A&AA Fiscal Services - University of Oregon

Classified

HOW TO FILL A VACANCY

1. Review the position and organization chart

If the vacancy is created by the termination of an employee, you first decide if you want to fill the position as is or change it before recruiting for a new employee. Review the position description and make changes as appropriate to ensure you are recruiting for the skills you need. If you are recruiting for a new position, simply prepare a position description for the job.

2. Obtain hiring approval

The next step is to get the necessary approval from your department head and the dean. The Request To Hire Form, accompanied by an updated position description, is routed through the appropriate approval channels and sent to Human Resources. If a reorganization is in progress, include an updated organization chart.

3. Send to Human Resources

The Employment Manager in Human Resources reviews the opening in light of the injured worker list, layoff list, and affirmative action considerations. Affirmative action considerations come into play if the position is in a classification which has low representation of women and minorities.

4. Advertise and recruit applicants

The Employment Manager prepares a recruiting announcement specific to this vacancy for your review and approval. Job postings are kept open for a minimum of two weeks. Individuals interested in applying are instructed to contact Human Resources for application materials including a UO job application form and supplemental questions. They are asked to return completed materials to Human Resources.

5. Review applications and responses to supplemental questions

Your next task is to screen the applications and identify those candidates you wish to consider further. Human Resources will send you written instructions for evaluating application materials and a Supplemental Question Rating Form. Before scheduling interviews, give each applicant a disposition code on the Supplemental Question Rating Form and fax it to the Employment Manager. He/she reviews it in light of affirmative action data and approves the interview group or recommends additional candidates.

6. Conduct interviews

After reviewing applications and responses to the supplemental questions, select the group of most qualified applicants you wish to interview. It is recommended that you interview six to ten candidates. As a matter of courtesy, promptly inform candidates who will not be interviewed. It is a good idea to assemble an interview panel rather than conducting interviews alone. During interviews, ask the same set of interview questions of each candidate.

7. Reference checks

When you have narrowed your search to 1 or 2 candidates, conduct reference checks. The best references would be the most recent employers or ones who employed the person in a position most closely related to the vacancy. Always get permission from the applicant to contact a current employer. If a candidate is a UO employee, you may review the employee's personnel file located in Human Resources. Information from a reference check should be kept confidential.

8. Final steps

Evaluate each component of the selection process to determine the most qualified candidate. If two candidates are equally qualified, affirmative action should be considered. If it is impossible to make a selection at this point, you may consider scheduling an additional interview or conducting additional reference checks. In some instances, it may be appropriate to re-recruit. The Employment Manager is available for consultation.

9. Hiring

To complete hiring process, complete the Request to Make an Offer form. Fax this form to the Employment Manager to get clearance to make a job offer. In making the offer to your top candidate, agree on the starting date and pay level. If it is necessary to start someone higher than the first step, send a written request to the Employment Manager, stating the salary step and the reason for the request. OUS employees automatically get a one step increase for promotions (movement to a higher salary range). If you have questions about pay decisions, both the Employment Manager (346-2963) and Assistant Director for Human Resources (346-2964) would be glad to discuss this with you. Human Resources will send a confirmation to the new hire. You should send letters to unsuccessful applicants.

Coordinate with A&AA Fiscal Services staff if necessary to complete required Classified Hire Packet. Direct new classified employee to download the appropriate Classified Timesheet for their position. Also, see the Employee Checklist for guidelines on completing the hiring process.

9. Documentation

You are responsible for maintaining all documentation related to a 1) job search including description, recruiting announcement, copy of ads (including where and when they were placed), list of recruitment sources, names of interview panel members; and 2) applications, resumes, reference letters, supplemental questionnaires and rating forms, interview notes (make sure the names of note takers are included), reference check notes, and documentation of work samples. These records must be maintained for three years. This documentation helps protect the University and your department in cases of complaints or charges of discrimination and provides the framework for your next recruitment.

10. Orientation

The Employment Manager will send information about the Benefits Orientation to the new employee in the confirmation letter. Human Resources also conducts a half-day general orientation program for all new classified employees. Invitations will be sent prior to the event. Departmental orientation could include topics such as: departmental policies; parking; training policies; how to report absences or on-the-job injuries; material safety data sheets. Employees should get a copy of their position description to sign.

11. Trial service

Trial service (probationary period) is an extension of the selection process and, as such, provides an opportunity to assess whether an employee's performance warrants regular status. The initial trial service period is the employee's first six months in a classified position; promotional trial service is the first six months after promotion from a UO or OUS position (movement to a job in a higher salary range). For part-time employees, trial service is 1040 hours. There is no trial service period for employees who transfer from UO or OUS positions in the same salary range or demote from a higher salary range.

You should give frequent feedback to new employees about performance. It is the University's expectation that supervisors will take a progressive approach in their attempt to correct less than satisfactory performance. Call the Employee Relations Manager at x6-2965 or the Employment Manager at x6-2963 for assistance with this process. The action to remove an employee from trial service is taken by the Director of Human Resources.

