PART III EHRA Non-Faculty POSITIONS APPLICANT TRACKING

Transcription

1 PART III EHRA Non-Faculty POSITIONS APPLICANT TRACKING 1

2 Niner Talent User s Guide Table of Contents 4 Introduction 4 Contents 4 Process Overview Initiator: How to Post a Position 5 Introduction 5 Policies 5 General Information Tab 10 Applicant Documents Tab 10 Guest User Tab 10 Search Committee Members Tab 11 Labor Market Tab 12 Summary Tab 12 Sending to Approver Initiator: Reviewing Applicant Pool 14 Purpose 14 How to View Applicants 14 Generating the Combined Document 16 How to View Multiple Applications at One Time 17 Taking Action on Applicant Status 18 Applicant Status Options 18 How to Change Applicant Status 19 Not Best Qualified 20 Further Consideration 21 Recommend for Interview 22 Qualified Not Selected 22 Declined Interview 24 Interviewed Not Selected 24 Getting Back to Posting 25 How to Move Multiple Applicants Through Workflow at One Time Initiator: How to Send a Posting for Equity Officer Review 27 Introduction 27 Policy 27 How to Notify the Equity Officer 27 Labor Market Data 28 Example Initiator: How to Create a Hiring Proposal 30 Introduction 30 Purpose 30 Applicant Status Recommend for Hire 31 Hiring Proposal 32 Telephone Reference Check 33 Hiring Proposal Documents 33 Summary Tab 34 Transitioning to Approver Approver: How to Approve a Position for Posting 36 2

3 Introduction 36 Policies 36 Reviewing Posting 37 Summary Tab Layout 38 Transitioning Posting to Another Approver Approver: How to Review Applicants 41 How to View Applications 41 Generating Combined Document 43 How to View Multiple Applications at One Time Approver: How to Transition Posting for Equity Officer Review Approver: Reviewing the Hiring Proposal and Submit to HR for Approval 47 Section 3: Appendices 51 Introduction 51 Contents 51 Appendix A: Tabs and Fields within Start Position Request 52 Introduction 52 Organizational Unit 52 Department Information 52 Position Information 53 Duties and Responsibilities 53 Additional Position Information 54 Minimum and Preferred Qualifications 55 Compensation and Funding Information 56 Funding Source 57 Supplemental Documentation 57 ADA Compliance 58 HR Use Only 59 Appendix B: Departmental EEO Report 60 Introduction 60 Example of Departmental EEO Report 60 Example of Comparison 62 Appendix C: Tabs and Fields within Hiring Proposal 63 Candidate Information 63 Position Information 63 Hiring Information 63 Appendix D: What to do if you have trouble logging into NinerTalent 65 Appendix E: EHRA Non-Faculty Waivers of Search 67 3

4 Introduction The Applicant Tracking module in NinerTalent is where positions are posted, applications are gathered, and candidate selection is made. This section provides detailed instructions for Initiators and Approvers to navigate the process. Contents Topic See Page 2.1 Initiator: How to Post a Position Initiator: Reviewing Applicant Pool Initiator: How to Send a Posting for Equity Officer Review Initiator: How to Create a Hiring Proposal Approver: How to Approve a Position for Posting Approver: How to Review Applicants Approver: How to Transition Posting for Equity Officer Review Approver: How to Review Hiring Proposal and Submit to HR for Approval 47 Process Overview When a position has been posted, Human Resources will transition it back to the Initiator, which will trigger the system to send an notice that the posting is available for applicants to apply. The graphic below provides an overview of the applicant tracking process. Initiator Approver Equity Officer Initiator Changes applicant statuses Recommends applicants for interview Approves applicants for interview Reviews applicants to be interviewed for compliance Recommends applicant for hire after interviews 4

5 2.1 Initiator: How to Post a Position Introduction This section gives directions for creating an EHRA Non-Faculty job posting. Policies The policies listed below apply to posting EHRA Non-Faculty positions in NinerTalent. Posting a position requires an approved job description. If a position description doesn t exist, you need permission from HR/EHRA Non-Faculty Administration to use the Create from position type option. Posted positions must accept online applications. The Special offline application option is not used at this time. If you Require an applicant to upload a document, s/he will not be able to finish applying for the job without uploading that document. How to Post an EHRA Non-Faculty Position: Follow the steps listed in the table below to post an EHRA Non-Faculty position in NinerTalent. Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 Change the user group to Initiator. Result: A message like the one pictured below will appear at the top of the screen confirming that the change was successful. 5

6 2.1 Initiator: How to Post a Position, Continued Step Action 3 As pictured below, click the drop down arrow and select Applicant Tracking module. Result: The header bar color is blue in the Applicant Tracking module. 4 Go to the Postings tab, select EHRA Non-Faculty as pictured below. Result: You will see the EHRA Non-Faculty postings from your area. 6

7 2.1 Initiator: How to Post a Position, Continued Step Action 5 Click orange box that says Create New Posting. Result: The following options appear. 7

