PART III EPA POSITIONS APPLICANT TRACKING

Transcription

1 PART III EPA 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 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 Review an EEO Report 27 Introduction 27 Policy 27 Departmental EEO Report 27 Labor Market Data 28 Example Initiator: How to Create a Hiring Proposal 30 Introduction 30 Purpose 30 Applicant Status Recommended for Hire 32 Assigning Position Description 33 Hiring Proposal 33 Salary Worksheet 33 2

3 Telephone Reference Check 34 Hiring Proposal Documents 34 Summary Tab 35 Transitioning to Approver Approver: How to Approve a Position for Posting 37 Introduction 37 Policies 37 Reviewing Posting 38 Summary Tab Layout 39 Transitioning Posting to Another Approver Approver: How to Review Applicants 42 How to View Applications 42 Generating Combined Document 44 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 48 Section 3: Appendix 52 Introduction 52 Contents 52 Appendix A: Tabs and Fields within Start Position Request 53 Introduction 53 Organizational Unit 53 Department Information 53 Position Information 54 Duties and Responsibilities 54 Additional Position Information 55 Minimum and Preferred Qualifications 56 Compensation and Funding Information 57 Funding Source 58 Supplemental Documentation 58 ADA Compliance 59 HR Use Only 60 Appendix B: Departmental EEO Report 61 Introduction 61 Example of Departmental EEO Report 61 Example of Comparison 61 Appendix C: Tabs and Fields within Hiring Proposal 62 Candidate Information 62 Position Information 62 Hiring Information 62 Salary Worksheet 63 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 Review an EEO Report 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 48 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 EPA Staff job posting. Policies The policies listed below apply to posting EPA Staff positions in NinerTalent. Posting a position requires an approved job description. If a position description doesn t exist, you need permission from HR/EPA 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 EPA Position: Follow the steps listed in the table below to post an EPA position in NinerTalent. 1 Log into NinerTalent ( with your NinerNet credentials. 2 Change the user group to Initiator and click the Refresh button as pictured below. Refresh Button 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 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 EPA Staff as pictured below. Result: EPA Staff Position Descriptions will display. 6

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

9 2.1 Initiator: How to Post a Position, Continued 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 EPA 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. 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. 1 Click on the orange Take 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. 1 Log into NinerTalent with your NinerNet user name and password. 2 If... Then... Your Home Page does not default to the Change your User Group to Initiator Initiator User Group and click the Refresh button. Your Home Page defaults to the Proceed to step 3. Initiator User Group Result: A green 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 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 s, and then select View Applicants. Note: You will only be able to see the postings in the departments assigned to you. Result: The applicants are now visible along with their status. 6 To view the applicant s application click s, and then View Application as pictured below. 15

16 2.2 Initiator: Reviewing Applicant Pool, Continued 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 s (as show above). Clicking the s 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. 17

18 2.2 Initiator: Reviewing Applicant Pool, Continued Taking action on Applicant Status: The table below describes each of the status options for applicants. Status Option Declined Interview Further Consideration Interviewed, Not Selected Not Best Qualified ( s Applicant Now) Offer Declined Qualified, Not Selected Recommend for Hire Recommend for Interview Under Review by Hiring Department Used for An applicant who was approved for interview but declined after being contacted by the Department. Short list of applicants who are qualified and may be recommended for interview and/or interviewed. Applicants who are interviewed but not hired. Applicants who don't meet the minimum qualifications stated in the posting. Applicants who are interviewed and offered the position but decline. Applicants who make it to the Further Consideration status, but do not get interviewed. The Applicant form whom an offer of employment will be extended. Applicants chosen by the Department to be interviewed. All Applicants considered for review and approval by the Dean. 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. 1 Click the drop-down arrow beside the Take on Job Application button to see a list of Workflow s options described in the table below. 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 in 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 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 3 Once the applicants for Further Consideration have been identified, you can proceed to How to Review an EEO Report (2.4) 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 previous section (Taking action on Applicant Status). 26

27 2.3 Initiator: How to Review an EEO Report Introduction This segment of the guide describes how to review the Departmental EEO Report after applicants are screened, and the qualified applicants are moved to the Further Consideration status. Policy: EEO Report Before conducting interviews, it is beneficial to compare the labor market availability statistics provided by the Equity Officer with the Departmental EEO Report. This is done to ensure that the applicant pool is diverse and in line with the labor market availability. How to Review EEO Report: Follow the steps listed in the table below to review an EEO Report to determine how the applicant pool compares to the labor market availability data. The labor market data is viewable on the Summary tab (scroll down to the bottom). 1 Open the Reports tab (by clicking on Reports) and click on Departmental EEO Report as pictured below. 2 Result: A new tab in your browser will open, and the EEO Report will run. The button will allow you to view the results or download them into Excel. 3 Use the data from the All Applicants section, at the top of the report. 27

28 2.3 Initiator: How to Review an EEO Report, Continued 4 Look at the Labor Market Data (found at the bottom of the Summary Tab). 28

