Recruiting: UOPD General and Lateral Police Officers

Owned by Sara Yilmaz
Last updated: Feb 10, 2023Version comment

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

See UOPD General and Lateral Police Officer Recruitment Workflow.

Step-by-step guide

  1. Submit recruitment requests to the FASS Service Desk.

  2. Required documents:
    1. Position Description with Track Changes (if necessary)
    2. Approved 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 status of position description:

    PD ALREADY APPROVEDIf 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 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.
    1. Classified UOPD recruitments never require supplemental application materials, such as a resume, cover letter, nor supplemental questions. OA recruitments require resumes and cover letters.
  3. Post position to external recruitment platforms and create recruitment folder.
  4. Logistics: Schedule appropriate meetings;
    1. 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
    2. Email position supervisor to confirm panelist names.
    3. Reserve room space for interviews and meetings:
      1. Schedule community panel pre-interview committee meeting, interviews, and post-interview discussions for the same week as each other if not on the same day.
      2. Repeat step above for scheduling command panel meetings and interviews, one week after the community panel.
  5. Position Posting Closes;
    1. Compile applications and send to position supervisor.
    2. FASS HR Recruiter starts Recruitment Workbook.
    3. FASS HR Recruiter and position supervisor review applications, veteran status, minimum qualifications (MQs), score applications if necessary.
    4. Identify candidates to interview.
    5. Disposition candidates out of the pool who do not meet MQs or submitted incomplete applications.
    6. Disposition all other candidates to Qualifications Review in MyTrack, and email UHR a request for demographics for advancing candidates.
    7. Develop interview schedule (including pre- and post-interview panel meetings) and interview questions with position supervisor and send information to community panelists.
  6. 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.
  7. Community Panel Meetings and Interviews;
    1. Occurs all on same day, ideally.
    2. Review UO search committee best practices, Confidentiality & Implicit Bias.
    3. Discuss applicant review process.
    4. Review application review sheet.
    5. Develop and agree to scoring methodology and evaluation criteria.
    6. 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
    7. Meets again after interviews to discuss candidates. 
  8. FASS HR Recruiter send community panel recommendations to position supervisor, and emails mock schedule for command panel.
  9. Position supervisor confirms candidates moving forward to command panel interviews.
  10. FASS HR Recruiter dispositions candidates and sends information to command panelists.
  11. Command Panel Meetings and Interviews;
    1. Occurs one week after Community Panel Interviews, all on the same day.
    2. Repeat Step 7 above but for Command Panel.
  12. Determine Advancing Candidates;
    1. Compile and rank command panel scores, determine finalist(s) for hire.
    2. If requested: one-on-one interview with UOPD Chief, Chief confirms finalist(s) for hire.
  13. Potential Outcomes;
    1. References conducted via the UOPD Background Check Process.
    2. Fail the Search: FASS HR completes paperwork. Justification determine collaboratively.
  14. 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 position supervisor 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 background check(s) per the UOPD Background Check process. UOHR will suppress UO Background Check Process in MyTrack.
  15. Background Check Successful; 
    1. Notify supervisor when UOPD background check process complete.
    2. Determine Final Offer details with Supervisor approval:
      1. Salary: based on internal equity, candidate experience, salary range posted
      2. Start date
    3. Complete Offer Card and notify UOHR Operations that UOPD Background Check has been passed and offer card has been completed.
    4. Once UOHR has approved Offer Card, issue official offer to candidate via MyTrack.
    5. Official Offer email letter sent to candidate from MyTrack. Candidate must log into UO Careers site to accept offer electronically.
  16. Save documentation in appropriate recruitment folder and begin on-boarding activities per New Employee: Onboarding & Orientation article.




Resources and Links

University HR MyTrack: LINK

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