8 2.1 Initiator: How to Post a Position, Continued Step Action 6 If... Then... the position description is in, and approved click Create from position description the position description is approved and the position has been posted click Create from posting previously and no changes need to be made to the description. the position description doesn t exist contact HR/EHRA Non-Faculty Administration for permission to use Create from position type Clicking Create from posting description will give you the following result. Result: Approved positions within your department will display 7 Select the position you want to post, and click Actions, Create From as pictured below. Result: The New Posting will appear. 8

9 2.1 Initiator: How to Post a Position, Continued Step Action 8 Review and verify that all of the information displayed is correct and click Create New Posting as pictured below. Result: The following menu of tabs will appear. Online applications are required, and the special instructions section is not used. The General Information tab will open automatically. Proceed as directed. 9

10 2.1 Initiator: How to Post a Position, Continued General Information Tab: Complete the fields as prompted on the General Information tab, and confirm other information. For a list of the fields which are visible to the candidate, see Appendix A. If you want it to close at a certain time you want to leave the posting open until the Equity Officer Review is complete Then enter the date you want it to close leave the date field blank and select Open Until Filled, and Yes Proceed to the next tab. Applicant Documents: Select the documents you want the applicant to upload. The most common attachments are a cover letter, résumé and list of references. Note: If you choose Required, an applicant won t be able to finish applying for the job without uploading that document. Proceed to the next tab. Guest User: The Guest User tab enables you to grant access to specific people so that they may view the applicants only. The Guest User account is used for external members of a search committee who do not have NinerNET credentials. It is likely that you won t use this option. Notes: The Guest User account does not have the ability to edit or route the posting. Each posting has a unique Guest User account. This information can be ed directly to the member by entering the and clicking update guest user. Proceed to the next tab. 10

11 2.1 Initiator: How to Post a Position, Continued Search Committee Members Tab: The Search Committee Members tab enables you to assign search committee members to the posting, enabling them to log in with their NinerNET credentials to view applications. Read the instructions on the Search Committee Members tab. Enter the search committee member s first and last name or address in the fields pictured below to search for their NinerTalent account. If The name appears The name appears that is the Search Committee Chair The name is not found Done Then click Add Member. click the box beside Make Member The Committee Chair. contact HR EHRA Non-Faculty Administration. click Next. Proceed to the next tab. 11

12 2.1 Initiator: How to Post a Position, Continued Labor Market Tab: The labor market information will be filled in by the Equity Officer after the posting has been submitted to HR. Later on in the applicant tracking process, you will be able to compare the labor market information with the demographics of the applicant pool. The comparison is made to ensure the applicant pool is in line with the labor market information. Proceed to the Summary tab. Summary Tab: From the Summary tab, you can see how the posting looks to the applicant: You can use your browser s back button to return to the Summary tab. Proceed to How to Send the Posting to an Approver. 12

13 2.1 Initiator: How to Post a Position, Continued How to Send the Posting to an Approver: Follow the steps listed in the table below to send the posting to the Approver. Step Action 1 Click on the orange Take Action on Posting and select Send to Approver (move to Approver). 2 Click the drop-down arrow to select the appropriate name as pictured below. Check the box if you would like to add the position to your watch list. Also, at this time, you may enter comments. The comments are viewable by anyone who accesses the posting and are part of the recruitment file. Comments CANNOT be erased or edited after they have been submitted. 13

14 2.2 Initiator: Reviewing Applicant Pool Purpose This segment of the manual describes the procedures for an Initiator to view applications after the position description and position request have been approved. This segment of the manual also describes how to change the Applicant s status throughout the selection process, as needed. How to View Applications: Follow the steps listed in the table below to view applications. Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 If... Then... Your Home Page does not default to change your User Group to Initiator. the Initiator User Group Your Home Page defaults to the proceed to step 3. Initiator User Group Result: A blue confirmation message will appear at the top of the screen. Note: The menu may change based on your default settings. 3 If... Then... The module does not default to change the module to Applicant Applicant Tracking Tracking. The module defaults to Applicant proceed to step 4. Tracking 4 Go to the Postings tab and select EPA Staff as pictured below. Result: The Initiator s active postings are displayed. 14

15 2.2 Initiator: Reviewing Applicant Pool, Continued Step Action 5 Locate the posting for which you would like to review applicants by using the Search bar, or by reviewing the list of postings as pictured below. Click Actions, and then select View Applicants. Note: You will only be able to see the postings in the department(s) assigned to you. Result: The applicants are now visible along with their status. 6 To view the applicant s application click Actions, and then View Application as pictured below. 15

16 2.2 Initiator: Reviewing Applicant Pool, Continued Step Action 7 At the bottom of the application you will see Required Documents and Optional Documents. Click on Generate to create the Combined Document that includes the application and all of the documents that particular applicant uploaded. Click on View to open the Combined Document. 16

