Recruiting: Classified and Officers of Administration (OA) Employees

Owned by Sara Yilmaz
Last updated: Sept 20, 2023 by Megan DeLaneyVersion comment

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

  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

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

    PD 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: room holds or meeting links as appropriate 
  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 evaluation criteria
  6. Position Posting Closes;
    1. Compile applications.
    2. Review applications, veteran status, and minimum qualifications with search committee or search committee representative.
    3. Disposition candidates who do not meet minimum qualifications 
  7. Determine Advancing Candidates;
    1. Search committee meets to review applicants
    2. Determine who to interview
    3. Disposition candidates to Qualifications Review in MyTrack.
    4. Develop interview schedule (including pre- and post-interview panel meetings) and interview questions with Search Chair and send information to panelists.
  8. Interview Candidates; 
    1. Schedule search committee
    2. Schedule candidate appointments
    3. Prepare paperwork for interviews:
      1. interview question sheets for committee
      2. copies of interview schedule with candidate contact information
      3. Recruitment master workbook for candidate evaluation
      4. copies of the interview questions and position description for candidates
      5. Any materials search committee or candidate may need
    4. Facilitate interviews/discussion
    5. Collect evaluation forms
  9. Potential Outcomes;
    1. 2nd interviews: FASS HR will schedule (see step 8)
    2. Reference Check Advancement: hiring supervisor or committee chair conducts (FASS HR can provide support if requested)
    3. Fail the Search: FASS HR coordinates closely with University HR to complete the process.
  10. Disposition Candidates;
    1. Depending on next step, disposition candidates in MyTrack.
  11. Reference Checks Successful;
    1. Determine Contingent Offer details:
      1. Classified: Recruitment Specialist completes Offer Proposal Form with the hiring supervisor
      2. OA: Recruitment Specialist creates a Justification Memo with the hiring supervisor
      3. Faculty: unit representative completes the Faculty Pay Action Form (PAF)
    2. Recruitment Specialist sends contingent offer proposal to Director of FASS HR for review and approval
    3. Decide on proposed start date with hiring supervisor
  12. After Contingent Offer proposal has been approved
    1. Call candidate to provide contingent offer
    2. Follow up with written contingent offer
    3. Once candidate has indicated acceptance, disposition candidate to Contingent offer accepted. This will trigger background check email to candidate from MyTrack.
  13. Background Check Clears/Official Offer
    1. Notice arrives from University HR of successful background check.
    2. FASS-HR completes the Offer Card in MyTrack.
    3. 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.
    4. Recruitment Specialist will review offer and sign off on offer card checks
    5. Once offer card is complete, disposition candidate to Issue Online Offer 
    6. Official Offer email letter sent to candidate from MyTrack. Candidate must log back into the university Career system to accept electronically.
  14. 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)