Staff Handbook
Recruitment and Selection
JUSTIFYING EMPLOYING PERSONNEL
Replacement Position
When replacing a terminated employee an Administrative Supervisor should send a "request to advertise" memo, authorized by the appropriate Vice President, to the Office of Human Resources. The memo should indicate the title of the position to be advertised, the date it will be available, the name of the terminating employee, and any specific experience requirements to be emphasized in the ad.
New Position
The Administrative Supervisor should send a memo authorized by the appropriate Vice President to Human Resources requesting that an advertisement be sent to appropriate publications. If the position is a new job classification, a detailed job description in standard University format and a copy of the approved New Position Request Form must be attached.
Part-time Positions
We are not required to advertise these positions but will do so if requested.
Please refer to the Manual of Administrative Procedures for detailed information.
ADVERTISING
Human Resources will pay for the initial advertising costs in local newspapers. For a second advertising attempt, the requesting department will be responsible for the cost of the ads. Grant programs and Auxiliary Services are responsible for the cost of all ads placed on their behalf.
SELECTION COMMITTEE
The Administrative Supervisor may choose to utilize a committee to assist with the selection process when hiring for professional level positions. To ensure appropriate composition of the selection committee, supervisors are encouraged to contact the Office of Human Resources for guidance on the selection and formation of a hiring committee.
The Human Resources Department has developed a Staff Hiring Guide to assist with the step by step procedures involved in the applicant screening process. Copies are available upon request and should be provided to all committee members, where applicable.
Once the selection has been made, the following steps must be taken:
- Administrative Supervisor: Complete the Affirmative Action Report, listing all applicants interviewed for the position; send along with all original applications and completed “Reason for Non-Selection” forms to the Office of Human Resources; process the Personnel Action Form.
- Human Resources: Letters will be sent to the unsuccessful applicants notifying them that the position has been filled. Subsequent to final approval, Human Resources will also contact the appropriate department and schedule a time for the employee to report for completion of employment documents.
LOYALTY OATH
Every officer and employee of the State of Oklahoma or a county, school district, municipality, public agency, public authority, or public district thereof, who on or after July 1, 1953, is appointed or elected to office, or who after said date is employed for a continuous period of thirty (30) days or more, in order to qualify and enter upon the duties of his/her office, or employment and/or receive compensation, if any, therefore, shall first take and subscribe to the loyalty oath or affirmation required by this Act and file the same as hereinafter set forth. Provided, that a public employee who is employed or whose employment is extended on a fiscal year basis and who has duly taken and filed the oath required by this Act in order to qualify and enter upon, or continue in, the duties of his/her employment, need not again take and file such an oath so long as his/her said employment or re-employment is continuous or consecutive.
TYPES OF APPOINTMENTS
Full-time appointments are those requiring forty hours per week. Employees working any number of hours less than forty will be considered as part-time. Part-time employees are not eligible for most fringe benefits. Student appointments such as graduate teaching or instructional assistants are not eligible for fringe benefits (except for Worker's Compensation). Temporary appointments are given to those employees who are hired for a specifically defined period of time. Temporary employment may be on a full time (40 hours per week) or part time (29 hours per week or less) basis.
EMPLOYMENT OF RETIREES
Certain restrictions apply when hiring a retiree who is receiving a retirement benefit from Oklahoma Teacher Retirement. Please contact the Office of Human Resources prior to hiring these individuals.
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