17 2.2 Initiator: Reviewing Applicant Pool, Continued How to View Multiple Applications at One Time: You can create a PDF file that includes the applications and documents from all of the active applicants. Click the box on the left hand side in the gray menu bar (as shown below). This will check the boxes beside each name. Then click on Actions (as show above). Clicking the Actions button brings up the menu below. Download Applications as PDF is the option you need to choose. Then you select the document types you would like to view. The default option is Application and All Documents. Click the Submit button. Result: The PDF file will open in the same window. You can save the PDF to your computer or print it out. To get back to NinerTalent use your Internet browser s back button. 17

18 2.2 Initiator: Reviewing Applicant Pool, Continued Taking action on Applicant Status: The tables below describe each of the status options for applicants. Pre-Interview Status Options Under Review by Hiring Department When to Use Applicants automatically enter this status when they apply Applicant who is not being considered for the position sent? No Not Best Qualified Further Consideration Not a Current University Employee Dropdown options: Does not have preferred qualifications Does not meet minimum qualifications Job Instability Less qualifications than further considered candidates Job Instability Unrelated Education and/or Work Experience Applicant who your department is interested in No Applicant who is not a Current University Employee (used if the job is ONLY open to current employees) Yes, when position is filled Yes, immediately Interview/Hiring Stage Status Options Recommend for Interview Declined Interview Interviewed, Not Selected Qualified, Not Selected When to Use Applicant chosen by the Department to be interviewed Applicant was selected for interview, but they declined Applicant interviewed but not hired Recommend for Hire Applicant offered employment No Offer Declined Applicant offered employment, but declined No Applicant was in Further Consideration status, but was not selected for an interview Not Best Qualified Dropdown options: Less Education than Interviewed Candidate(s) Less Experience than interviewed Candid Options are listed in chart above. sent? No No Yes, when position is filled Yes, when position is filled Yes, when position if filled 18

19 2.2 Initiator: Reviewing Applicant Pool, Continued How to Change Applicant Status: Follow the steps outlined in the table below to change an Applicant s status. Step Action 1 Click the drop-down arrow beside the Take Action on Job Application button to see a list of the Workflow Actions described in the table below. Above are the initial options for when an applicant is listed as Under Review by Hiring Department. If You don t want to change the status of the Applicant You want to add this applicant to the short list of possible interviewees The Applicant does not meet the minimum qualifications advertised for the position An external candidate has applied for a posting that was designated for internal applicants only Then Choose Status Keep working on this Job application Send to Further Consideration (move to Further Consideration) Send to Not Best Qualified (move to Not Best Qualified) Send to Not Current University Employee (move to Not Current University Employee) 19

20 2.2 Initiator: Reviewing Applicant Pool, Continued Important: Applicants moved to Not Best Qualified status are immediately notified via and on their online profile that they are no longer under consideration. When Not Best Qualified is selected, click the drop down arrow to select a reason. Then click Submit as pictured below. 20

21 2.2 Initiator: Reviewing Applicant Pool, Continued Step Action 2 Only the applicants who have been moved to Further Consideration will continue on in the applicant workflow process. Once a status has been changed to Further Consideration, the following choices are available. Applicants Recommended for Interview continue on in the process. If You don t want to change the status of the Applicant If the Applicant s qualifications still need to be reviewed If the Applicant has been chosen by the Department to be interviewed If the Applicant is not going to be interviewed, but does meet the qualification The Applicant does not meet the minimum qualifications advertised for the position An external candidate has applied for a posting that was designated for internal applicants only Then Choose Status Keep working on this Job application Send to Under Review by Hiring Department (move to Under Review by Hiring Department) Send to Recommend for Interview (move to Recommend for Interview) Send to Qualified Not Selected (move to Qualified Not Selected) Send to Not Best Qualified (move to Not Best Qualified) Send to Not current University Employee (move to Not Current University Employee) 21

22 2.2 Initiator: Reviewing Applicant Pool, Continued When Recommend for Interview is selected, you will be prompted to enter an explanation as to why that applicant has been recommended. Then click Submit as pictured below. The status of Qualified Not Selected requires a reason to be selected from a drop down menu. See the picture below. 22

23 2.2 Initiator: Reviewing Applicant Pool, Continued Step Action 3 Once the applicants for Further Consideration have been identified, you can proceed to How to Send the Posting for Equity Officer Review (2.3) 4 The applicants statuses will need to be updated as the interviews take place. If You don t want to change the status of the Applicant If the Applicant was not interviewed at this time, but the department is still considering the Applicant If the Applicant was not interviewed and is no longer being considered by the department The Applicant declined the interview The Applicant was interviewed, but not selected The department would like to hire the Applicant Then Choose Status Keep working on this Job application Send to Further Consideration (move to Further Consideration) Send to Qualified Not Selected (move to Qualified Not Selected) Send to Decline Interview (move to Declined Interview) Send to Interviewed Not Selected (move to Interviewed Not Selected) Send to Recommend for Hire (move to Recommend for Hire) 23

