This procedure outlines steps associated with hiring a University of Oregon Police Department employee.

See UOPD Entry Level Police Officer Recruitment Workflow.

Step-by-step guide

Submit recruitment requests to the FASS Service Desk.
REQUIRED DOCUMENTS
Position Description with Track Changes (if necessary)
Approved Recruitment Intake Form

FASS Agent Step-by-step guide

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

PD ALREADY APPROVED	If the position has been recruited for in the past, FASS-HR Agent sends completed Recruitment Intake form to supervisor for approval.
PD IS NEW OR REQUIRES UPDATES	FASS-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.

Once PD approval has been received/confirmed, FASS-HR will launch recruitment.
1. Classified UOPD recruitments never require resume, cover letter, nor supplemental questions.
Post position to external recruitment platforms and create recruitment folder.
1. Make sure posting identifies ORPAT and written exam dates from Step 5 if possible.
Logistics: Schedule appropriate meetings;
1. This step cannot be completed any later than Step 10 in order to complete the recruitment in a timely manner.
2. Search committees and panelists - UOPD recruitments use interview panels which include:
  1. Community panel for first round interviews
  2. Command panel for second round interviews
  3. One-on-one interview with the UOPD Chief for finalists
3. Reserve room space for interviews and meetings.
Schedule the ORPAT and written exam;
1. UOPD Training Liaison schedules the ORPAT (Oregon Physical Abilities Test) and notifies FASS HR Recruiter of the dates (may sometimes occur on a weekend).
2. FASS HR orders the National Police Officer Select written test from Steven Armbrust (current contract with FPSI) or CPS HR Consulting, based on the dates of the ORPAT.
3. FASS HR reserves specific rooms for the written test and ORPAT:
  1. Moshofsky Center for ORPAT
  2. Knight Law for the written exam (the huge top room)
Position Posting Closes;
1. FASS HR and Search Chair/Position Supervisor review applications for completeness and minimum qualifications (MQs).
2. All candidates who meet completed application status and MQs move forward to interviews.
3. Invite all interviewing candidates to testing via Letter of Invitation with details and ORPAT waiver that needs to be signed and brought to the ORPAT.
  1. If candidate has already taken the ORPAT, candidate may send official letter with scores.
  2. All candidates must take written exam.
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, and email UHR a request for demographics for advancing candidates.
6. Develop interview schedule (including pre- and post-interview panel meetings) and interview questions with Search Chair and send information to panelists.
For Classified positions, submit request to interview via MyTrack for FASS HR AD's approval. DO NOT disposition candidates to Interview status until demographic information has been received.
Candidate attends the ORPAT;
1. Training Liaison will notify candidates that same day whether or not they passed the ORPAT
2. If candidates do not pass ORPAT, they will be dispositioned as no longer being considered.
3. If candidates pass, they will move on to the written examination.
Written Exam (National Police Officer Select);
1. Proctored by FASS HR Recruiter.
2. FASS HR typically notifies candidates of pass/fail by next business day.
  1. Candidates may request an official letter of exam results in order to use for other applications with other agencies.
3. If candidate passes, FASS HR informs candidate that they will be contacted soon regarding the Interview and Panel meetings.
4. If candidate fails, they will be dispositioned as no longer being considered.
Interviews and Panel Meetings;
1. See Step 4 for scheduling instructions.
2. Occurs same day as interviews
3. Review UO search committee best practices, Confidentiality & Implicit Bias.
4. Discuss applicant review process.
5. Review application review sheet.
6. Develop and agree to scoring methodology and evaluation criteria.
7. Meets again after interviews to discuss candidates.
Interview Candidates;
1. Prepare paperwork for interviews:
  1. interview question scoring sheets for panel
  2. copies of interview schedule with candidate contact information
  3. Recruitment 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
2. Facilitate interviews/discussion
3. Collect evaluation forms
Determine Advancing Candidates;
1. Compile and rank panel scores
2. Determine scoring threshold and who to advance to second round.
3. Repeat steps 7 and 8 again for Command Panel and one-on-one interviews.
4. After one-on-one interviews with UOPD Chief, Chief confirms finalist(s) for hire.
Potential Outcomes;
1. References conducted via the UOPD Background Check Process.
2. Fail the Search: FASS HR completes paperwork. Justification determine collaboratively.
Disposition Candidates;
1. Depending on interview outcome, disposition candidates in MyTrack to either will not advance, or Prepare Contingent Offer as appropriate.
2. Confirm contingent offer with Search Chair via Offer Proposal Form.
3. Submit offer proposal form for approval via MyTrack.
4. Make contingent offer to candidate.
5. If contingent offer accepted, make note in MyTrack that UOPD background check process has begun.
6. Begin the UOPD background check process. UOHR will suppress UO Background Check Process in MyTrack.
Background Check Successful;
1. If candidate does NOT pass UOPD Background Check Process, follow process documented in UOPD Background Check Process.
2. Notify supervisor when UOPD background check process complete.
3. Determine Final Offer details with Supervisor approval:
  1. Salary: based on internal equity, candidate experience, salary range posted
  2. Start date
4. Complete Offer Card and notify UOHR Operations that UOPD Background Check has been passed and offer card has been completed.
5. Once UOHR has approved Offer Card, issue official offer to candidate via MyTrack.
6. Official Offer email letter sent to candidate from MyTrack. Candidate must log into UO Careers site to accept offer electronically.
Save documentation in appropriate recruitment folder and begin on-boarding activities per New Employee: Onboarding & Orientation article.

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