SUPERVISING GUIDELINES (Useful Links)

What Every Supervisor Should Know
SEIU Local 503, OPEU Collective Bargaining Agreement 2007-2009
2008-Present Monthly Salary Schedule (UO/SEIU)



Fiscal Services Home Purchasing & Professional Services Contract - Purchasing & Professional Services Contract Travel - Travel Grants & Contracts - Grants & Contracts Payroll - Payroll - Academic - GTF - Classified - Student UO Foundation - UO Foundation Glossary - Glossary Forms - Forms	Home > Payroll > Classified Classified HOW TO FILL A VACANCY 1. Review the position and organization chart If the vacancy is created by the termination of an employee, you first decide if you want to fill the position as is or change it before recruiting for a new employee. Review the position description and make changes as appropriate to ensure you are recruiting for the skills you need. If you are recruiting for a new position, simply prepare a position description for the job. 2. Obtain hiring approval The next step is to get the necessary approval from your department head and the dean. The Request To Hire Form, accompanied by an updated position description, is routed through the appropriate approval channels and sent to Human Resources. If a reorganization is in progress, include an updated organization chart. 3. Send to Human Resources The Employment Manager in Human Resources reviews the opening in light of the injured worker list, layoff list, and affirmative action considerations. Affirmative action considerations come into play if the position is in a classification which has low representation of women and minorities. 4. Advertise and recruit applicants The Employment Manager prepares a recruiting announcement specific to this vacancy for your review and approval. Job postings are kept open for a minimum of two weeks. Individuals interested in applying are instructed to contact Human Resources for application materials including a UO job application form and supplemental questions. They are asked to return completed materials to Human Resources. 5. Review applications and responses to supplemental questions Your next task is to screen the applications and identify those candidates you wish to consider further. Human Resources will send you written instructions for evaluating application materials and a Supplemental Question Rating Form. Before scheduling interviews, give each applicant a disposition code on the Supplemental Question Rating Form and fax it to the Employment Manager. He/she reviews it in light of affirmative action data and approves the interview group or recommends additional candidates. 6. Conduct interviews After reviewing applications and responses to the supplemental questions, select the group of most qualified applicants you wish to interview. It is recommended that you interview six to ten candidates. As a matter of courtesy, promptly inform candidates who will not be interviewed. It is a good idea to assemble an interview panel rather than conducting interviews alone. During interviews, ask the same set of interview questions of each candidate. 7. Reference checks When you have narrowed your search to 1 or 2 candidates, conduct reference checks. The best references would be the most recent employers or ones who employed the person in a position most closely related to the vacancy. Always get permission from the applicant to contact a current employer. If a candidate is a UO employee, you may review the employee's personnel file located in Human Resources. Information from a reference check should be kept confidential. 8. Final steps Evaluate each component of the selection process to determine the most qualified candidate. If two candidates are equally qualified, affirmative action should be considered. If it is impossible to make a selection at this point, you may consider scheduling an additional interview or conducting additional reference checks. In some instances, it may be appropriate to re-recruit. The Employment Manager is available for consultation. 9. Hiring To complete hiring process, complete the Request to Make an Offer form. Fax this form to the Employment Manager to get clearance to make a job offer. In making the offer to your top candidate, agree on the starting date and pay level. If it is necessary to start someone higher than the first step, send a written request to the Employment Manager, stating the salary step and the reason for the request. OUS employees automatically get a one step increase for promotions (movement to a higher salary range). If you have questions about pay decisions, both the Employment Manager (346-2963) and Assistant Director for Human Resources (346-2964) would be glad to discuss this with you. Human Resources will send a confirmation to the new hire. You should send letters to unsuccessful applicants. Coordinate with A&AA Fiscal Services staff if necessary to complete required Classified Hire Packet. Direct new classified employee to download the appropriate Classified Timesheet for their position. Also, see the Employee Checklist for guidelines on completing the hiring process. 9. Documentation You are responsible for maintaining all documentation related to a 1) job search including description, recruiting announcement, copy of ads (including where and when they were placed), list of recruitment sources, names of interview panel members; and 2) applications, resumes, reference letters, supplemental questionnaires and rating forms, interview notes (make sure the names of note takers are included), reference check notes, and documentation of work samples. These records must be maintained for three years. This documentation helps protect the University and your department in cases of complaints or charges of discrimination and provides the framework for your next recruitment. 10. Orientation The Employment Manager will send information about the Benefits Orientation to the new employee in the confirmation letter. Human Resources also conducts a half-day general orientation program for all new classified employees. Invitations will be sent prior to the event. Departmental orientation could include topics such as: departmental policies; parking; training policies; how to report absences or on-the-job injuries; material safety data sheets. Employees should get a copy of their position description to sign. 11. Trial service Trial service (probationary period) is an extension of the selection process and, as such, provides an opportunity to assess whether an employee's performance warrants regular status. The initial trial service period is the employee's first six months in a classified position; promotional trial service is the first six months after promotion from a UO or OUS position (movement to a job in a higher salary range). For part-time employees, trial service is 1040 hours. There is no trial service period for employees who transfer from UO or OUS positions in the same salary range or demote from a higher salary range. You should give frequent feedback to new employees about performance. It is the University's expectation that supervisors will take a progressive approach in their attempt to correct less than satisfactory performance. Call the Employee Relations Manager at x6-2965 or the Employment Manager at x6-2963 for assistance with this process. The action to remove an employee from trial service is taken by the Director of Human Resources. SUPERVISING GUIDELINES (Useful Links) What Every Supervisor Should Know SEIU Local 503, OPEU Collective Bargaining Agreement 2007-2009 2008-Present Monthly Salary Schedule (UO/SEIU)