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The following step-by-step instructions will help search committees and their chairs organize the search process. Each step is important to a successful search. The websites linked to these instructions collectively represent the complete University of Oregon unclassified appointment process. See the Introduction for overview information.

Part 1, Initiating the Search
Part 2, Recruitment
Part 3, Selection
Part 4, Completing the Hire

Part 1, Initiating the Search
1.1 The hiring department obtains approval to search from the appropriate authority.
1.2
 A search committee and chair is selected. Committee responsibilities are defined.
1.3
 Staff support is arranged.
1.4
 A position description is required, so one is updated or created, as necessary.
1.5
 A position announcement is prepared.
1.6
 An advertisement is prepared.
1.7
 The scope of the recruitment is determined and a search plan is put together.
1.8
 The hiring department prepares a Notification of Academic or Administrative Position Opening (NAPO).
1.9
 The hiring department routes the NAPO Packet for the signatures required at the bottom of the NAPO. The Office of Affirmative Action and Equal Opportunity (AAEO) attaches an approval letter before sending the packet to Unclassified Personnel Services.
1.10
 Once approved by the President or appropriate Vice President/Vice Provost, Unclassified Personnel Services sends the NAPO packet and the AAEO approval letter back to the hiring department. The search may now proceed.
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Part 2, Recruitment
2.1
 When the hiring department receives the approved NAPO with AAEO, the department emails the position announcement to AAEO for posting on the UO Jobs page.
2.2
 The hiring department places ads/announcements in newspapers, on websites and listservs, and distributes the position announcement directly and by email. (Until a NAPO packet is approved by both AAEO and the President or appropriate Vice President/Vice Provost, no search is authorized, and it should not be advertised.)
2.3
 Search committee members and/or hiring department staff make contact with colleagues in order to identify and recruit interested and qualified candidates.
2.4
 As each application is received, the hiring department sends the applicant written acknowledgment, an Applicant Data Request Card (sample in pdf format), and Jeanne Clery Disclosure Act information.
2.5
 The first search committee meeting is set up, to which an AAEO representative must be invited.
2.6
 Once the closing date or application review date passes, the search chair calls AAEO to inquire about the demographic makeup of the applicant pool. If the representation of women and people of color, as determined from returned Applicant Data Request Cards, is not consistent with availability, or if the number of applications is less than desired, consideration should be given to extending the application deadline and/or increasing recruitment strategies.
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Part 3, Selection
3.1
 The search committee reviews UO Policy Statement 3.140: Faculty Recruitment, Selection.
3.2
 Based on the position description, and before reviewing applications, the search committee develops job-related criteria by which the candidates will be evaluated.
3.3
 Though the university does not specify a particular method, some form of documented methodology is required for evaluating applicants. All non-selection reasons must be documented through each step of the selection process.
3.4
 All applications are screened to determine if the applicant meets the minimum qualifications of the position.
3.5
 All applications for applicants who meet the minimum qualifications are screened by the entire committee, based on the job-related criteria previously established by the committee.
3.6
 If the search committee is challenged in deciding how many candidates to include on the "short list" for ongoing consideration, the search chair should contact AAEO to see if the short list of candidates includes women and people of color, and if not, whether including additional candidates in order of ranking by the committee would increase diversity in the pool of candidates under active consideration.
3.7
 Once the list of candidates who will be invited to campus for interviews has been identified, a Request for Authorization for Campus Visit is submitted (Required only if the candidate's expenses are to be paid by the university).
3.8
 The committee conducts interviews.
3.9
 The committee conducts reference checks. In some cases, particularly in Officer of Administration searches, the hiring authority may elect to conduct reference checks rather than delegating that responsibility to the search committee.
3.10
 The search committee makes its recommendation(s) to the hiring authority, documenting job-related reasons supporting their recommendations for all finalists.
3.11
 All search documentation is forwarded to the search chair (or designee), for inclusion in the official search file.
3.12 The hiring authority selects a candidate and makes a tentative offer.
3.13
 An appropriate letter is sent to all unsuccessful applicants.
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Part 4, Completing the Hire
4.1
 The candidate agrees to the terms of the tentative offer.
4.2
 The hiring department requests an Affirmative Action Compliance Statement and the returned Applicant Data Request Cards from AAEO.
4.3
 For candidates who will be new to the UO, the hiring department requests a UO ID number from the payroll office (UO ID Request Form).
4.4
 Two hiring considerations: 1) If a non-citizen or permanent resident is being hired, the hiring department must verify visa and labor certification. 2) If a graduate student is being hired, a petition for Concurrent Faculty/Graduate Student Status is required.
4.5
 Using the Banner form PWAAPPT, a Request to Offer Academic/Administrative Appointment form (RTO) is prepared.
4.6
 The Affirmative Action Compliance Statement is completed and selection documentation is attached. Documentation may include a selection matrix and a chart of recruitment sources.
4.7
 The hiring department assembles an RTO Packet. The RTO requires a department head's signature, and as necessary, college/unit signatures.
4.8
 The RTO packet is sent to AAEO for approval.
4.9
 AAEO sends the RTO Packet to Unclassified Personnel Services and they produce a contract for final approval by the President or appropriate Vice President/Vice Provost.
4.10
 Once approved by the President or Vice President/Vice Provost, the offer is official. Unclassified Personnel Services sends the contract to the selected candidate.
4.11 If relocation assistance was offered, the hiring department contacts the new employee to explain procedures.
4.12
 The hiring department contacts the new employee for help completing the documents necessary to put together a Payroll Packet. The hiring department submits the completed Payroll Packet to the Payroll Office.
4.13
 Unclassified Personnel Services sends a copy of the RTO to the Payroll Office (for payroll setup).
4.14
 A search file must be maintained for three years.
4.15
 If the search fails, the same record keeping requirements apply (4.14). An Affirmative Action Compliance Statement is still required by AAEO. If it is necessary to cancel an appointment after a contract has been printed, Payroll, Unclassified Personnel Services and the President or appropriate Vice President/Vice Provost's office must be notified.

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