24 2.2 Initiator: Reviewing Applicant Pool, Continued The status of Declined Interview requires a reason to be selected from a drop down menu. See the picture below. When Interviewed Not Selected is selected, you will be prompted to enter an explanation as to why that applicant hasn t been selected. Then click Submit as pictured below. The explanation you enter becomes part of the permanent record and cannot be deleted. 24

25 2.2 Initiator: Reviewing Applicant Pool, Continued Note on how to get back to the posting: You can access the posting by clicking on the title of the position (in the gray menu bar). 25

26 2.2 Initiator: Reviewing Applicant Pool, Continued How to move multiple applicants through the workflow at one time: Click the box on the left hand side by the applicants you would like to move in the workflow. You should only click on applicants that you would like to move to the same status. Then select Move in Workflow. Then choose the workflow state from the drop down menu. For more information on the different Applicant Statuses, see the Taking action on Applicant Status tables. 26

27 2.3 Initiator: How to Send a Posting for Equity Officer Review Introduction This segment of the guide describes how to send a posting to the Equity Officer for Review after applicants are screened, and the qualified applicants are moved to the Further Consideration status. The Equity Officer Review takes the place of the AA-24 form. Policy: Equity Officer Review Before conducting interviews, it is beneficial to compare the labor market availability statistics. The Equity Officer will do this in their review. This is done to ensure that the applicant pool is diverse and in line with the labor market availability. How to Notify the Equity Officer: Once the Initiator has updated the applicant statuses, it is the responsibility of the Initiator to let the Approver know the posting is now ready for the Equity Review. The Approver can then transition the posting to the Equity Officer if the posting is still open. If the posting has been closed, the Initiator or Approver need to EPARecruitment@uncc.edu to let the Equity Specialist know the department is ready for the Equity Review to take place. Include the six-digit position number in your . The Equity Officer will close the posting once the review has been conducted (if the posting is not already closed). The posting can be reopened if needed. During the Equity Officer Review, the Equity Specialist is making sure that the applicants in the statuses of Further Consideration and Recommend for Interview meet the minimum qualifications stated in the job posting. The Equity Specialist also compares the demographics of the applicant pool to the labor market data. Once the Equity Officer Review is complete you will receive an confirming the completion. Also, the Equity Specialist will notify you if there are any issues with the applicant pool. 27

28 2.3 Initiator: How to Send a Posting for Equity Officer Review, Continued The Labor Market Availability Data is entered in the posting before it goes live on the jobs site. It is located at the bottom of the summary tab. This information is based on the minimum education and experience listed on the posting. The data may come from the most recent census. Or it may be Masters or PhD degree data. When the Equity Review is complete, you will receive an . Attached will be an Excel sheet comparing the Applicant pool to the Labor Market. This is an example. If the percentage of female or minority applicants is significantly less than the labor market data, you may be asked to keep the posting open for a longer period of time. 28

29 2.4 Initiator: How to Create a Hiring Proposal Introduction The hiring proposal moves the successful candidate into the vacant position. Purpose Replaces the AA-25 form (Recommendation for Appointment of EPA Staff). How to Create a Hiring Proposal: Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 If... Then... Your Home Page does not default to change your User Group to Initiator. the Initiator User Group Your Home Page defaults to the proceed to step 3. Initiator User Group Result: A blue confirmation message will appear at the top of the screen. Note: The menu may change based on your default settings. 3 If... Then... The module does not default to change the module to Applicant Applicant Tracking Tracking. The module defaults to Applicant proceed to step 4. Tracking 4 Locate the position in your watch list (you may also locate the position in your inbox or by using the search bar). Click the job title to open the position as shown in the picture below. 29

30 2.4 Initiator: How to Create a Hiring Proposal, Continued Step Action 5 All applicants except for the selected applicant should be cleared out before you can begin a hiring proposal. However, you may want to leave the second choice candidate in Recommend for Interview status. Click on the Applicants tab circled below to make sure the statuses of the other applicants have been updated. Click on the name of the applicant you want to hire (as shown below) Result: The application will open. 30

31 2.4 Initiator: How to Create a Hiring Proposal, Continued Step Action 6 Change the Workflow State of the Applicant to Recommend for Hire by clicking on the orange Take Action On Job Application button. Then select Send to Recommend for Hire (move to Recommend for Hire). 7 Click Start Hiring Proposal. 31

32 2.4 Initiator: How to Create a Hiring Proposal, Continued Step Action 8 Confirm that you want to start the hiring proposal by clicking on the blue Start Hiring Proposal button. 9 Fill in the fields on the Hiring Proposal. The hiring proposal navigation menu is shown below. Pay close attention to the following fields: 32

