Prospective Employees

What are the different employment categories?

ADMINISTRATIVE positions are assigned administrative and management responsibilities or professional duties at the Department/Unit level, or above.

EXECUTIVE SERVICE positions ordinarily report directly to the President unless otherwise specified in writing, and include the Vice President and other positions responsible for policy making at the Executive level.

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

TEMPORARY employment is at will with fixed duration. Temporary jobs are organized into several categories, each with its own distinctive policies and procedures.

FACULTY – REGULAR usually resulting from a posting waiver or a successful search, a continuing appointment, which may or may not be term-limited or multiyear. Any regular, multiyear appointment may be renewed or changed to regular with no end date, during the employment of the faculty. These types of appointments may be full-time (40 standard hours) or part-time (less than 40 standard hours). Only regular faculty in the ranks of Professor, Associate Professor and Assistant Professor are eligible for tenure. All other faculty ranks are non-tenure earning.

FACULTY – VISITING positions to be filled on a temporary basis. Usually appointments are for 1 year, with renewal availability for a maximum of 4 years. This type of faculty enjoys the same benefits as a regular faculty. When eligible, visiting faculty could be considered to receive any across the board increases, the same as regular faculty. Visiting faculty in all ranks are always non-tenure earning and shall meet the educational and professional experience as required for those ranks in the academic unit.

FACULTY – CLINICAL can be regular or visiting. The ranks for clinical faculty are: Clinical Instructor, Clinical Assistant Professor, Clinical Associate Professor and Clinical Professor. Clinical faculty are always non-tenure earning. Clinical faculty teach and/or are responsible for managing students in the practice component of their degree program.

FACULTY – JOINT appointment is defined as employment that is offered by two academic colleges, two academic units, or an academic unit and a center or institute. The offer letter will clearly designate the primary and secondary units. If tenure earning, the primary unit will be where the tenure will reside. Both the dean from the primary unit and the dean/director from the secondary unit will sign the letter. Only if the letter does not include specifics on the secondary assignment will a Memorandum of Understanding (MOU) be required. Joint appointments are documented with secondary Appointment in the system.

FACULTY – SECONDARY appointment is given to current faculty or staff who request affiliation with another academic unit or who are invited to affiliate with another academic unit. This type of appointment is term limited with renewal possibility. Secondary appointments are documented in the Faculty Administrative Post, under Secondary Appointments. This type of appointment does not receive additional remuneration resulting from the affiliation. The offer letter is signed by both the dean from the secondary unit and the dean from the home academic unit.

FACULTY – COURTESY appointment is offered to a person who meets the academic unit’s professional qualifications but whose primary assignment is outside of the institution. The department will suggest the academic title or rank to be given to the candidate, based on their professional experience and education level. Courtesy appointments receive no financial remuneration, are term-limited and are always non-tenure earning.

FACULTY – TEMPORARY is non-tenure earning, non-benefit eligible employees. The period of employment is usually less than a year, but not more than a year if full-time, and come to complete a specific assignment. Usually assigned to less than 100% effort.

Volunteers: Uncompensated individuals who perform services directly related to the business of the University. If the service is required for coursework at FIU, the person is considered a student and not a volunteer. Volunteers are classified as either a “regular-service volunteer” or an “occasional-service volunteer.” Solely for purposes of this policy, guest speakers, members of alumni or advisory boards for colleges and schools, and University Board of Trustees are not included in the definition of volunteer.

Regular-Service Volunteers: “Regular-service volunteer” means any person engaged in specific voluntary service activities on an ongoing or continuous basis. Examples of regular service volunteers include, but are not limited to, athletic team volunteers, student organization volunteer advisors, and library program volunteer counselors.

Occasional-Service Volunteers: “Occasional-service volunteer” means any person who offers to provide a one-time or occasional voluntary service. Examples of occasional service volunteers include, but are not limited to, Parent.

