Hiring Officials Frequently Asked Questions

  1. Do you offer training on the hiring process and the OES?
  2. How do I login to the OES?
  3. How do I get a username and password?
  4. What if I forgot my username and password
  5. How do I create a job posting?
  6. What type of positions must go through the OES?
  7. How do I obtain a waiver to the hiring freeze?
  8. How do I post a temporary position?
  9. Can I use an outside temporary agency to fill a position?
  10. I don’t see a template for my vacant position. Why?
  11. I would like to request a new position for my Department, what should I do?
  12. I would like to reclassify a position, what should I do?
  13. Can I use different minimum qualifications than those listed on the template?
  14. How do I know who to contact in HR about my position?
  15. What is the “requisition number”?
  16. When will my job be posted?
  17. What does it mean to post from previous?
  18. How long must a job be posted on the OES?
  19. Can I advertise my position internally only?
  20. Who is considered an “Internal Candidate”?
  21. Can I change the questions without re-posting?
  22. I have a job posted, but cannot see the applicants. Why?
  23. What is the “Close” date?
  24. How soon should I contact the applicants referred?
  25. Do I have to interview all applicants in the pool?
  26. I do not feel I have a sufficient pool of candidates, what should I do?
  27. What is a pooled (PL) position?
  28. How can I set up a pooled (PL) position?
  29. I have an applicant that would like to apply, but the position is closed, what do I do?
  30. Who will place my ads?
  31. Who pays for my ads?
  32. How do I recommend someone for hire?
  33. When can I make an offer?
  34. What is the turnaround time for background checks?
  35. How will I know when a background check is complete?
  36. When can my new employee start?

Hiring Officials FAQ Answers

  1. Do you offer training on the hiring process and the OES? -top-
  2. Yes, training sessions are offered on a monthly basis. Please view the HR calendar at www.hr.eku.edu for specific dates/times.

  3. How do I login to the OES? -top-
  4. Visit http://jobs.eku.edu/hr and enter your username and password.

  5. How do I get a username and password? -top-
  6. If you are a hiring official, go to and click “Create User Account”, enter all information and submit. Once your account is approved you will receive an email. You will need to attend a training session to use the site.

  7. What if I forgot my username and password? -top-
  8. Contact HR Employment to obtain your login information.

  9. How do I create a job posting? -top-
  10. Login to the Online Employment System (OES) with your username and password. Under Create Posting,select one of two methods:

    * From Template - creates a job posting from a template with pre-existing data ready to edit.
    * From Previous - creates a job posting from a previous posting. The previous position must be filled before you can create from previous.

    For step-by-step instructions on creating a job requisition, see the .

  11. What type of positions must go through the OES? -top-
  12. All staff, faculty, student, graduate assistant (GA), and temporary positions must go through the OES.

  13. How do I obtain a waiver to the hiring freeze? -top-
  14. The hiring freeze is still in effect for staff positions. The position must be vacated for 90 days before advertising the vacancy. However, you can request a “waiver” to the freeze by emailing justification to .

  15. How do I post a temporary position? -top-
  16. When posting a temporary position, use the corresponding classification title template. If the job title does not have a template, contact your . Please note: temporary positions can last no longer than 9 months.

  17. Can I use an outside temporary agency to fill a position? -top-
  18. Yes, please contact with HR Employment to arrange for temporary help from an outside agency. Please note that these temporary employees are not considered EKU employees and are not entitled to any benefits.

  19. I don’t see a template for my vacant position. Why? -top-
  20. If there is not a template for an existing position, please contact with .

  21. I would like to request a new position for my Department, what should I do? -top-
  22. New position requests are handled outside the OES. You will need to complete the form. Contact with for more information.

  23. I would like to reclassify a position, what should I do? -top-
  24. Reclassification requests are handled outside the OES. You will need to complete the form. Contact with for more information.

  25. Can I use different minimum qualifications than those listed on the template? -top-
  26. No, minimum qualifications for job postings must match those listed on the template. If you prefer higher education or experience, you may note that in “Preferred Education/Experience” field on the job requisition. If you feel the minimum qualifications should be different, you must contact , as this may result in a reclassification of the position.

  27. How do I know who to contact in HR about my position? -top-
  28. Each template has an assigned HR Employment Analyst; the analyst is listed at the bottom of the “posting details” page of the requisition. Please contact this person for any questions/concerns related to your position.

  29. What is the “requisition number” and where is it located? -top-
  30. The requisition number is a specific seven digit number assigned to your job posting. It can be found at the bottom of the “posting details” page once you create the posting. Please refer to this number when inquiring about the position. Also, if applicants are inquiring about the application process, refer them to the specific requisition number.

  31. When will my job be posted? -top-
  32. Once the requisition has been created via the OES and submitted electronically, it will be assigned to an employment analyst who will review the submission before posting. Jobs should appear on the web within two business days of submission to HR.

