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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
Submits recruitment requests to the FASS Service Desk.
- Required documents:
- Position Description with Track Changes (if necessary)
- Recruitment Intake Form
FASS Agent Step-by-step guide
Click here to expand...
FASS-HR will review documentation and attend to the following process depending on the status of the position description:
- 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.
- Interview Preparation: Provide consultation for interview questions with supervisor.
- Logistics: Schedule appropriate meetings;
- Hiring committees
- Interviews, breakout rooms
- Search Committee Meetings;
- Review UO search committee best practices, Confidentiality & Implicit Bias
- Discuss applicant review process
- Review application review sheet
- Develop and agree to scoring methodology and evaluation criteria
- Position Posting Closes;
- Compile applications and send to search committee *Or those who are evaluating.
- Review applications, veteran status, minimum qualifications alongside committee UNLESS a unique process is agreed upon.
- Determine Advancing Candidates;
- If entire search committee is scoring applicants, meet to discuss score totals, discrepancies.
- Compile and rank committee scores
- Determine who to interview, scoring threshold
- Disposition candidates out of the pool who do not meet MQs or submitted incomplete applications.
- Disposition all other candidates to Qualifications Review in MyTrack.
- Develop interview schedule (including pre- and post-interview panel meetings) and interview questions with Search Chair and send information to panelists.
- DO NOT disposition candidates to Interview status until demographic information has been received from UHR.
- Interview Candidates;
- Schedule search committee
- Schedule candidate appointments
- Prepare paperwork for interviews:
- interview question scoring sheets for committee
- copies of interview schedule with candidate contact information
- Recruitment master workbook for score evaluation
- copies of the interview questions and position description for candidates
- pencils, scratch paper, any other materials search committee or candidate may need
- Facilitate interviews/discussion
- Collect evaluation forms
- Potential Outcomes;
- 2nd interviews: FASS HR will schedule (see step 8)
- Reference Check Advancement: FASS HR or Hiring Supervisor conducts
- Fail the Search: FASS HR completes paperwork. Justification determine collaboratively.
- Disposition Candidates;
- Depending on next step, disposition candidates in MyTrack.
- Reference Checks Successful;
- Determine Tentative Offer details:
- Salary: based on internal equity, candidate experience, salary range posted
- Start date
- For Classified Positions: Contingent Offer
- Complete contingent offer details in Offer Proposal Form
- Submit Offer Proposal Form to unit head/director for signature
- Submit signed Offer Proposal Form through MyTrack for FASS HR AD's approval
- Call candidate to provide contingent offer
- Disposition candidate to: Contingent offer accepted ***This will trigger background check email to candidate.
- Background Check Clears/Official Offer
- Notice arrives from HR of successful background check.
- FASS-HR completes the Offer Card in MyTrack for UHR approval by filling in the required information.
- Official Offer email letter sent to candidate. Candidate must log back into system to accept electronically.
- Save documentation in appropriate recruitment folder and begin on-boarding activities per New Employee: Onboarding & Orientation article.
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