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This procedures outlines steps associated with hiring a classified employee or officer of administration (OA). This document does not cover the UOPD recruitment process. Please see Recruiting: UOPD General and Lateral Police Officers for hiring UOPD personnel.

See Recruiting for Classified and Officers of Administration (OA) Employees Workflow

Step-by-step guide

  1. Submits recruitment requests to the FASS Service Desk.

  2. Required documents:
    1. Position Description with Track Changes (if necessary)
    2. Recruitment Intake Form

FASS Agent Step-by-step guide

 Click here to expand...

  1. FASS-HR will review documentation and attend to the following process depending on the status of the position description:

    D ALREADY APPROVEDFASS-HR will launch requisition and implement hiring plan.
    PD IS NEW OR REQUIRES UPDATESFASS-HR will provide consult, create/update PD in MyTrack, and submit using the DRP approval process as outlined in the Position Descriptions: Creating or Updating a Position Description article.
  2. Once PD approval has been received/confirmed, FASS-HR will launch recruitment, specifying in the posting whether the position is Ongoing, or Interim/Limited Duration.
  3. Interview Preparation: Provide consultation for interview questions with supervisor.
  4. Logistics: Schedule appropriate meetings;
    1. Hiring committees
    2. Interviews, breakout rooms
  5. Search Committee Meetings;
    1. Review UO search committee best practices, Confidentiality & Implicit Bias
    2. Discuss applicant review process
    3. Review application review sheet
    4. Develop and agree to scoring methodology and evaluation criteria
  6. Position Posting Closes;
    1. Compile applications and send to search committee *Or those who are evaluating.
    2. Review applications, veteran status, minimum qualifications alongside committee UNLESS a unique process is agreed upon.
  7. Determine Advancing Candidates;
    1. If entire search committee is scoring applicants, meet to discuss score totals, discrepancies.
    2. Compile and rank committee scores
    3. Determine who to interview, scoring threshold
    4. Disposition candidates out of the pool who do not meet MQs or submitted incomplete applications.
    5. Disposition all other candidates to Qualifications Review in MyTrack.
    6. Develop interview schedule (including pre- and post-interview panel meetings) and interview questions with Search Chair and send information to panelists.
  8. DO NOT disposition candidates to Interview status until demographic information has been received from UHR.
  9. Interview Candidates; 
    1. Schedule search committee
    2. Schedule candidate appointments
    3. Prepare paperwork for interviews:
      1. interview question scoring sheets for committee
      2. copies of interview schedule with candidate contact information
      3. Recruitment master workbook for score evaluation
      4. copies of the interview questions and position description for candidates
      5. pencils, scratch paper, any other materials search committee or candidate may need
    4. Facilitate interviews/discussion
    5. Collect evaluation forms
  10. Potential Outcomes;
    1. 2nd interviews: FASS HR will schedule (see step 8)
    2. Reference Check Advancement: FASS HR or Hiring Supervisor conducts
    3. Fail the Search: FASS HR completes paperwork. Justification determine collaboratively.
  11. Disposition Candidates;
    1. Depending on next step, disposition candidates in MyTrack.
  12. Reference Checks Successful;
    1. Determine Tentative Offer details:
      1. Salary: based on internal equity, candidate experience, salary range posted
      2. Start date
  13. For Classified Positions: Contingent Offer
    1. Complete contingent offer details in Offer Proposal Form
    2. Submit Offer Proposal Form to unit head/director for signature
    3. Submit signed Offer Proposal Form through MyTrack for FASS HR AD's approval
    4. Call candidate to provide contingent offer
    5. Disposition candidate to: Contingent offer accepted ***This will trigger background check email to candidate.
  14. Background Check Clears/Official Offer
    1. Notice arrives from HR of successful background check.
      1. FASS-HR completes the Offer Card in MyTrack for UHR approval by filling in the required information.
      2. Official Offer email letter sent to candidate. Candidate must log back into system to accept electronically.
  15. Save documentation in appropriate recruitment folder and begin on-boarding activities per New Employee: Onboarding & Orientation article.


Forms



Resources and Links

University HR MyTrack: LINK

(document pathways: Recruitment Master Workbook, Interview Scoring Sheet, Search Committee Best Practices, Search Committee Agenda template)




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