33 2.4 Initiator: How to Create a Hiring Proposal, Continued Step Action 10 The Telephone Reference tab contains a builder. Click Add Telephone Reference Check Entry as shown below. Fill this out with as much information as possible. Result: A text area will appear. Type the reference notes in the text area. If you need to add another reference, click Add Telephone Reference Check Entry. When you are done adding references, click the orange Next button to advance to the next tab. 11 Upload the Hiring Proposal Documents. Click the orange Next button when you are done uploading documents. NOTE: Do not use the Criminal Background Consent form. When the hiring proposal reaches HR, a link will be ed to the selected candidate, which will allow him/her to complete an online criminal background check consent form. Once the check is returned, the hiring proposal will be approved. 33

34 2.4 Initiator: How to Create a Hiring Proposal, Continued Step Action 12 Enter any comments you have about the Hiring Proposal, on the Comments tab. However, remember that the comments cannot be edited once they have been saved. Click the orange Next button. 13 The Summary tab will appear. Look over the Hiring Proposal and make any changes. Once you have reviewed the Proposal, click on the Take Action On Hiring Proposal button (as shown below). 14 Click on Department Approver (move to Department Approver). 34

35 2.4 Initiator: How to Create a Hiring Proposal, Continued Step Action 15 Enter any comments you have about the Hiring Proposal. However, remember that the comments cannot be edited once they have been saved. Use the drop-down menu to select the Approver. Then click the Submit button. 35

36 2.5 Approver: How to Approve a Position for Posting Introduction Applicant Tracking for the Approver begins after an Initiator writes and submits a posting for approval. Policies The following policies apply to approving a posting: Approvers should carefully review all information to ensure it is complete, accurate, and appropriate. The Divisional Approver must have final approval. How to Approve a Position for Posting Logs in. Posting should show up under their inbox. To select for approval. They can: select Edit to edit and fully review all information (best practice) can see how the posting looks to the applicant using the same directions as the initiator (see page 12) submit to another approver if required by departmental procedure send to HR for posting How to Approve a Posting: Follow the steps in the table below to approve a posting for EHRA Non-Faculty. Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 Change the user group to Approver. Result: a message like the one pictured below will appear at the top of the screen confirming that the change was successful. 36

37 2.5 Approver: How to Approve a Position for Posting, Continued Step Action 3 As pictured below, click the drop down arrow and select Applicant Tracking module. Result: The header bar color is blue in the Applicant Tracking module. 4 From the Home page pictured below, locate your Inbox, and click on the Postings tab. 5 Find the posting to be approved and click on the title of the position to open it for review. 6 Click the Edit link as pictured below. 37

38 2.5 Approver: How to Approve a Position for Posting, Continued Step Action 7 A menu of tabs will display on the left side of your screen as pictured below. Each tab contains several fields. Important: Review all fields within each tab and make edits as necessary. 8 After you have thoroughly reviewed the fields within each tab, you will be on the Summary tab as pictured below. History allows you to see when changes were made and by whom. Settings allows you to edit the division, college/department, and/or work unit as needed. Edit allows you to edit the posting as needed. 38

39 2.5 Approver: How to Approve a Position for Posting, Continued Step 9 Click Take Action on Posting Action Choose an action. If Then And Then The Initiator needs to make changes select Return to Initiator do nothing. There is another Approver in your chain of command (e. g. an Associate Vice Chancellor) There is no other Approver within your chain of command click Select another Approver click Send to HR proceed to step 10. do nothing. 39

40 2.5 Approver: How to Approve a Position for Posting, Continued Step Action 10 Sending to another Approver: Click the drop-down arrow to select the appropriate name as pictured below. If Then This is the last department approver in the workflow submit to the Divisional Approver. This is the Divisional submit to HR. Approver 11 Enter comments as needed in the text box provided. The comments are viewable by anyone who accesses the posting and are office part of the recruitment file. Comments CANNOT be erased or edited after they have been submitted 12 If Then You want or need to keep track of this position throughout the process Click Add this position to your watch list? 13 Click Submit. 40

41 2.6 Approver: How to Review Applicants How to View Applications: Follow the steps listed in the table below to view applications. Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 If... Then... Your Home Page does not default to change your User Group to Approver. the Approver User Group Your Home Page defaults to the proceed to step 3. Approver User Group Result: A blue conformation message with appear at the top of the screen. Note: The menu may change based on your default settings 3 If... Then... The module does not default to Applicant change the module to Applicant Tracking Tracking. The module defaults to Applicant proceed to step 4. Tracking 4 Go to the Postings tab and select EPA Staff as pictured below. Result: The Approver s active postings are displayed. 41

42 2.6 Approver: How to Review Applicants, Continued Step Action 5 Locate the posting for which you would like to review applicants by either using the Search bar, or review the list of postings (as pictured below). Click Actions, and then select View Applicants. Note: You will only be able to see the postings in the department(s) assigned to you. Result: The applicants are now visible along with their status. 6 To view a single applicant s application, click Actions, and then View Application as pictured below. 42

