example: If the employee has only attended 5 professional development hours in the last six months, discuss how they will achieve the remaining 15 by the end of the fiscal year.

Should I delete the goals that are no longer relevant?

It is recommended that managers DO NOT delete the goals, but just state in the comments that “the goal has been removed/or delayed to the following year due to shifting priorities”. This helps make sure that past goals are documented, even if they are currently no longer relevant.

Can I add new goals?

Yes. New goals may be added to Section 2 – Previous Year’s Goals and Accomplishments, by clicking on the plus sign at the bottom of the section.

Do I need to have a conversation with my employee if there are any adjustments to the goals?

Yes. Having a conversation is vital as employees should be aware of any changes made to the goals they are accountable for and have an opportunity to provide feedback before they are set.

Should I enter comments in the competencies section?

Entering comments in Section 3 – Competencies will save you time at the end of the fiscal year when the PEPs are due. It will also help you recall events that occurred in the first six months of the fiscal year.

Where can I find more resources about the PEP?

Shortcuts for the Manager PEP Toolkit and Employee PEP Toolkits are located on the main HR website (hr.fiu.edu). The toolkits contain step-by-step instructions, templates, and links to PEP webinars.

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