Federal Work Study (FWS): Federal Work Study is defined as a full-time or part-time student who is enrolled at FIU and has been awarded FWS funds as part of their Financial Aid Award package. Student must be enrolled for a minimum of six credit hours in a course of study leading to a degree or a Financial Aid eligible certificate. FWS cannot work more than 20 hours per week in all total jobs on FIU payroll. FWS can work up to 30 hours per week only during Winter, Spring, and Summer Break.

Student Assistant: Student Assistant is a full-time or part-time student who is enrolled at FIU and registered for a minimum six (6) credit hours as an undergraduate or three (3) credit hours as a graduate. A Student Course Assistant is a Student Assistant who assists in a classroom. Student assistants cannot work more than 20 hours per week in all total jobs on FIU payroll. Student assistants can work up to 30 hours per week during Winter, Spring, and Summer Break only.

TEMPORARY employment is at will with fixed duration. Temporary jobs are organized into several categories, each with its own distinctive policies and procedures.

A temporary appointment is an up to two year or less appointment for the purpose of accomplishing one of the following:
• Short-term assignment
• Peak load assignment
• Project-based assignment
• Replacement of incumbent on Medical/FMLA defined leave

What is the Recruitment Process?

Administrative and Staff

  • 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.

Student and Temporary

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

What is the difference between an Administrative and a Staff job family?

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.

What is a Temporary employee?

How can I apply?
You may apply at our website by visiting https://hr.fiu.edu/careers/.

  • 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 https://facultycareers.fiu.edu/

Once an account is created, you will be able to apply to any job of your interest.

  • Please keep in mind the following:
    Recommended Browser(s): Firefox Mozilla, 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 your Browser Data.

If I don’t have a computer, how can I apply for positions at FIU?
Please contact our HR Customer Service Center at 305-348-2181.

What is the Position closing time?

All postings will close at 12:00am of the close date.

Example: If a posting shows a close date of May 11th. You must submit your application by 11:59PM the night before, on May 10th.

How do I search for open positions?

Any position that appears on the Job Postings website is still open. You may also check the status of positions for which you have applied through the “Job Applications” section in your account, under the “Status” column.

What to do when I forget my password or username?

If you have forgotten your user name 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.

If selecting Forgot Username, enter your primary email address into the box.

Your User Name will be sent to the email address entered. You will then be directed to check your email address.

You will receive an email with the subject title “Applicant User Name Notification” confirming the User Name associated with the account used to apply.

If selecting Forgot Password, enter your User Name

You will then be sent a new password via email

You will receive an email with the subject “Applicant Password Notification”, providing you with a new password to access your account.


Can my application time-out?

Yes. You are timed-out after 20 minutes of inactivity. Throughout the application process, ensure that you are clicking the “Save” button. This will allow you to save your application and if timed out you may return to your application where you last saved.
To save, click the arrow in the top right-hand corner of your screen and click Save as Draft.

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, then time-out, you lose anything entered after the last save.
To return to a previously saved application, click My Job Applications to find all application(s) for the position(s) you have applied to with a status of Application Draft. You can then re-enter and finalize the application.

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).SafariIS NOT a supported browser.

How can I submit a draft application?

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

  • Click on My Job Applications

  • Find the application(s) in the following page. They will read Application Draft on the application status column

    Select the appropriate application, click the arrow on the far-right of the table, and continue the submission process
    Please remember to click Submit Application when you have completed the application
    If you select Save as Draft, you will be able to go back in and make changes

How can I add references to my application?

There are two different ways to add references. One is through your initial application and the other option is going back and adding your reference(s) after the application has been submitted.

Adding Reference Through Initial Application Process

1. You can add references during step 6 of application by selecting the right arrow

2. Select the “Plus” sign under Reference

3. Enter the required information into the empty fields

4. Select “Save”

5. You will then see any references added to the application under “Manage References”.

Adding Reference after Applying

1. Sign In using the account associated with the application you would like to add a reference “for”

2. Select “My Job Applications”

3. You will be directed to the “My Job Applications” page. All applications submitted will be listed on this page.
4. Select the application you would like to add a reference for.