43 2.6 Approver: How to Review Applicants, Continued Step Action 7 At the bottom of the application you will see Required Documents and Optional Documents. Click on Generate to view the Combined Document that includes the application and all of the documents that particular applicant uploaded. Click on View to open the Combined Document. 43

44 2.6 Approver: How to Review Applicants, Continued How to View Multiple Applications at One Time: You can create a PDF file that includes the applications and documents from all of the active applicants. Click the box on the left hand side in the gray menu bar (as shown below). This will check the boxes beside each name. Then click on Actions (as show above). Clicking the Actions button brings up the menu below. Download Applications as PDF is the option you need to choose. Then you select the document types you would like to view. The default option is Application and All Documents. Click the Submit button. Result: The PDF fill will open in the same window. You can save the PDF to your computer or print it out. To get back to NinerTalent use your Internet browser s back button. 44

45 2.7 Approver: How to Transition Posting for Equity Officer Review This step is done in the place of the AA-24 (Request to Interview) Form. The Equity Officer is checking to make sure the applicants with the status of Further Consideration and Recommend for Interview meet the minimum qualifications in the job posting. Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 If... Then... Your Home Page does not default to change your User Group to Approver. the Approver User Group Your Home Page defaults to the proceed to step 3. Approver User Group Result: A blue confirmation message will appear at the top of the screen. Note: The menu may change based on your default settings. 3 If... Then... The module does not default to change the module to Applicant Applicant Tracking Tracking. The module defaults to Applicant proceed to step 4. Tracking 4 Locate the posting for which you would like to review applicants by either using the search bar, or reviewing the list of postings (as pictured below). Click Actions, and then select View Posting. Or click on the Division, which is lighted in blue. Note: You will only be able to see the postings in the department(s) assigned to you. 45

46 2.7 Approver: How to Transition Posting for Equity Officer Review, Continued Step Action 5 Click on the orange Take Action on Posting button and select Equity Officer Review (move to Equity Officer Review). 6 Enter any comments you have about the Posting in the comments box. However, remember that the comments cannot be edited once they have been saved. The Equity Officer will close the posting once the review has been conducted (if the posting is not already closed). The posting can be reopened if needed. If the posting is already closed, EPARecruitment@uncc.edu to let the Equity Specialist know you are ready for the Equity Officer Review to be conducted. During the Equity Officer Review, the Equity Specialist is making sure that the applicants in the statuses of Further Consideration and Recommend for Interview meet the minimum qualifications stated in the job posting. The Equity Specialist also compares the demographics of the applicant pool to the labor market data. Once the Equity Officer Review is complete you will receive an confirming the completion. Also, the Equity Specialist will notify you if there are any issues with the applicant pool. 46

47 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval Step Action 1 Log into NinerTalent ( with your NinerNET credentials. 2 If... Then... Your Home Page does not default to change your User Group to Approver. the Approver User Group Your Home Page defaults to the proceed to step 3. Approver User Group Result: A blue conformation message with appear at the top of the screen. Note: The menu may change based on your default settings 3 If... Then... The module does not default to Applicant change the module to Applicant Tracking Tracking. The module defaults to Applicant proceed to step 4. Tracking 4 Click on Inbox. Result: The Approver s Posting inbox is displayed. 47

48 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval, Continued Step Action 5 Click the Hiring proposals tab in your inbox to view the hiring proposals waiting for your approval. 6 Click on Actions as show below. 7 You can choose either View or Edit. Result: The Hiring Proposal will open. 8 Review the hiring proposal by viewing the summary page or by clicking Edit and moving through each tab using the Next button. 48

49 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval, Continued Step Action 9 Click Take Action On Hiring Proposal. If Then And Then The Initiator needs to select Return to do nothing. make changes Initiator There is another click Submit to an proceed to step 10. Approver in your chain of command (e.g. an Associate Vice Chancellor) additional approver There is no other Approver within your chain of command select HR proceed to step Submit to an additional approver: Click the drop-down arrow to select the appropriate name as pictured below. At this time, you may enter comments as needed in the text box provided. Remember that comments cannot be edited or erased after they have been submitted. Click the Submit button. 49

50 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval, Continued Step Action 11 If the Hiring Proposal meets your approval, click HR (move to HR) as shown below At this time you can also enter comments for the Human Resources, but remember that the comments cannot be edited. Click the Submit button. Once Human Resources has received the Hiring Proposal they will contact the selected applicant to have the applicant complete an online Criminal Background Check Consent Agreement. Human Resources will notify you once the Criminal Background Check has been completed. Only then can the offer of employment be extended. 50

51 Appendices Section 3: Appendices Introduction These appendices contain helpful resources for navigating NinerTalent. Contents Topic See Page A: Tabs and Fields within Start Position Request 52 B: Departmental EEO Report 60 C: Tabs and Fields within Hiring Proposal 63 D: What to do if you have trouble logging into 65 NinerTalent E: EHRA Non-Faculty Waivers of Search 67 51

