Starting a Civil Service Job Search Campus

Transcription

1 Starting a Civil Service Job Search Campus You can use the HireTouch system to start the search for a Civil Service job. The first step in the process is creating the Position Authorization for the job. Position Authorization Job Posting HR Review Freeze/ Referral Interview Job Offer Clearances Onboarding Definitions Term Class Specifications (Specs) Classification Title Custom Classification (Custom Title) Home Org Minimum Acceptable Qualification (MAQ) Preferred Qualification Recertify Specialty Factor Standard Classification (Standard Title) Definition The State Universities Civil Service System (SUCSS) is required to maintain written class specifications, as approved by the Merit Board, for each class in the classification plan. Each specification includes the class title, the function of the position, characteristic duties and responsibilities, minimum acceptable qualifications, including any special licenses or certificates required by state or federal laws, and additional desirable qualifications. The job title determined for each classification by the State Universities Civil Service System (SUCSS). Classification titles that are part of the pilot program. These include: Accounting Associate, Business/Administrative Associate, Grants and Contracts Associate, Human Resource Associate, Information Technology Manager/Administrative Coordinator, Information Technology Technical Associate, Information Technology Support Associate, and Program/Student Advisor. The organization that is primary for the employee. The minimally acceptable qualifications needed to qualify for testing and to perform the duties and responsibilities of the position. A specific knowledge, skill, ability, or other work characteristic assigned to a position that is preferred and not required to perform the duties and responsibilities of the position. A preferred qualification is not considered when qualifying an applicant for a position. To restart a form. Forms that are recertified must go through the approvals again. A specialty factor is a specific knowledge, skill, ability, or other work characteristic assigned to a job and is considered basic to and essential for satisfactory performance of the duties and responsibilities of the job and a prerequisite to appointment in the job. Specialty Factors for Custom Classification jobs are approved by Compensation. Standard Classification jobs are approved by the State Universities Civil Service System (SUCSS). Classifications not found in the Custom Classifications Rev. 08/01/2018 Page 1 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

2 Term State Universities Civil Service Systems office (SUCSS) Working Title Definition This office develops, maintains, and administers a program of human resource administration for the higher education community, specifically related to the employment and employment relationship with their auxiliary and support staff jobs. The job title determined by the department. Title may be used in job posting, signatures, etc. The Civil Service Classification Title is the official employee title. Types of Civil Service Job Searches Employees can begin three types of Civil Service job requests or searches in HireTouch: 1. Civil Service Status: a. Custom Classifications b. Standard Classifications 2. Extra Help Jobs The type of job the department is looking for dictates how the department starts their search. Starting the Job Workflow To begin, you must create the basic framework of the job. You do this by starting the workflow for the job. 1. Login to the HireTouch Administrative Application. Note: For more information on accessing HireTouch, refer to the Logging into HireTouch document. 2. From your Dashboard, click the Jobs tab. Rev. 08/01/2018 Page 2 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

3 3. Click the Start a Workflow link. 4. Select the type of search template and click the Continue button. Select a Category to filter the list of Templates that appear. a. Select Civil Service in the Category list, then select the appropriate class title: i. Accounting Associate (5000) ii. Business/Administrative Associate (5010) iii. Grants and Contracts Associate (5040) iv. Human Resource Associate (5020) v. Information Technology Manager/Administrative Coordinator (5030) vi. Information Technology Support Associate (5032) vii. Information Technology Technical Associate (5031) viii. Program/Student Advisor (0055) ix. For all other titles, select Standard Civil Service Title (Excludes Extra Help). b. For Extra Help jobs, select Extra Help in the Category list, then select Extra Help Request. Rev. 08/01/2018 Page 3 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

4 5. Enter the details about your job. This information is used to build the initial setup of your job. Once complete, click the Continue button. a. Job Title Department: Enter the title of the job, as it should display on the Job Board. The format should be Classification Title (Working Title) Department Name. For example: Business/Administrative Associate (Assistant Director) Campus Recreation NOTE: Standardizing the Job Title makes it easier for applicants to locate jobs on the public job board. Following this standard also might expedite your request. b. Chart AND Organization Code: Enter the Chart of Accounts (COA) and Organization Code for your unit, without spaces (Example: ) c. Organization Name: This field will pre-populate based on the value entered in the previous field. If it does not, select a name from the list. The Organization Name entered here displays on the Job Board. d. College/Unit Name: Enter the Department name, or commonly used name for your unit. 6. This Job Forms list has been pre-populated for you, so click the Continue button again. Completing the Position Authorization Form Once you create the basic setup of your job, you must complete the forms required for this job, beginning with the Position Authorization form. Rev. 08/01/2018 Page 4 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

5 1. Click Start next to the Position Authorization Civil Service form. This form is the initial request for your job. 2. Enter the information in the sections form as completely as possible. All required fields are marked with a red asterisk (*). Click the Continue to Approvals button when complete. Purpose of Request Section Key Fields in this section determine why you are creating this position. Rev. 08/01/2018 Page 5 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

6 Funding Section This section determines how the position will be funded. Position Information Section The information you originally entered when creating this job carries over to this form. You can edit the title here if needed. This information will form the basis of the posting on the Job Board. Rev. 08/01/2018 Page 6 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