5. Then select “References”

6. Then select the job openings you would like to add your references for.

7. Select the “Plus” sign under Reference

8. Enter the required information into the empty fields

9. Select “Save”

10. You will then see any references added to the application under “Manage References”.

How do I check the status of my application?

If you would like to check the status of your application, please follow the instructions below.
1. Sign in to our careers page by using the account associated with the application you would like a status update on:


2. Select “My Job Applications”

3. You will be directed to the “My Job Applications” page. All applications submitted will be listed on this page.
4. You can see the status of each application listed

See all status options below with meaning:

  • Applied – You have just applied for this position and your application may or may not have been reviewed.
  • Reviewed – A status to separate you from other applications that have not been reviewed yet.
  • Screen – You have passed the screening process, meaning your application is on the hiring manager’s view.
  • Interview – You have been interviewed or scheduled for an interview.
  • Offer – An offer has been made or will be made to you shortly.
  • Hold – You have been sent an offer for another role within FIU.
  • Not selected – Your application has not been selected by the hiring department.
  • Failed Prescreen – You have failed the pre-screening for this position.
  • Ready for Hire – Your information has been pushed through our records department for employee access.
  • Hired – Your hiring process has been finalized and you have been hired.

What happens if I applied as an employee, and now I am terminated in the system?

• Please email staffing@fiu.edu or call 305-348-2500 for assistance.

How many hours can I work?

Temporary:

  • You can only work a maximum of 40 hours a week unless otherwise agreed upon by you and your department for over-time budget.

Federal Work Study/Student Assistant/Graduate Student

  • You can only work a maximum of 20 hours a week. Only during semester breaks (winter break, spring break, & summer break) are you allowed to work a maximum of 30 hours a week
  • Can I ever work beyond 20 hours a week outside of semester breaks?
  • SA/GA/FWS: No. Not unless you choose to waive your student exemption and seek a job opportunity through a temporary appointment, which is a non-student position, if you are not an international student.

As an International Student, can I work without having been issued a Social Security Number (SSN) from the Social Security Administration?

No. An International Student who has not been issued an SSN may not begin working until they receive a SSN and have card in hand. However, one can 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 an SSN with the International Student & Scholar Services Office.
Instructions for Candidate without a SSN

Where do I go to inquire about volunteer opportunities?

Various departments around the University have volunteer opportunities available. You may reach out to the individual departments to find out more information about openings and submit a volunteer application.

How do I know if I have been cleared to start providing services?

The department will receive an email confirmation once your information has been reviewed and approved. They will notify you to start the assignment/project.

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 (365 days) 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.

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 being selected as a finalist, 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.

Who can I contact if I need an accommodation for special assistance in completing my application?

If you are a person with a disability and require assistance with the employment process, please contact The Office of Civil Rights, Compliance, ∓ Accessibility, at 305-348-2785/305-348-2181 or email ocrca@fiu.edu

Diversity is a guiding principle at FIU. We recognize the importance of supporting applicants who offer diverse experiences and backgrounds. As a federal contractor, FIU is fulfilling the requirements of regulations, effective January 1, 2015 to identify applicants who have a disability or are veterans or active military. This is a voluntary disclosure; however, we invite you to complete the form. With this information, FIU can measure our outreach efforts to applicants. Providing this information will have no adverse effect on your application or possible employment. If you have additional questions about sharing this information, please contact FIU Human Resources.

When can I expect to hear about the status of my application?

You can monitor the status of your application online under the Job Applications feature. If your resume is forwarded to a hiring department for consideration, you will receive an email and your status will be updated. The hiring department reviews the applications and if the hiring department is interested in speaking with you regarding the position, they will contact you directly. We regret that due to the volume of applicants FIU receives, we are unable to respond to each candidate individually regarding the status of their application.

What happens if I withdrawal my application by mistake?