52 Section 3: Appendices Appendix A: Tabs and Fields within Start Position Request Introduction Appendix A describes each tab and field within the Start Position Request portion of Position Management. Note: The highlighted data fields will appear on the posting. Organizational Unit The Organizational Unit tab contains the fields listed in the table below. Field Label Type Of Field Explanation Working Title Text field Division College/Department Work Unit Dropdown Menu Choices are limited to individual scope. Note: The data entered in the fields that are highlighted below will appear on the posting. Department Information The Departmental Information tab contains the fields listed in the table below. Field Label Type Of Field Explanation Dept. Director Name Supervisor of Position Supervisor Job Title Supervisor Position Number Briefly describe the primary purpose (mission) of your unit or department Text box Primary Purpose of Position Summary of Position Responsibilities Text box This box carries over to the position posting. You should add as much detail here as you would like to be posted on the jobs website. Note: The data entered in the fields that are highlighted below will appear on the posting. 52

53 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendices Position Information The Position Information tab contains the fields listed in the table below. Field Label Working Title Work Schedule Hours per week Months per year Work Location (Building) Type Of Field Text box Dropdown Menu Text box Note: The data entered in the fields that are highlighted below will appear on the posting. Duties and Responsibilities The Duties and Responsibilities tab contains the fields listed in the table below. Field Label Type Of Field Explanation Duties and Responsibilities Percentage of Time Text Box Text Box This is a builder field, meaning you may add as many entries as needed by clicking the Add Duties & Responsibilities Entry button. Enter a numerical value. The total percentage of time should equal 100%. However, the system does not calculate the total for you. 53

54 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendices Additional Position Information The Additional Position Information tab contains the fields listed in the table below. Field Label Type of Field Explanation Sensitive Duties Check box Check all that apply Describe fully the independence and/or administrative authority and discretion this position has. Describe level of guidance or supervision this position receives and from what source(s) Number of employees the position directly supervises Number of student workers the position directly supervises List of position s responsibilities for hiring, terminating, training, disciplining etc. of subordinates. Text box 54

55 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendices Minimum and Preferred Qualifications The Minimum and Preferred Qualifications tab contains the fields listed in the table below. Field Label Minimum education/experience Preferred Education, Knowledge, Skills and Experience Necessary Certifications/Licenses Preferred Certifications/Licenses Type of Field Text box Explanation applicants must meet the required qualifications you enter in this box list the skills, knowledge and abilities you prefer the candidate to have applicants must meet the required qualifications you enter in this box list the skills, knowledge and abilities you prefer the candidate to have Note: The data entered in the fields that are highlighted below will appear on the posting. 55

56 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendices Compensation and Funding Information The Compensation and Funding tab contains the fields listed in the table below. Field Label Type of Field Explanation Employment type Dropdown Menu If time-limited (e.g. grant funded, term contract), please Date Field indicate budget end date N/A General/Non- General Funded Dropdown Menu Anticipated Salary Text box Action Number Fixed Will be assigned upon first saving position. Grants and Contracts Administration Use Only Is this position fully funded? Dropdown Menu Anticipated budget expiration date GCA Comments Date Field Text box Information in these fields is entered by Grants & Contracts and will be visible to the Initiator and Approver once the position is approved by HR. Grants & Contracts Administration will add notes here, if necessary Personnel Budget Management Use Only Program Information in these Budget Code fields is entered by Text box Fund Org Code Personnel Budget Position Number Management and will be visible to the Initiator FTE Dropdown Menu and Approver once the position is approved by HR. PBM Comments Text box Personnel Budget Management will add comments here, if necessary. Note: The data entered in the fields that are highlighted below will appear on the posting. 56

57 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendices Funding Source The Funding Source tab contains the fields listed in the table below. Field Label Index/fund Account Amount Percent of Annual Funding Indicate the primary source of this fund number Type of Field Text box Drop box Text box Text Box Drop box Supplemental Documentation The Supplemental Documentation tab contains the fields listed in the table below. Field Label Organizational Chart Memo BD607 FLSA Exemption Recommendation Form Other Candidate Evaluation Worksheet Type of Field Action (drop box) 57

58 Section 3: Appendices Appendix A: Tabs and Fields within Start Position Request, Continued ADA Compliance The ADA Compliance tab contains the fields listed in the table below. Field Label Type of Field Explanation Check all blocks that apply The physical requirements of this position The visual activity requirements including color, depth perception, and field of vision The condition the worker will be subject to in this position Check box Drop box Drop box Check box Click the link below each field for detailed information. A popup window will appear. 58

