Researcher and Research Support Screening
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- Researcher and Research Support Screening
In compliance with Florida Statute 1010.35, all candidates for researcher and research support positions are required to undergo additional screening. This screening will be conducted in collaboration between UF Human Resources and UF Research Integrity, Security and Compliance (RISC).
Researcher and research support positions are defined as “any UF person who directs or conducts research or creates research materials or receives training in the conduct of research or a person who collects, manipulates, manages or controls access to research data or research activities or other sensitive data. These positions may involve external oversight for conducting activities, however the source of funds does not dictate the coding of researcher or research support positions. These positions can include scholarly activities.” Follow the link below to find a current listing of these positions.
Additionally, temporary or OPS positions (except for OPS students) that perform research-related duties (e.g. OPS Laboratory Technician) are also required to undergo the screening process. These positions are typically categorized as OPS-Sponsored Project Non-Clerical.
If you have a position that is not listed here but will engage in a research in a manner as described above, then please consult with Talent Acquisition and Onboarding by emailing email@example.com to determine if your position requires to go through the screening.
Below is a general overview of the screening process for the following job categories.
There are different screening procedures depending on how the position was hired. See the menus below for more details.
- Screening a Candidate from Careers at UF (PageUP)
- The final candidate is identified for a researcher or research support role that is posted in PageUp.
- The hiring department updates the applicant status to Request Clearance for Researcher Hire.
- Important: A verbal offer should not be made prior to receiving clearance for research/research support roles.
- The status change to Request Clearance for Researcher Hire automatically triggers an email to the candidate with instructions on how to complete the research screening form.
- When the candidate submits the research screening form, their status automatically updates to Researcher Hire Under Core HR Review. This sends a notification to UFHR that the form has been completed and needs review.
- UFHR will review the screening form and, if appropriate, forward to the RISC office for further review. If forwarding to RISC, UFHR will update the applicant status to Under RISC Review.
- If the position is Faculty or OPS: Once review is complete, UFHR will update the applicant status to Clear for offer – Research/Research Support – UFHR use only. The individual listed as the department administrator on the requisition will receive an email notification. You may move forward with your offer and hiring process after receiving this email communication.
- If the position is TEAMS or CARE: UFHR will complete the clearance for offer process. The applicant status will be updated to Clear for offer – UFHR use only. The individual listed as the department administrator on the requisition will receive an email, notifying them that the candidate is clear for offer.
If you do not see the option to move the candidate to the status of “Request Clearance for Researcher Hire”, please contact Talent Acquisition and Onboarding by emailing firstname.lastname@example.org.
Best practice for the hiring department is to notify the candidate about the email for the screening and follow up with the candidate within 3 to 5 days post email if the candidate’s status remains unchanged.
- Screening a Candidate from Interfolio
- Please contact email@example.com if you are screening a candidate who applied via Interfolio.
- Screening Direct Hires and Courtesy Appointments
- When hiring an employee (usually temporary or OPS) for a researcher or research support position outside of Careers at UF (e.g. OPS employees), or creating a courtesy appointment for a researcher or research support role, the home department will need to provide the appropriate link and information to the employee or appointee in order to complete the screening process.
- Direct Hires: https://explore.jobs.ufl.edu/en-us/job/520442/direct-hire-for-researcher-and-research-support-positions
- Courtesy Appointments: http://explore.jobs.ufl.edu/cw/en-us/job/527535?lApplicationSubSourceID=
- Name of the employee or appointee’s position title (e.g. OPS Lab Technician)
- Name of the college/unit where the individual will be hired or appointed
- Name of the department for the college/unit
- Name of the departmental HR contact who should receive the outcome of the screening
Best practice for the hiring department is to follow up with the candidate or appointee 3-5 days after the email was sent, if a response has not been received from Talent Acquisition and Onboarding.
Sample invitation emails, including instructions, can be found by using the links below.
Frequently Asked Questions
- What do the different research-related applicant status mean?