Please contact 305-348-2500 or email staffing@fiu.edu.

How will I know if a position has been closed or cancelled?

If a position is no longer on the FIU career site website, the position may have been closed (an applicant hired) or cancelled (position closed without a hire). You can also review your Job Application Status (see information below regarding this system feature) which will show when a position for which you have applied has been closed or cancelled.

How are individuals selected for interviews?

The hiring department determines which applicants they are interested in interviewing for an open position. If the hiring department is interested in interviewing an applicant for a position, they will contact the applicant directly by phone or email.

Where can I find salary range information for open positions?

The salary range information is provided as part of the online job posting

How will I know if my online application was submitted successfully?

You will receive a confirmation email once your application has been submitted

Is FIU and Equal Opportunity Employer?

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

What to do if I run in to a system or website issues while applying for an application?

How can I edit my application or attached documents to my current applications?

Please email staffing@fiu.edu for all edit application request

Veterans

Applicants

What is Veteran Preference and when does it apply?

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. Veteran’s 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 veteran’s preference provided that the applicant has not previously exercised their veterans’ preference status.

Do I need to upload a DD214 form?

If indicating Veteran’s Preference when applying for a position, please upload your DD214 in the attachment section of the application so the recruiter can ensure that Veteran’s Preference is applicable.

What determines eligibility for veterans’ preference?

When veterans’ preference is indicated on your application, you will be considered for any “staff” level position that you apply to, given that you meet the minimum qualifications and provide verification of military service.

Will Veterans’ Preference guarantee an interview?

The hiring manager/department will contact you to schedule an interview for a “staff” level position if veterans’ preference is indicated on your application, you meet the minimum qualifications for that position and have provided your DD214 form verifying your military service and appropriate discharge.

I do not have a college degree, will FIU consider me for a position?

While many positions require a minimum of a Bachelor’s degree, FIU has several positions that you may apply for. As an institute of learning, we encourage and support efforts to obtain a degree, or advanced degree, to anyone employed at FIU. Service members often use their military benefits to pursue their degree, but FIU also offers support with credit allowances for all employees through our benefit programs.

What if I apply for a position other than “staff” level?

Veterans’ preference only applies to “staff” level positions. While we do value the experience of those who have military experience, an application will be considered solely based on the qualifications and requirements for that position.

What job areas are most applicable to my military experience?

FIU hires service members for all functional areas and departments. Service members have been found to be successful in engineering, customer service, operational roles and adjunct positions as well as many others based on previous education, experience and transferable skills.

Hiring Managers/Liaisons:

What determines eligibility for veterans’ preference?

When veterans’ preference is indicated on an application, the candidate will be qualified for any “staff” level position where they meet the minimum qualifications and are able to provide verification of military service.

What documentation do we need to verify military service?

If veterans’ preference is indicated on an application, the candidate will upload a copy of their DD214 (Certificate of Release or Discharge from Active Duty which is issued upon retirement, separation or discharge from active duty) in the attachment section of the application. The recruiter will ensure that veterans’ preference is appropriate for that candidate by reviewing the DD214 form on the application.

What about military spouses?

A military spouse may also qualify for veterans’ preference if their spouse is on active duty, disabled due to a service connected injury or dies while on active duty. They will need to provide documentation as well as a legal document verifying their marriage status to the service member. They may have gaps in employment due to moving around to support their spouse’s military career, but may have a variety of valuable skills appropriate for specific positions.

Are we required to interview all applicants who indicate Veterans’ Preference?

If veterans’ preference is indicated on the application (see column Vet Pref and “Y” or “N”), they meet the minimum qualifications and have provided a DD214 form verifying their military service and appropriate discharge, the recruiter will qualify that candidate for your position. If it is a “staff” level position, the department will contact the candidate(s) to schedule an interview and your recruiter or another representative from TAM will need to be included and attend ALL interviews for that position, not just for the veteran(s) being considered for that position.

What if we are hiring for a position other than “staff” level?