59 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendices HR Use Only The Human Resources Only tab contains the fields listed in the table below. CBC Field Label FLSA Status EEO Category EEO Code JCAT Code CUPA Code SAAO, F, I, PS or R Approval Category Does this position supervise others? Approved? HR Approved Salary HR Comments Field Type Dropdown Menu Text Box Dropdown Menu Text Box Explanation This field stands for Criminal Background Check. It indicates whether the position contains sensitive duties which require frequent background checks. This field indicates whether a position is exempt or non-exempt from the Fair Labor Standards Act. Non-Exempt employees complete timesheets. These fields record the Equal Employment Opportunity category and code. The Job Category field is used to report position categories to General Administration. College and University Professional Association field is used to report position categories to General Administration. This field indicates how an EPA position is classified: Senior Academic & Administrative Officer, Faculty, Instructional, Public Service, or Research. This information is reported to General Administration. This field indicates under which category the position was approved and is used to report positions to General Administration. Answer Yes or No. This field indicates whether or not the position was approved. This field indicates what salary range has been approved for the position. HR will add comments in this field as needed. Note: The data entered in the fields that are highlighted below will appear on the posting. 59

60 Appendix B: Departmental EEO Report Section 3: Appendices Introduction Many of you may have submitted AA-24 forms to the EPA Recruitment Office in the past. The comparison between the Applicant Pool demographics and the Labor Market Data takes the place of page 2 of the AA-24 form. Example Below is an example Departmental EEO (Equal Employment Opportunity) Report. Initiators and Approvers both have access to run the report. Report Generated: Friday April 10, :24:23 PM Job Number 300 Job Title Social Worker All Applicants Gender Hispanic / Latino American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or More Races Not Disclosed Total Female Male No Answer Total To get to the Departmental EEO Report, click on the Reports tab in the Posting. 60

61 Section 3: Appendices Appendix B: Departmental EEO Report, Continued Clicking on Departmental EEO Report will prompt a new tab to open on your browser. When it was completed, the Action button will allow you to view the results or you can download them into Excel. To compare with whole applicant pool, use the All Applicants section at the top of the report. This is an example of the top section of the Departmental EEO Report. Once you have this information, you compare it with the labor market data located at the bottom of the summary tab. Report Generated: Job Number 300 Job Title Friday April 10, :24:23 PM Social Worker All Applicants Gender Hispanic / Latino American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or More Races Not Disclosed Total Female Male No Answer Total

62 Section 3: Appendices Appendix B: Departmental EEO Report, Continued Example Below is an example of a comparison of the Applicant Pool Demographics to the Labor Market Availability Data using the template located at The data in the column on the far right comes from the Labor Market Data on the Summary tab of the Posting. If your applicant pool percentages are significantly less than the labor market data (meaning 10% below or more) you may want to do some targeting advertising or keep the posting open for a longer period of time. If you need assistance, contact EPARecruitment@uncc.edu or the Equity Specialist (7-0661). 62

63 Appendix C: Tabs and Fields within Hiring Proposal Section 3: Appendices Candidate Information Field Label Type of Field Explanation Hiring Proposal Number Fixed Will be assigned upon first saving. First Name Fixed What applicant entered on application. Middle Name Fixed What applicant entered on application. Last Name Fixed What applicant entered on application. UNC Charlotte ID # (if applicable) Text Box Check Banner, enter if known. Position Information Field Label Type of Field Explanation Working Title Fixed Pulls in from Position Description. Position Type Fixed Pulls in from Position Description. Position Number Fixed Pulls in from Position Description. Posting Number Fixed Pulls from Posting. Hiring Information Field Label Type of Field Explanation Employment Begin Date Text Box If time-limited (e.g. grant funded, term contract), indicate appointment end Text Box date Position Selection Criteria Text Area The qualifications needed for the position as stated in the posting. Position Selection Rationale Text Area In comparison to other candidates, comment on the nominee s outstanding qualifications in terms of information received through the interview process. The justification for why other Selection Summary and Text Area interviewed candidates were not Justification selected. This field is required. Provide a summary of how efforts to diversify EPA Staff were carried out Text Area Pulls in from posting. 63

64 Section 3: Appendices Appendix C: Tabs and Fields within Hiring Proposal, Continued Hiring Information, continued Field Label Type of Field Explanation Proposed Annual Salary Text Box This field is required. Salary Justification Text Area This field is required. HR Approved Salary Fixed Will be entered by HR. 64

65 Section 3: Appendices Appendix D: What to do if you have trouble logging into NinerTalent Go to The Username and Password on this page are for Guest User Accounts. You need to click on the green link (shown below) to access NinerTalent with your NinerNET credentials. 65

66 Section 3: Appendices Appendix D: What to do if you have trouble logging into NinerTalent, Continued Result: The UNC Charlotte Web Authentication page opens. Enter your NinerNET credentials. If it does not log you in, clear your Internet browser s history and cache. Then close all of your open browser windows and try again. If you are using Google Chrome for your Google Mail and Calendar, we recommend using Internet Explorer, FireFox, or Safari for NinerTalent. That way, if you have to clear your browser history and cache, you will not have to close your and calendar. One other note, if you have cleared your browser history and cache and closed all of your browser windows and still cannot get in, try doing those steps again and after your NinerNET ID. Contact NinerTalent@uncc.edu or EPARecruitment@uncc.edu for help with login issues. 66