- Request Clearance for Researcher Hire: This status is used for your final candidate. The status change to Request Clearance for Researcher Hire automatically triggers an email to the candidate with instructions on how to complete the research screening form.
Researcher Hire Under Core HR Review: When the candidate submits the research screening form, their status automatically updates to Researcher Hire Under Core HR Review. This sends a notification to Core HR that the form has been completed and needs review.
Under RISC Review: The screening form has been reviewed by UF HR and has been sent to the RISC office for further review.
Clear for offer – Research/Research Support – UFHR use only: The screening form has been reviewed by Core HR (and the RISC office, if appropriate). You may move forward with your hiring process. NOTE: This applicant status is not used for TEAMS or CARE positions that require an additional clearance for offer.
- What is the DS-160 and the upload procedure?
- The researcher/research support screening questionnaire asks the candidate if they have a copy of a DS-160, also known as the Online Nonimmigrant Visa Application. In accordance with Florida Statute 1010.35, one of the following uploads is required (if applicable):
- A complete copy of the candidate’s most recent Online Nonimmigrant Visa Application (DS-160)
- A partial copy of the candidate’s DS-160 that includes the following sections: Personal Information; Passport Information; Present Work/Education/Training Information; Previous Work/Education/Training Information; Additional Work/Education/Training Information; SEVIS Information (if applicable)
More information regarding the DS-160 form may be found at Online Non-Immigrant Visa Application.
Candidates will only be required to upload the DS-160 if they answer “yes”, and have the document readily available. Candidates will be directed to a web form outside of PageUp to complete the upload. This allows for more secure collection of the document. Candidates will also be asked to provide their first and last name, email address, the title of the job posting, and the job requisition number.
- How is research defined under this policy?
- The design, conduct, performance, application or reporting of a systematic study directed toward furthering general or scientific knowledge or understanding of the subject studied; or systematic use of knowledge and understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including design and development of prototypes and processes; or the training of individuals in the same.
- Do reclassifications or updates to position descriptions trigger the screening process?
- No, reclassifications or updates to position descriptions do not trigger the screening process.
- Does informal, job-related (e.g. market) research classify an applicant as a researcher or research support position?
- No, informal market research for the purposes of daily operations, in and of itself, does not classify an applicant as a researcher or research support position.
- If research does not involve peer-review or publication, can it still trigger the screening process?
- Yes, even if research does not involve peer-review or publication, it can still trigger the screening process, as it is not limited to this exception.
- Can extension include researcher or research support positions?
- Yes, extension can include researcher or research support positions.
- If an applicant does not meet the definition of a researcher or research support position, but they are supervised by someone who does meet the definition of a researcher or research support position, will this trigger the screening process?
- No, the researcher or research support position screening is for the consideration of the applicant’s duties only and does not consider the duties of their supervisor.
- If a postdoctoral associate is hired and subsequently needs a J-1 visa, will they have to undergo screening through the International Scholars and International Visitors Portal as well?
- Yes, please route postdoctoral associates needing a J-1 visa through the International Scholars and International Visitors Portal. The submitting department will receive a written determination upon completion of the UF RISC review.
- Are Student Assistants and Graduate Assistants included in the researcher and research support screening process?
- No, Student Assistant and Graduate Assistant positions are not included in the researcher and research support screening process. Student Assistants and Graduate Assistants will be required to undergo the screening process when moving to positions that are included in the researcher and research screening process.
- Are courtesy appointments that require reappointments (after five years in appointment) included in the researcher and research support screening process?
- No, courtesy appointments with reappointments are not included (even if the applicant was not previously included) in the researcher and research support screening process.
- Are joint and affiliate faculty included in the researcher and research support screening process?
- Joint and affiliate faculty (employed faculty members) are not included in the researcher and research support screening process.
Need additional support?
For additional information or further assistance, please contact Talent Acquisition and Onboarding by emailing firstname.lastname@example.org.