Veterans’ preference only applies to “staff” level positions. While we do value the experience of those who have military experience, an application will be considered solely based on the qualifications and requirements for that position.

What job areas are most applicable to military experience and transferable skills?

FIU makes a pro-active effort to engage and recruit service members for all functional areas and departments. Service members have been found to be successful in engineering, customer service, operational roles and adjunct positions as well as many others based on their education and/or experience. They also bring many valuable attributes to the organization such as project management, teamwork and problem-solving skills acquired during their military service.

Career Ready

What is The Career Ready Program?

The Career Ready Program is a program created by the Division of Human Resources and our mission is to assist current students and recent graduates with finding positions within Florida International University. We achieve this by conducting prescreening interviews to prepare students and graduates with the interviewing process, review resumes and provide feedback.

How can I apply to The Career Ready Program?

How to contact us?

If you would like more information about the Career Ready Program:
• Stop by our offices in PC 234
• Email our team at careerready@fiu.edu
• Give us a call at (305) 348-2500

Pre-employment Checks

What does a Level II Background Check mean?

A level II background check is a criminal background check and fingerprinting.

How do I complete background check?

Accurate Background, Inc. is a third-party vendor that assists in facilitating Florida International University’s background check process. Human Resources will initiate the background check process for prospective and current employees.

Email invitation will look like this:

Florida International University has invited you to complete an online Screening Information Form in order to conduct a background check.
Please log into your account to fill out the information or click on the following link: https://myportal.accuratebackground.com/#/security/login/sub/W‐O9LGTTQOr5cY40Kifseg/can/EXXdMl74IXk
Please ensure you have all information necessary to fill out the online Screening Information Form, which may include information like employment and education history, driver’s license or other relevant information, depending on the type of checks performed.
Clicking on the link above will take you to a secure website protected by an encrypted Secure Sockets Layer (SSL). Your browser settings can affect the ability of the link to open a browser window correctly. If the link doesn’t connect properly, copy and paste the URL to a new browser window to access the login page.
If you have any questions, you may contact Accurate Background at
– From within the United States : 1-800-216-8024
– From outside the United States : 001-949-609-0155
customer_service@accurate.com.

Thank You,
Accurate Background
Irvine, CA
Contact Us
E‐mail Customer Service

How long does a background check take?

Level I Background Check can take about a week or more depending on all the locations the candidate/employee has lived

*Level II check can take 24-48 hours

Who needs a background check?

Background investigations will be conducted based on the job-related requirements and consistent with business necessity.
Background Check Policy applies to:

    • New hires
    • Rehired after a break in service
    • Current Administrative or Staff employee being promoted or transferred into a position with required background checks, unless said employee has successfully passed the position-related background checks within the past five (5) years

Pre-employment checks are only conducted on finalist(s)
Positions that require at least a Level I Background Check as new hires:

  • Admin/ Staff
  • Including, temporary, Student Assistant, and Federal Work Study converting to benefits earning positions
  • Faculty
  • Adjuncts
  • Temporary
  • Summer camp employee and volunteer
  • Students and Volunteers do not require Level I unless the positions they are being hired into require a Level II, in which case they would require a Level I background check and fingerprints.

Types of background checks?

Level I Background Check includes (at minimum) checks within the last 7 years:

  • Federal, State, and County Criminal information
  • Sanctions Screen (Global Watch)
  • Education
  • Employment verification
  • SSN Trace
  • National Sex Offender search

Depending on position requirements you may also need:

    • Drug testing
    • Credit Check
    • Motor Vehicle Check
    • Professional License Check

Level II Background Check includes a background check and fingerprint check, which has no maximum amount of years

  • Includes searches from the Florida Department of Law Enforcement (FDLE) and the Federal Bureau of Investigation (FBI) database

Where to get Fingerprinted:

Division of Human Resources – Talent Acquisition and Management

Due to the COVID-19 pandemic FIU’s process for administering fingerprints has been suspended until further notice. Please contact the Division of Human Resources – Talent Acquisition and Management for more information and guidance.

