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Identifying Reviewers

 

On page 4, the form asks you to identify the reviewers for your area. You'll need to do this every time you complete a new freeze form. If you aren't sure who to identify for a certain level of review, please check with someone in your department's administrative office.

For each person, you'll enter a first and last name, then click the "Search" button. A search box will open with people listed from Active Directory. Select the correct person and click "OK". This will populate that person's email address in the read-only field.

Screenshot of OU Hiring Freeze Exemption Request form page three, section "Active Directory"

If the form requester is also the financial reviewer, they can check “Same as form preparer.” Checking this box will automatically populate the user's information in the “Financial Reviewer” fields. A message box will appear, letting you know that you can sign your approval as the Financial Reviewer before submitting the form on the following page.

Screenshot of OU Hiring Freeze Exemption Request form page three, section "Financial Reviewer"

If your department does not have either a department head/chair or a dean/director, mark "Not applicable" on that section. Keep in mind that you cannot mark both levels as "Not applicable." It will ask you to identify a person for at least one of those reviewer levels.

Screenshot of OU Hiring Freeze Exemption Request form page three, section "Department Head"

Select the VP area for your department. The VP's name will automatically populate. Generally, the form will route to a delegate selected by the VP rather than the VP themselves. 

Screenshot of OU Hiring Freeze Exemption Request form page three, section "VP Level"

Once you have all of the reviewers identified, you can go to the next page.

Page 5 includes a "Wrapping Up" section, where you can choose someone to receive form updates, download a PDF of your form, and add additional comments. The final section on Page 5 is where the reviewers will sign off on the form.

After you submit the form, you'll receive a confirmation email with a link to reopen your form. We recommend saving this email until your form is finalized. When you reopen the form, you can check the current stage at the top of each page and view the approvals on page 5.

The first reviewer will receive an email with a link to open the form and mark their decision. That link is specific to that person and cannot be forwarded for a delegate to review. If you need to change a reviewer or resend the email notification, check out this article on Resending Notifications or Changing Reviewers.
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