Requesting a New Hire

Forms and best practices for requesting, submitting, and seeking approval for posting open positions.

Required Documents 

All new hire requests require the submission of the following documents to the HOBI Human Resources team.

• Position Description
• HOBI PRS Form
• Organization Chart

Position Description

Position descriptions are required for all new hires, but requirements differ depending on the classification of the requested position.

• OPS/STAS/Faculty – The position description can be brief and somewhat informal.  

• TEAMS/Post Docs – The position description must be created using the most recent position description form, with all sections completed. UF sets the Minimum Requirements, and these cannot be adjusted. 

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HOBI PRS Form 

The PRS form is required to be submitted for for the hiring request process. Completed PRS forms must be submitted to hobi-hr@ufl.edu along with the other required documents to move forward in the hiring process.

• Include UFID’s with each name on the form.
• Please include all funding combination codes with their attributed percentages totaling 100% combined.
• Include a comprehensive justification for why the position is needed within the organization and what is the desired pay based on; a better justification increases the likelihood and speed at which a request is approved. These justifications are heavily scrutinized as they move up the approval process. More details are provided below.

More on Providing Your Justification 

To support the approval process for the proposed hire/change, we request a detailed justification addressing the following key areas: 

• Timing and Necessity: Why is this position/change critical at this time? 
• Strategic Benefits: How will it benefit the department or project now and in the future? 
• Alignment with Goals: How does it support organizational or departmental objectives? 
• Supporting Evidence: Provide any relevant data, metrics, or insights that reinforce the need for this position or change, such as workload analysis, resource gaps, or project demands. What has changed?  
• Future Value: Highlight anticipated long-term contributions and benefits. 
• Additional Context: Share any other information to strengthen the case. 

HOBI PRS Form

The PRS form is necessary to submit for opening a position for hire. Submit completed from to hobi-hr@ufl.edu along with the other required documents to move forward in the process.

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Organizational Chart

An Organizational Chart is needed for each request, showing who this position reports to. These may vary by division, so if unsure of the format currently in use, please contact a supervisor or HOBI admin member.

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Types of Positions and Titles

Direct Hire – Please provide Curriculum Vitae or resume when submitting the PRS form, Organizational Chart, and Position Description 

OPS, STAS, and Post Docs can be direct hires if you already know the individual you wish to hire, without the need to post the position. You can include a separate justification for why this person is the best option rather than doing a search. However, the justification you submit on the PRS form should never include a specific person. These are two different justifications. 

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Posting Requirements

Posting requirements differ depending on the classification of the position:

• TEAMS: These positions must be posted for a minimum of one week, and interviews must be conducted with a minimum of three qualified applicants. 
• FACULTY: These positions must be posted for a minimum of two weeks, and interviews must be conducted by a faculty search committee. 
• OPS/STAS/Post Docs: These positions can be posted with standard recruitment policies, if not a direct hire.