  • Address: 11200 SW 8th ST, Modesto Maidique Campus (MMC), PC-234, 305-348-2500
  • Address: 3000 NE 151st St, Biscayne Bay Campus (BBC): HL-322 (Located in North Miami), 305-919-5545
  • Bring: Government-issued Photo ID

When do I need to redo background checks?

Current employees and volunteers who are moving positions/roles, or are having a change to their Job Code, Department, or Position Number, or are gaining additional duties require a Background Check and may need to complete a new Background Check in accordance with policy.

Please note: Motor Vehicle check is completed every 2 years if you drive on behalf of the University as part of your job duties. Please refer to University Vehicles-Record Keeping/Review and Operating Policy
All positions being rehired requiring background checks are required to have new background checks completed if they are:

  • Terminated in PantherSoft for a year or more
  • Summer Camps 90 days or more

Who reviews the results on background checks?

If a criminal history background check reveals any criminal history, Human Resources will examine the results and make a final determination as to clearing the candidate to begin employment. The existence of criminal history does not automatically disqualify individuals from employment.
Each case will be reviewed on its own merit with respect to the factors outlined on the report, court documents and personal statement; however, any false answers, statements, or omissions made on the employment application may be grounds for rejection as a candidate for employment or immediate discharge, if employed.

Why do we need fingerprint checks?

A Level II Background Check is required for positions when mandated under applicable federal or state law or when designated based on University policy, duties of the position, or in compliance with grants and/or contractual requirements.

Do I have to complete a background check?

Administrative/Staff:
Yes. All candidates considered as finalist for an Administrative and Staff position, at a minimum, be subject to a reference check, a criminal background check, and any other checks required by law. Depending on the particular position sought, prospective candidates may be required to undergo additional background checks including, without limitation: license verification and more in-depth criminal background checks which includes fingerprinting, Drug testing, Credit Check, Motor Vehicle Check, and Professional License Check

Temporary:
Yes. All candidates considered as finalist for a Temporary appointment will, at a minimum, be subject to a reference check, a criminal background check, and any other checks required by law. Depending on the particular position sought, prospective candidates may be required to undergo additional background checks including, without limitation: license verification and more in-depth criminal background checks which includes fingerprinting.

Federal Work Study/Student Assistant/Graduate Study:
Yes. Background checks on student employees are conducted if the job description requires the following:
• Working directly with and/or residing with minors and/or vulnerable persons.
• Handling/managing cash, checks, cash transactions, gift cards, debit/credit cards, and/or cash equivalent.
• Information technology (IT) related functions.
• Driving on behalf of the university (MVR Check only).
• Those working in the Athletics Department who travel with students to events.
• Working within museums.
• Those working in the Office of Financial Aid, One Stop, or Office of the Registrar (Title IV access).
• Special trust, responsibility, and sensitive location.

Current Employees

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 (FWS)/Student Assistant (SA)/Graduate Study (GA)

    • FWS: No. You can only work in one FWS position 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 the 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 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.

Performance Excellence Process FAQs

When can I access the 2020-2021 PEP documents?

PEP documents will be available in PantherSoft HR after July 1, 2021.

When are PEPs due?

Managers and employees are advised to coordinate a PEP timeline so that 100% completion is achieved by September 30, 2021. Completion includes having the meeting, employee acknowledgement, final submission and second-level approval.

The timeline below may be useful for finishing on time:


The timeline says that Employee Documents are due July 30th, but I don’t think I will be finished by that date. Will I still be able to access my Self-evaluation after July 30th?

Please note that the process timeline is shared as a guide for timely completion. While the timeline lists July 30th as the deadline for employee documents (Self-evaluations), this is only a suggestion. Employee documents can still be accessed and completed after this date. The goal is still to have the full process completed by September 30, 2021.

Are PEP documents available for Post-Docs?

