How to Fill a Vacancy
1. Review the position and organization chart
If the vacancy is created by the termination of an employee, then you must 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, then 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 that 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, and 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 or she will review it in light of affirmative action data and approve the interview group or recommend 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 6 to 10 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 one or two 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.
To finalize the 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 at 6-2963 and Assistant Director for Human Resources at 6-2964 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. The employee candidate may be subject to criminal background and/or credit checks depending on the type of work they will be doing, so the request to offer should be a contingent offer based on the results of the criminal background and/or credit check if it applies to the position you are filling.
You are responsible for maintaining all documentation related to a job search and received applications, including:
- recruiting announcement and copy of ads (including where and when they were placed)
- list of recruitment sources
- names of interview panel members
- applications, resumes, and reference letters
- supplemental questionnaires and rating forms
- interview notes (make sure the names of note takers are included)
- reference check notes
- documentation of work samples.
- documents required by the Central Business Services Office are listed on the HRIS Forms page in Banner.
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.
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, and material safety data sheets. Employees should recieve a copy of their position description to sign.
12. Trial service
Trial service, also known as 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. The promotional trial service period is the first six months after promotion from a UO or OUS position. For part-time employees, trial service is 1,040 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 6-2965 or the Employment Manager at 6-2963 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)
Classified Staff Payroll/Hiring Forms
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