7 Position Information Section (cont.) This information prepopulates with the SUCSS defined qualifications. Job Contact Who to contact about the job Position Reports To Hiring Manager Names entered in these fields will receive notifications regarding this position. Review Committee If you plan to have a committee assist in reviewing candidates (similar to a Search Committee on AP/Faculty jobs), add their names to this field. This is for users who would not normally have access to review jobs in HireTouch. Rev. 08/01/2018 Page 7 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

8 Position Information Section (cont.) Previously Approved Specialty Factors also should appear in the attached Job Description. Specialty Factors can take time for approval. You should plan on a possible delay if requesting a new Specialty Factor for the job1 Rev. 08/01/2018 Page 8 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

9 Additional Position Information Section Additional requirements of the position determined here. Reporting & Paperwork Sections Are you willing to consider applicants in the same position title that are seeking a reassignment within the same classification to a different department within the same place of employment? Rev. 08/01/2018 Page 9 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

10 Background Check Billing Section This section determines how the Background Check for the candidate will be paid for. Upload Documents Section Click the Add button to attach the required Job Description documents to this form. 3. Select the Approvers for the form. These approvers will review the information entered on the Position Authorization and determine if the request should move forward. Select a name from the drop-down list that appears or click on the person icon to locate a name from the user list. Rev. 08/01/2018 Page 10 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

11 WARNING: Users must have access to HireTouch AND login prior to appearing in the Approvers list. If you do not see the name of an Approver you want to select, they might not have the appropriate security profile or might not have logged into the system. 4. Once you select the approvers, click the Save button. Monitoring the Position Authorization Approval Process Once you save your approvers, you can monitor the approval process through the system. Approvers receive notifications indicating they have a task to complete in the system. For more information on how approvals are completed, please refer to the Reviewing and Approving Forms in HireTouch document. Rev. 08/01/2018 Page 11 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

12 1. Click the Approvals button to review the list and status of approvers. The approvers list shows who has reviewed and approved the form and who has yet to do so: A green check ( ) indicates approval of the form by that person A name in red indicates the next person who needs to approve the form Dates and times of approvals are indicated in the far-right column Click the Review button to review a PDF version of the form as it goes through the review process. Rev. 08/01/2018 Page 12 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

13 2. You also can monitor the approval process from the Forms tab of your job. Click Approvals on this view to see the Job Form Approval status. 3. Once the form is approved, the status of the job updates to Approved. You, as the person requesting the job, as well as the Hiring Manager receive an indicating that the form has been approved ( #JC055). Refer to the HireTouch Civil Service Process Correspondences document for an example of this . You also can view the status of your job in the Civil Service Jobs view. The icon in the Position Authorization column tells you the status of the process. Rev. 08/01/2018 Page 13 of 15 UIC Human Resources

14 Position Authorization Process Icon Statuses Icon Status Name Description Start Form Job has been initiated and Position Authorization form is ready to begin In Process Approved Recertified Denied Position Authorization process is in progress Position Authorization form has been approved by Compensation. Current process (Position Authorization) is complete and the next process (Job Posting) will begin Position Authorization form has been recertified for editing. Position Authorization form request has been denied, either by PMC or Compensation. NOTE: Placing your mouse cursor over the icon will display the current status of the process. Once the Position Authorization Civil Service form is approved by Compensation, it proceeds to the Job Posting process. Monitoring the Job Posting Process Once the Position Authorization form is approved, the HR Recruiter contacts the Department to determine if they want to post the job to the public Job Board. If the Department decides to post the job to the public Job Board, the HR Recruiter initiates the Job Posting process. Departments also can view the process status in the Processes list, seen within the Job Properties of a position. Rev. 08/01/2018 Page 14 of 15 UIC Human Resources uichrhelpdesk@uillinois.edu

15 The HR Recruiter is responsible for creating the initial Job Posting. The Department can monitor the status of the Job Posting process by viewing the icons on the Civil Service Jobs view. Job Posting Process Icon Statuses Icon Status Name Description Start Form Department has decided to post the job to the public job board. In Process Completed Recertified HR Recruiter is completing the Civil Service Job Posting Template form. Civil Service Job Posting Template form is complete. Civil Service Job Posting Template form has been recertified for editing. NOTE: Placing your mouse cursor over the icon will display the current status and date of the process. Once the HR Recruiter completes the job posting, they have the option of sending an manually ( #JC056) to the Department so that the Job Contact can review the posting language before it appears on the Job Board. After the Department confirms the posting language, the HR Recruiter completes the posting process by submitting the Civil Service Job Posting Template form. Submitting the form triggers the following actions: Ends the Job Posting process by automatically changing the status to Completed Changes the job status to Open to allow for applications to be submitting on the public job board Sends an automatically to the Department notifying them that the job has posted to the public job board ( #JC050) The job remains open on the public job board until the Close Date. The Close Date triggers the following actions: Changes the job status to Closed to remove it from the public job board Begins the HR Review process by automatically changing the status to Initiated Sends an automatically to the Department notifying them that the job has closed ( #JC057) NOTE: If the Department decides not to post the job to the public job board, the HR Recruiter manually changes the Job Status to No Job Post, which skips the Job Posting process and initiates the HR Review process. Rev. 08/01/2018 Page 15 of 15 UIC Human Resources