All faculty evaluations are completed through Panther180. For more information about Panther180 and to discuss your evaluation needs, you may contact Academic Affairs through Panther180@fiu.edu.

This is my first PEP document. I don’t have any goals from last year. What should I do in section 1?

Section 1: Past Year’s Goals and Achievements is pre-populated from an employee’s previous PEP document. As this is your first document, you will not have any items listed in this section. However, we suggest that you speak with your manager to add any accomplishments you achieved during this fiscal year.

I’m a manager with direct reports who were hired within the last 8 months. Will they receive a PEP document as they have not been at FIU for a full year?

All full-time, benefits-eligible employees employed with FIU as of June 30, 2021 will receive a PEP Document. For employees that have been with FIU 90 days or less, there is a rating option of “Too New to Rate.” For those employees, we recommend that you focus on setting goals and expectations for the coming fiscal year. The completion of their PEP is still required. Anyone employed with FIU more than 90 days should be rated accordingly.

My direct report was on leave for part out of the last fiscal year. Would they be considered ‘Too New to Rate’ based on their time away?

The ‘Too New to Rate’ option is only for those employees who have been with FIU 90 days or less. Employees who were on leave for any period of time within the last fiscal year are to be reviewed based on their performance for the time period in which they were active.

I went to Current Documents to access my 2020-2021 PEP, but I see that there are PEPs from previous years listed there as well. Aren’t my past PEPs supposed to go to Historical Documents?

Completed PEP documents are sent to Historical Documents after 2nd level approval. If PEP documents from previous years still appear in your Current Documents folder, the PEP process was not completed. Please review the Steps and Tasks Performance Process tool, on the far-left side of the PEP document, to locate the status of the PEP document. Consult with your manager for completion.

I’m a manager. I’m looking through my Current Documents and there are PEP documents listed here from previous years for employees that no longer work with FIU. What do I do to take care of these?

The Human Resources Information Systems team is working to remove open PEP documents of inactive employees by the end of this PEP cycle. During this time, managers can disregard these PEP documents. Completion reports will only identify the PEP documents of active employees.

I’m working on my PEP document after business hours. Are there any online resources I can access if I have any questions?

Yes, our PEP Toolkits are great resources for PEP guidance. We have an Employee PEP Toolkit and a Manager PEP Toolkit. In each toolkit, there are step-by-step process instructions, preparation and goal-setting documents, 2020-2021 PEP Webinar PowerPoint Slides/Video and more.

Both toolkits can be found in the ‘Trending Now’ banner on HR.fiu.edu or by using the pathways below:
Employee PEP Toolkit: HR.fiu.edu → Employees & Affiliates → Working at FIU
Direct link: https://hr.fiu.edu/employees-affiliates/working-at-fiu/#emp_pep_toolkit

Manager PEP Toolkit: HR.fiu.edu → Leadership → Performance Management
Direct link: https://hr.fiu.edu/leadership/performance-management/#pep_toolkit.

I attend conferences, courses and other job-related trainings outside of FIU. Would I be able to get Professional Development credit for attending these trainings?

Yes, you can receive professional development credit for attending external trainings. You can do so by completing a PDH form (see screenshots below) in PantherSoft.

You will need to enter the title or topic of the training event, name of the organization offering the training, the date(s) you attended, and the number of actual learning hours. Please note that breaks, lunch, and networking events are not counted toward professional development credit.
Steps for Recording Professional Development Hours:

  1. Login to myhr.fiu.edu using your FIU credentials
  2. Select the Learning and Development icon
  3. Select the Professional Development Hours icon
  4. Select Add Learning Event at the bottom of the page
  5. Fill in the Professional Development Details and click Save
  6. The event will now appear under your Training Summary Tab
For your reference, the University’s Official Learning Opportunities Policy: https://policies.fiu.edu/files/86.pdf.

Do volunteer hours count as Professional Development?

Generally, volunteer hours are not counted towards professional development. However, if you learned something that enhances your ability to perform your current role, can substantiate it and have your manager’s approval.