  33. What does it mean to post from previous? -top-
  34. You have the option to post a position using a previous requisition. This will allow you to keep all the information on the template that was previously used. However, in order to post from previous, the previous position must be at the status of “filled” or “cancelled”.

  35. How long must a job be posted on the OES? -top-
  36. For local searches, at least seven business days from the date it appears in a print publication; regional searches should be posted for 15 calendar days; national searches should be posted for 30 calendar days. The position may be posted longer if advertised in an outside source or you may request an extended deadline. If you are re-posting a position you can request it be posted for less than the seven calendar days. Close dates for student and GA positions are flexible.

  37. Can I advertise my position internally only? -top-
  38. To advertise faculty and staff positions strictly internally, you must obtain approval from the before submitting the request.

  39. Who is considered an “Internal Candidate”? -top-
  40. An internal candidate is defined as a current EKU employee (full-time and part-time regular employees, and faculty). Temporary employees, graduate assistants and student workers are not considered internal candidates.

  41. Can I change the posting questions without re-posting? -top-
  42. Once the position has been posted to OES, changes cannot be made. Supplemental questions cannot be changed once a job requisition is posted. Should you need to change the supplemental questions, a new requisition must be created and submitted to post for seven business days.

  43. I have a job posted, but cannot see the applicants. Why? -top-
  44. For staff positions, the position must reach its close date before you can access applications.

  45. What is the “Close” date? -top-
  46. The close date is the date the position will be removed from the web. For staff positions, this is also the date you will have access to applications.

  47. How soon should I contact the applicants referred? -top-
  48. Generally, applicants who are selected for interviews should expect to be contacted within two to four weeks after a job posting has closed. You may begin contacting applicants for your job posting as soon as you have reviewed the applicant pool.

  49. Do I have to interview all applicants in the pool? -top-
  50. You are not required to interview all of the applicants in the pool. However, you should have at least five candidates and conduct at least three interviews. You are required to provide valid “not hire” reasons for all applicants. You can do this by changing the status to “interviewed – not hired” and selecting the reason as “other” and providing specific reasoning in the open text area.

  51. I do not feel I have a sufficient pool of candidates, what should I do? -top-
  52. Contact your to seek out additional advertising resources, and to have your position reposted. If there is a large pool, you will be asked to provide detailed justification of why the pool is not sufficient to your needs.

  53. What is a pooled position? -top-
  54. Pooled positions are used for positions that have large turnover, or for student positions where hiring is on a continual/frequent basis (within the semester). The pooled (PL) position will be posted on the OES for a three month period and will continually accept applications. When the Hiring Official has a true vacancy, they should submit a request via the OES and indicate in the “comments” section to have the applicants from the PL position moved to the vacant position. If you still need the PL position posted after three months, contact your to “repost”.

  55. How can I set up a pooled (PL) position? -top-
  56. Complete the requisition and in the comments section indicate to “post as a pooled position”. The is available on the hiring official’s site from www.hr.eku.edu.
     

  57. I have an applicant that would like to apply, but the position is closed, what do I do? -top-
  58. Please refer the applicant to HR Employment. We cannot accept applications after the position closes.

  59. Who will place my ads? -top-
  60. Your Employment Analyst will place ads for you, and will contact you to discuss ad placement. Be sure to indicate where you would like ads placed in the appropriate field on the posting details page of the requisition.
     

  61. Who pays for my ads? -top-
  62. HR has a budget for institutionally funded positions. Ads will initially be charged to the department (staff positions) and the college (faculty positions); at the end of the fiscal year, the charges will be taken out of the HR advertising budget. Grant positions are responsible for their own ad funding.

  63. How do I recommend someone for hire? -top-
  64. On the “Applicants” tab, you must change the selected candidate’s status to “Recommend for Hire” and indicate a reason why. You must also change the status on those not recommended. Next, you will need to complete the “Employment Recommendation” tab; this tab will not be visible unless the position is removed from the web (at the close date). After completing the employment recommendation tab, you must also “submit to HR for background check”.
     

  65. When can I make an offer? -top-
  66. When you are ready to recommend a candidate for hire, you can make a contingent offer pending the results of the background check and other University approvals. Once the background check is clear and all approvals have been obtained, your Employment Analyst will contact you at which time you can make an official offer.
     

  67. What is the turnaround time for background checks? -top-
  68. Background check results typically take three to five business days to obtain. Faculty positions that require educational verification checks typically take three to seven business days.

  69. How will I know when a background check is complete? -top-
  70. You will receive email notification from your Employment Analyst upon completion of the background check.

  71. When can my new employee start? -top-
  72. Start dates are every Monday, and Orientation sessions are offered every two weeks. Upon completion of the background check and University approvals, your Employment Analyst will contact you to set up a start date and orientation date for the new employee.

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