Recruitment & Hiring

Review the university's recommended processes for recruitment and hiring below. Use the resources on this page to help get a robust applicant pool and complete the selection and hiring process in compliance with the law and university policy.

Overview

Review the current position and make changes as needed.

  • Is this an existing position? a new position?
  • How is the position funded?
  • Is the classification appropriate or should the position be reclassified?

An exemption to the university's hiring freeze must be requested for most positions being filled. Once you submit the form, it can take 1-2 weeks to complete this process. 

Hiring Freeze Exemption
These documents describe the hiring freeze exemption process.
HIRING FREEZE EXEMPTION FORM
Campus: Norman, OUHSC, Tulsa
HIRING FREEZE GUIDELINES - HSC
Campus: OUHSC, Tulsa
HIRING FREEZE GUIDELINES - NORMAN
Campus: Norman

Each staff job listing begins with the online Position Description Questionnaire (PDQ). The PDQ is not required for temporary, student, academic, or graduate assistant positions.  

With the information from Step 1, review the online position description questionnaire (PDQ) in the PeopleAdmin system for the job you wish to fill. The PDQ should include all the essential functions of the job.

An essential function must meet at least one of the following criteria:

  • The position exists to perform this duty. Removing this function would fundamentally change this position.
  • A limited number of employees are available to do the function.
  • The person in the position must have specific expertise to perform the function.

Complete the online PDQ if this is a new position, request for reclassification of a vacant position, or a position description update. You will receive email notification when approved.

Once the position description has been approved, complete the job requisition in the PeopleAdmin system. The job requisition provides the information for the public job listing. Complete the necessary departmental forms and approvals for posting the job in this step. You can save an incomplete job requisition and come back to it later, if needed. 

Submit the job requisition through the PeopleAdmin system. HR Employment & Compensation will review the requisition and notify you when your job listing has been posted.

Besides posting your vacancy on the OU Jobs website through the PeopleAdmin system, you should also consider other methods of advertising for your job in this step. HR can assist you with this.  

  • Review applications. Determine which candidates to interview by appropriately screening their applications.
  • Identify who will be on the selection committee. 
  • Interview candidates. Review best practices for interviewing and prepare interview questions.
  • Check the references and former employers of your final candidates.
  • Choose a candidate for the position. Prepare a letter notifying the candidate of the offer and the terms and conditions of employment. Review the sample letters to applicants. If a background check is required, the letter should also notify the candidate that the offer is contingent upon successful completion of a background check. All offer letters must be retained in the department personnel file and the HR personnel file. 
  • Finalize selection in PeopleAdmin. Once the selected candidate accepts the offer, indicate which candidate you've selected in the PeopleAdmin system by completing the Personnel Selection Report. The system will automatically send emails to your unchosen candidates.
Background checks are an important part of screening new and existing employees and volunteers. Human Resources processes background checks for all university departments.

Complete a background check for designated security sensitive positions and all positions in HSC programs. Send a completed background check authorization to HR Employment & Compensation. A background check can take 3-10 business days to complete. 
  • A conditional offer of employment is based on the candidate's successful completion of the background check.
  • The hiring department will be contacted when the background check is complete.

Who needs a background check?

All new employees and volunteers working in Health Sciences Center programs and departments are required to have a background check. Norman employees who are hired, transferred, reclassified or promoted to the following security-sensitive positions or roles will be required to have a criminal background check if one was not done when originally hired:
  • having unrestricted access to children under age 18 or working with K-12 schools;
  • handling cash or managing cash transactions;
  • having unrestricted access to master keys;
  • having access to sensitive data;
  • working in areas designated as security sensitive, including summer camps and residence halls; or
  • as mandated by any state or federal law, contract, or grant.

How often does a background check need to be completed?

Once a year for all individuals working with children under 18 before they begin working with this group. Once for other required employees in security sensitive positions or roles.    

Who initiates a background check?

The department begins the background check process by getting a completed Background Check Authorization Form from the employee or volunteer and submitting it to Human Resources. Departments should confirm that the form is complete before forwarding to Human Resources. Incomplete forms significantly increase the amount of time it takes to complete a background check.

Who is charged for a background check?

The department initiating the background check is charged for the background check.

When should a Department of Motor Vehicles check be requested?

When a new employee or volunteer will be driving an OU vehicle. Reminder: students cannot transport children under age 18. 

What is reviewed in a background check?

Criminal and sex offender records and Department of Motor Vehicles records (when requested). 

How does a department find out the results of the background check?

Human Resources will inform the department representative if the employee or volunteer is authorized to begin work. 

Background Checks
These forms are used to complete background checks.
BACKGROUND CHECK AUTHORIZATION
Campus: Norman, OUHSC, Tulsa
BACKGROUND CHECK / PRE-EMPLOYMENT SCREENING GUIDELINES
Campus: OUHSC, Tulsa

Complete the appointment of your new employee by submitting the electronic Personnel Action Form (ePAF) in PeopleSoft.

Direct your new employee to complete the new hire forms and processes

Maintain recruitment documentation for a minimum of two (2) years after the hire including:
  • All interview questions and notes
  • Selection criteria
  • Communications with applicants

Consider This

Documents

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Contact

HR Employment & Compensation
  • Norman: (405) 325-1826, NEL 205
  • HSC: (405) 271-2190 Option 4, SCB  122
  • Tulsa: (918) 660-3191, Room 2C11