How would we know how to categorize our Professional Development credits as far as literacy category?

Definitions of Future Focused Literacies and suggested courses within the literacy categories are listed on the HR.fiu.edu under Professional Development. Click this link for more information: https://hr.fiu.edu/employees-affiliates/professional-development/#Next-is-Now.

Additionally, you should consult with your supervisor regarding Next is Now literacies to plan your professional development goals accordingly.

Why aren’t all my Professional Development courses on the Training Summary?

Trainings may take 24-48 hours to populate in your Training Summary. To report completed courses not listed in your Training Summary, please submit an AskIT ticket and include the name of the course and which platform it was taken in (i.e. LinkedIn Learning, FIU Develop.)

Hiring Managers - HR Liaisons

Sometimes we need our candidates to start work immediately. Can my candidates begin work on contingency until their background check is cleared?

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.

Federal Work Study (FWS)

What is the criteria to hire a candidate as a student employee?

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

Why are students only allowed to work a maximum of 20 hours a week?

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.

Can my student ever work more than 20 hours a week?

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

Is there a training for FWS and Student Employees recruiting and hiring?

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.

Who determines rate of pay for the FWS posting?

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.

What should I do if my FWS activity number does not populate on the FWS Hire Form?

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.

How do I know if I am using the correct FWS Hire form?

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.

Can a FWS employee also hold a position as a regular Student Assistant employee?

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.

Does the FWS record have to be the same pay rate as the Student Assistant record?

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.

How do I hire FWS employees during the spring semester?

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.

How do I hire FWS employees during the summer semester?

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.

If my student employee graduates, can they remain an FWS or Student Assistant in the system?

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.

Can I hire an international student to work without them having been issued a Social Security Number (SSN) from the Social Security Administration?

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.

Student Assistants

What is the criteria to hire a candidate as a student employee?

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

Why are all students only allowed to work a maximum of 20 hours a week?

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.

Can my student ever work more than 20 hours a week?

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.

If my student employee graduates, can they remain a student employee in the system?

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.

Can I hire an international student to work without them having been issued a Social Security Number (SSN) from the Social Security Administration?

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.

Temporary

What does “exempt” mean?

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.

What does “non-exempt” mean?

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.

How do I know if an assignment is exempt or non-exempt?

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.

Do non-exempt employees complete a timesheet?

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.

Can I hire a Temporary employee who is under the age of 18 (minor)?

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.

Does a minor complete the same sign-on packet as one who is of legal age?

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.

Administrative and Staff:

What is the minimum job posting time for a position?

2 weeks

Where can we advertise the position?

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

How do I know if my job has been posted?

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

How do I know what recruiter I am working with?

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

Is there a minimum or maximum number of applicants we must interview?

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

How do I submit a Job Request? ?

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

What is an HR Consultation?

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

How do I search Job Openings to view resumes, and applications?

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

Can I reject applicants?

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

What happens if we need to make a change to the job description?

Please contact the Compensation team and submit an ePRF.

What happens if I need to cancel the job opening?

Please email your recruiter to cancel a job opening.

What is Veterans’ Preference?

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.

What is a Veteran Memo?

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.

What is the difference between Staff and Administrative job family?

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.

Can I require applicants to complete an assessment or a skill test as part of the interview process?

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.

Can I add someone else to have access to the pool of candidates?

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

Who sends the rejection emails?

The recruiter will send out the rejection emails once the finalist has accepted the final offer. However, the hiring team should communicate via phone or email to the applicants who were interviewed.

Who registers the candidate for orientation once they are ready for hire?

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

What happens if we need to change date for orientation (New Employee Experience)?

Let your recruiter know or email tam@fiu.edu

Who approves offers?

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

Where can I check who is pending to approve the offer?

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)

What is a nepotism form and why do I need to complete it?

For information on nepotism please see FIU policy.

What do I do when I have selected the candidate I want to hire?

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

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