Recruitment & Hiring

1. Review Position

Prior to beginning the recruitment process within your department, conduct a review of the position needs, current staffing structure, budget/funding, qualifications, and requirements, etc.

• Is this a new or existing position?
  • If a new position, proceed to step 2 Position Description Questionaire (PDQ)
  • If an existing position:
    • Go to Manager Self-Service Job Data
      • Enter incumbent's name or Empl ID
      • Gather Position Number and Job Code
    • With the job code, go to Job Description Form (Manager Self-Service)
    • Review the job description to determine if classification continues to meet department needs.
      • If the existing classification continues to meet department needs, go to step 3 Pre-Authorization 1.
      • If updates or reclassification are needed, go to step 2 Position Description Questionaire (PDQ)
• Identify position funding.
  • If an existing position, will the funding source remain unchanged?
  • If a new position, the funding source information is required to complete step 3 Pre-Authorization 1.

2. Position Description Questionnaire

The Position Description Questionnaire (PDQ) is required to be completed for a new position, request for reclassification of a vacant position, or a position description update. The PDQ is not required for temporary, student, academic, or graduate assistant positions.

With the information from Step 1, review the PDQ for the position 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.

When the PDQ is complete proceed to step 3. You will attach the PDQ, org chart, and justification in step 3.

3. Pre-Authorization 1

A Pre-Authorization 1, or “PreAuth,” or “PA1” is a form used to equip hiring managers to hire new employees while staying on track with the mission of the university. A PreAuth is needed in order to post a Job Requisition, new or old. Follow the steps in the document below to start the PreAuth Process.

Use this link to learn how to complete a Pre-Auth 1.

4. Request to Post

Once the PA1 has been approved, complete the job requisition in the Taleo Jobs 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. 

Use this link to learn how to complete the Taleo posting.

Submit the job requisition through Taleo. HR Talent Acquisition will review the requisition and notify you when your job listing has been posted on the OU Jobs website.

Besides posting your vacancy on the OU Jobs website through Taleo, your position will also be posted on HigherEdjobs.com, InsideHigherEd.com and Universityjob.com. If you would like to utilize other methods of advertising your position, please fill out the Employment Advertising request form. Send requests to the HR Talent Acquisition team at HRTalent@ou.edu.  

How long should a position be posted?

• FLSA-nonexempt (hourly) positions must be listed for at least five working days or until three candidates have been referred. (Staff Handbook 3.3.1)
• FLSA-exempt (salaried) positions must be listed for at least seven working days regardless of the number of applicants (Staff Handbook 3.3.1)

5. Selecting A Candidate

• Identify who will be on the selection committee. 
• Review applications. Determine which candidates to interview by appropriately screening their applications.
• 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. When you decide on your final candidate, an offer will need to be created, submitted, extended, and captured. A guide showing how to do this can be found here.
  • If you want to offer above the PA1 approved salary, before any offer is extend you will need to contact HR compensation. Submit justification for higher salary and resume of selected candidate for approval. Once approved HR Compensation will update PA1 and send you an email with approval to move forward.  
  • Reject interviewed candidates not selected for offer.
• Finalize selection in Taleo. If your candidate accepts, Human Resources will send them the Second Pass via email to confirm their personal information and get consent for the background check process. The department’s use of Taleo for the hire is now complete.

6. Background Check

Who Needs a Background Check?

Background checks are required for all final candidates for university employment, including faculty, staff, and temporary positions in Norman programs and for all positions in HSC programs. For new hires, a conditional offer of employment is based on the candidate's successful completion of the background check. For student employees, review the Background Check policy to determine if their role requires a background check. Human Resources processes the background checks for all university departments. 

How Do I Initiate a Background Check?

If the candidate is being hired through Taleo, the hiring manager must complete the offer in the Taleo system to initiate the background check process. After the candidate has accepted an offer in Taleo, HR will send them a link to the jobs site where they will verify their personal information in a process called the 2^nd Pass.

If the requisition requires a background check, the candidate can agree to the background check and provide their personal information online. Once we have their information, we will conduct the background check and advise the hiring department of the results when we have them. The candidate's response time will affect the timing of the results.

If the candidate is not being hired through Taleo, a background check request can be made here. Background checks may also be required for volunteers and current employees. See the Background Checks page for more details.

7. Submit ePAF

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

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

8. Keep Documentation

Maintain recruitment documentation for a minimum of two (2) years after the hire including:

• All interview questions and notes
• Selection criteria
• Communications with applicants

9. Onboarding

Bringing a new employee on board is an important step in the hiring process and can make or break a new employee's experience in a new role.

Visit the onboarding page for helpful resources and be sure to share the link to OU's new employee website with your new hire.