This procedure 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
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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: room holds or meeting links as appropriate
- Search Committee Meetings;
- Review UO search committee best practices, Confidentiality & Implicit Bias
- Discuss applicant review process
- Review application review sheet
- Develop and agree to evaluation criteria
- Position Posting Closes;
- Compile applications.
- Review applications, veteran status, and minimum qualifications with search committee or search committee representative.
- Disposition candidates who do not meet minimum qualifications
- Determine Advancing Candidates;
- Search committee meets to review applicants
- Determine who to interview
- Disposition 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.
- Interview Candidates;
- Schedule search committee
- Schedule candidate appointments
- Prepare paperwork for interviews:
- interview question sheets for committee
- copies of interview schedule with candidate contact information
- Recruitment master workbook for candidate evaluation
- copies of the interview questions and position description for candidates
- Any 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: hiring supervisor or committee chair conducts (FASS HR can provide support if requested)
- Fail the Search: FASS HR coordinates closely with University HR to complete the process.
- Disposition Candidates;
- Depending on next step, disposition candidates in MyTrack.
- Reference Checks Successful;
- Determine Contingent Offer details:
- Classified: Recruitment Specialist completes Offer Proposal Form with the hiring supervisor
- OA: Recruitment Specialist creates a Justification Memo with the hiring supervisor
- Faculty: unit representative completes the Faculty Pay Action Form (PAF)
- Recruitment Specialist sends contingent offer proposal to Director of FASS HR for review and approval
- Decide on proposed start date with hiring supervisor
- After Contingent Offer proposal has been approved
- Call candidate to provide contingent offer
- Follow up with written contingent offer
- Once candidate has indicated acceptance, disposition candidate to Contingent offer accepted. This will trigger background check email to candidate from MyTrack.
- Background Check Clears/Official Offer
- Notice arrives from University HR of successful background check.
- FASS-HR completes the Offer Card in MyTrack.
- Assistant Director of FASS HR completes HR Ops section of the offer card with the exception of faculty positions which are reviewed by University HR.
- Recruitment Specialist will review offer and sign off on offer card checks
- Once offer card is complete, disposition candidate to Issue Online Offer
- Official Offer email letter sent to candidate from MyTrack. Candidate must log back into the university Career 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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