Completing Hires Through Other Systems

The following information provides guidance for completing hires in MyTrack for recruitments managed in Academic Jobs Online (AJO), MathJobs, or other alternative application system:

For Institutional Hiring Plan Tenure Track Faculty Searches:

  1. Hiring unit emails talent@uoregon.edu to request an applicant record be created in MyTrack for the finalist (see Request for Applicant Record Email section below for email requirements)
    • Requests can be submitted prior to approval of term sheet, but applicant records will be created only after the contingent offer letter is received from the Office of the Provost (OtP).  If there are questions, a member of the Talent Acquisition team in Human Resources will reach out to the requestor.
  2. Human Resources creates the applicant record in MyTrack with information provided and uploads application documents.
  3. Human Resources advances candidate to “Informal Offer Accepted” status once the record is complete.  This status triggers the background check notice to the finalist.
  4. Human Resources enters offer card information based on the approved letter from OtP/term sheet.
  5. Human Resources reviews the offer card, completes all required employment related checks, and releases formal Notice of Appointment (referred to as the “formal offer letter” or “offer” in MyTrack and in the instructions below).
    • The formal offer will include an applicant certification statement (as this was not captured via AJO at the point of application).
    • The candidate will receive email notification about the offer, including instructions to set an initial password they may use to log in to MyTrack and review/accept the formal offer.
    • This email notification is immediately followed by a secure password reset email.
  6. Candidate sets their own password, logs in, accepts the offer, completes required new hire forms. The standard offer workflow commences.

For Career or Pro Tem Searches:

  1. Hiring unit emails talent@uoregon.edu to request an applicant record be created in MyTrack for the finalist (see Request for Applicant Record section below for email requirements)
    • If there are questions, a member of the Talent Acquisition team in Human Resources will reach out to the requestor.
  2. Human Resources creates the applicant record in MyTrack with information provided and uploads application documents.
  3. Human Resources advances candidate to “Prepare Offer” status and notifies requestor once record is complete.
  4. Hiring unit completes offer card and uploads the contingent offer letter to offer card.
  5. Hiring unit advances candidate to “Contingent Offer Accepted” status.  This status triggers the background check notice to the finalist.
  6. Human Resources reviews the offer card, completes all required employment related checks, and releases formal Notice of Appointment (referred to as the “offer letter” or “offer” in MyTrack and in the instructions below).
    • The formal offer will include an applicant certification statement (as this was not captured via AJO at the point of application).
    • The candidate will receive email notification about the offer, including instructions to set an initial password they may use to log in to MyTrack and review/accept the formal offer.
    • This email notification is immediately followed by a secure password reset email.
  7. Candidate sets their own password, logs in, accepts the offer, completes required new hire forms, and the standard offer workflow commences.

Request for Applicant Record Email

Send email to talent@uoregon.edu

Email requests to create applicant record for a finalist must include the following as attachments:

  • Candidate’s CV
  • Statement of Interest/Cover Letter
  • Any other application documents provided, including letters of recommendation, supplemental questions, etc.
  • Summary of search (see details below)
Template for Request:

Subject: Create AJO Applicant

Please create an applicant record to facilitate a hire via MyTrack:

                Requisition/Job Number:

                Requisition/Job Title:

                Applicant Full Name:

                Preferred Name (if known):

                Applicant email address (if different than on the CV or not listed):

Summary of Search

Before a formal Notice of Appointment may be issued, the hiring unit will take the following steps to update the MyTrack search record and prepare the Summary of Search:

  • Ensure the list of outreach/advertising sources in the MyTrack requisition is updated (hiring units are required to retain copies of advertisements or confirmation of placements sent as part of the search record)
  • Ensure the list of search committee members in the MyTrack requisition is complete
  • When selected candidate is a UO graduate student, confirm submission of the petition for concurrent faculty/student status
  • Prepare a search summary document containing
    • A list of all applicants’ names and addresses (city and state sufficient and may be included as part of selection process documentation described below)
    • Identification of all job seekers, including those received after review has begun, incomplete applications, or those otherwise not considered
    • A brief narrative of the steps taken in the review process (e.g. all applicants with complete files were screened to see if they met minimum requirements, those meeting the requirements were scored, the committee met to deliberate on those with the 15 highest scores, 10 were selected for phone interviews, three were brought to campus for interviews, and an offer was made to one candidate, etc.)
    • Documentation of evaluation methods - this can take the form of an applicant log spreadsheet, composite scoring/rating matrix, or other format that works best for your search
    • Documentation that candidates meeting eligibility requirements for veterans’ preference were appropriately considered and that preference was correctly applied at each stage
    • A statement of job-related reasons for selection of applicant being offered the position (be sure to confirm that advertised minimum position qualifications have been met for the selected candidate)
    • Identification of candidates who declined an offer of employment
    • For all candidates not offered the position, provide an appropriate final status (for example, “Reviewed, Did Not Proceed,” or “Interviewed, Did Not Proceed”) and reason for not being hired using the following disposition reasons
      • Did not meet preferred application deadline
      • Did not submit complete application or otherwise failed to follow submission requirements
      • Does not meet advertised / posted minimum qualifications
      • Meets minimum qualifications, but does not meet preferred qualifications
      • Meets minimum qualifications, but did not place high enough to advance
      • Meets minimum and preferred qualifications, but did not place high enough to advance
      • Screening and/or interview revealed insufficient experience and/or skills
      • Candidate reviewed by search committee, but did not place high enough to advance
      • Candidate interviewed, but did not place high enough to advance
      • Candidate unsuccessful after search committee review
      • Candidate unsuccessful after final review by search committee chair/hiring manager
      • Candidate unsuccessful after reference checks
      • Candidate Withdrew due to accepting another offer
      • Candidate Withdrew due to dissatisfaction with terms of employment
      • Candidate Withdrew due to salary
      • Candidate Withdrew – Other Reason (leave detail in notes section of requisition)
      • Contingent offer withdrawn due to background check
      • Candidate not eligible to work under terms and conditions of employment
      • Candidate disqualified for not completing recruitment process
      • Candidate disqualified after review due falsified application information
      • Search canceled
    • For candidates not meeting advertised minimum requirements, please specify the requirement not met (e.g. no/inappropriate degree, less than required experience, etc.) or be sure that your internal search documentation contains that information.
    • All candidates interviewed (by phone, Skype, campus visit) need to be identified as such.