Filling a Vacant Budgeted Staff Position

Preparation and Authorization

1. Vacancy Notification: The need to fill the position is identified (e.g., an employee resigns, a new budgeted role is created). The immediate manager (Hiring Manager) initiates the process.
2. Review Position Details: The Hiring Manager reviews and, if necessary, updates the Job Description and Job Specification (required skills, experience, qualifications).
3. Obtain Approval: The Hiring Manager completes a Position Request Form which confirms the position is budgeted and details the need. This form must be approved by:
   • Immediate Management (e.g., Director/VP).
   • Vice President Finance Administration and Treasurer (VPFA) (budget compliance).
   • Request Form is submitted to the VPFA. VPFA reviews Form with President.
   • The President and VPFA determine whether the position is approved. If approved, continue to Step 4 below.
   • If denied, the Hiring Manager and or Cabinet Member may appeal the decision. If denied, complete the Formal Appeal Form. (Guidance for completing the Formal Appeal Form)
   • The Formal Appeal Form is submitted to the VPFA for review and discussion with the Hiring Manager and or Divisional Vice President.
   • The VPFA reviews the Form with the President, who will ultimately decide whether to overturn the decision to deny filling the vacancy.
4. HR Setup: The VPFA will notify HR of the decision to fill the position. Once approved, HR assigns a requisition number, prepares the internal and external job postings, and provides any guidance needed by the hiring manager.

Recruitment and Sourcing

1. Job Posting: The vacancy is advertised. This typically includes:
   • Internal Posting: OWU Careers page only.
   • External Posting: Using job boards, the OWU Careers website, social media, and professional networks (posting by hiring manager on professional affiliate sites as is often free to members).
   • The Hiring Manager will submit an approved job description with the posting info to Human Resources. The job description template is available from the Search Committee Toolkit page.
2. Candidate Sourcing: The Hiring Manager along with their Search Committee actively search for candidates through various channels, talent pipelines, and recruitment agencies.
3. Application Collection: HR manages the collection and tracking of all submitted resumes and applications via the ATS.

Candidate Selection and Interviewing

1. Initial Screening: The Hiring Manager and or Cabinet designee and their Search Committee members screen all applications against the minimum requirements (Job Description). Unqualified candidates are dispositioned and communicated to.
2. Shortlisting: The Hiring Manager and or Cabinet designee and their Search Committee review the remaining qualified candidates and create a shortlist of the most promising applicants. The Hiring Manager will then confirms the shortlist of candidates with the Committee (if a search committee is used). A list of candidate screening questions will be created before reaching out to candidates.
3. Interviews (Round 1): Hiring Manager or search committee member conducts initial interviews (often phone or virtual) to assess basic fit, salary expectations, and motivation. An interview question guide will be created before candidate outreach begins. Human Resources can provide assistance with this, if needed.
4. Interviews (Round 2+): The Hiring Manager and potentially other team members or stakeholders conduct in-depth interviews (in-person or virtual) to assess technical skills, behavioral competencies, and team fit. The interview question guide will be reviewed/updated, as needed before this round of interviews begins.
5. Background Checks & References: For the top candidate(s), The Hiring Manager or their search committee initiates reference checks, education verifications, and etc. Human Resources will initiate a criminal background check as a part of the job offer process. Background checks are required for all paid positions. Background checks are outsourced and the amount of time required can vary by candidate. Hiring Managers should plan for at least two weeks to complete this stage of the process when planning hiring start dates.

Hiring and Onboarding

1. Final Candidate Selection: The Hiring Manager makes a final decision on the best candidate.
2. Offer Generation & Negotiation: Clarity on the salary range for the position is required from the Division Cabinet member before a verbal offer is made to all candidates. Once the salary range is confirmed with the Cabinet member by the Hiring Manager (or their Director), a verbal offer can be extended to the candidate by the Hiring Manager. HR then prepares a formal Offer Letter detailing the salary, benefits, start date, and terms of employment. The offer is extended to the candidate. Salary data to be offered to be defined within experience and area market value, and or College and University Professional Association (CUPA) guidelines and within the budgeted guidelines established by the University.
   • (Decision Point: Is the verbal offer accepted?)
   • YES: Proceed to step D3.
   • NO: Negotiate and re-offer, or extend the offer to the second-choice candidate, returning to the start of step D2.
3. Criminal Background Screening HR process: The candidate must agree to and pass a criminal background screening. Depending on their role at the University, additional screenings may be required such as a credit screening, and/or BMV screening. (These screenings can take days or weeks.)
4. Hiring/Paperwork: The accepted candidate signs and returns the formal offer letter. Upon receipt of the signed offer letter, HR forward a pre-hire checklist requiring the candidates actions before their start date. On their start date, the candidate completes all remaining necessary hiring paperwork and legal documents. HR processes the new hire into the payroll and HR information system.
5. Onboarding & Induction: The Hiring Manager and HR prepare for the new employee's arrival. This includes these Hiring Manager actions:
   • Setting up the workspace, computer access, and necessary equipment.
   • Introduce the new hire to other teammates and key peers in other departments.
   • If new to OWU, the Hiring Manager should schedule a campus tour for their new hire through the Admissions Office.
   • The Hiring manager will review the job description, set work goals and define with guidance on work priorities for the new hire – within their first month of employment.
   • Scheduling initial training and orientation sessions.
   • The employee begins their new role.