29 2.3 Initiator: How to Review an EEO Report, Continued 5 Compare the data in the Applicant Pool to the data in the Labor Market Data. The picture below shows an example of how you can format the data once you have the report results. This information takes the place of the second page of the AA-24 form. Calculations Applicant Pool Labor Market Data Female 78/100 78% 75.26% Minority Total =20; 20/100 20% 29.54% African American 10/100 10% 17.44% Hispanic/Latino 5/100 5% 7.37% Asian 2/100 2% 3.82% American Indian or Alaska Native 0/100 0% 0.91% Native Hawaiian or Other Pacific Islander 0/100 0% N/A Two or More Races 3/100 3% N/A If... Then... So Any the percentages in the Applicant Pool are significantly lower (10% or greater difference) than the correlating percentage in the Labor Market Data your applicant pool is not representative of the labor force The percentages in the Applicant Pool are the same or higher than the correlating percentages in the Labor Market Data your applicant pool is representative of the labor force If you need assistance, contact the Equity Specialist ( or EPARecruitment@uncc.edu). keep the position open longer and/or do some targeted advertising to obtain a more diverse pool of applicants. proceed with the interviews and selection process. 6 Contact Approver outside the NinerTalent system ( or phone). Let the Approver know the EEO Report has been reviewed and the Applicants statuses have been updated. 29

30 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: 1 Log into NinerTalent with your NinerNet user name and password. 2 If... Then... Your Home Page does not default to Change your User Group to Initiator the Initiator User Group and click the Refresh button. Your Home Page defaults to the Proceed to step 3. Initiator User Group Result: A green 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 Inbox (you may also locate the position in your watch list or by using your search bar). Click the job title to open the position as shown in the picture below. 30

31 2.4 Initiator: How to Create a Hiring Proposal, Continued 5 All applicants except for the selected applicant must be cleared out before you can begin a hiring proposal. 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. 31

32 2.4 Initiator: How to Create a Hiring Proposal, Continued 6 Confirm Workflow State of the Applicant is Recommend for Hire. Note, if the Workflow State of the Applicant is not Recommend for Hire, click on the orange Take On Job Application button. Then select Send to Recommend for Hire (move to Recommend for Hire). 7 Click Start Hiring Proposal. 32

33 2.4 Initiator: How to Create a Hiring Proposal, Continued 8 Defaults to the position the applicant applied to. Verify the correct position description displays at the top and the bubble next to the department is filled in. Click the Select Position Description button. 9 Fill in the fields on the Hiring Proposal and Salary Worksheet. The hiring proposal navigation menu is shown below. 33

34 2.4 Initiator: How to Create a Hiring Proposal, Continued 10 The Telephone Reference tab contains a builder. Click Add Telephone Reference Check Entry as shown below. The 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 to complete an online criminal background check consent form. Once the check is returned, the hiring proposal will be approved. 34

35 2.4 Initiator: How to Create a Hiring Proposal, Continued 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 On Hiring Proposal button (as shown below). 14 Click on Send to Department Approver (move to Department Approver). 35

36 2.4 Initiator: How to Create a Hiring Proposal, Continued 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. 36

37 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 submit it to another approver if their department procedures require that send to HR for posting How to Approve a Posting: Follow the steps in the table below to approve a posting for EPA Staff. 1 Log into NinerTalent ( with your NinerNet credentials 2 Change the user group to Approver and click the Refresh button as pictured below Refresh button Result: a message like the one pictured below will appear at the top of the screen confirming that the change was successful. 37

38 2.5 Approver: How to Approve a Position for Posting, Continued 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. 38

39 2.5 Approver: How to Approve a Position for Posting, Continued 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. Edit allows you to edit the posting as needed. 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. 39

40 2.5 Approver: How to Approve a Position for Posting, Continued 9 Click Take on Posting 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 proceed to 10 click Send to HR do nothing. 40

41 2.5 Approver: How to Approve a Position for Posting, Continued 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. 41

42 2.6 Approver: How to Review Applicants How to View Applications: Follow the steps listed in the table below to view applications. 1 Log into NinerTalent ( with your NinerNet credentials 2 If... Then... Your Home Page does not default to the Change your User Group to Approver Approver User Group and click the Refresh button. Your Home Page defaults to the Proceed to step 3. Approver User Group Result: A green 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. 42

43 2.6 Approver: How to Review Applicants, Continued 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 s, and then select View Applicants. Note: You will only be able to see the postings in the departments assigned to you. Result: The applicants are now visible along with their status. 6 To view a single applicant s application click s, and then View Application as pictured below. 43

44 2.6 Approver: How to Review Applicants, Continued 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. 44

45 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 s (as show above). Clicking the s 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. 45

46 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. 1 Log into NinerTalent with your NinerNet user name and password. 2 If... Then... Your Home Page does not default to Change your User Group to Approver the Approver User Group and click the Refresh button. Your Home Page defaults to the Proceed to step 3. Approver User Group Result: A green 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 s, and then select View Posting. Note: You will only be able to see the postings in the departments assigned to you. 46

47 2.7 Approver: How to Transition Posting for Equity Officer Review, Continued 5 Click on the orange Take on Posting button and select Equity Officer Review (move to Equity Officer Review). 6 Enter any comments you have about the Posting on the comments tab. However, remember that the comments cannot be edited once they have been saved. The Equity Officer will close the posting once they have conducted the review. The posting can be reopened if needed. Also, the Equity Officer will contact you if there are any issues with the applicant pool. 47

48 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval 1 Log into NinerTalent with your NinerNet user name and password. 2 If... Then... Your Home Page does not default to the Change your User Group to Approver Approver User Group and click the Refresh button. Your Home Page defaults to the Proceed to step 3. Approver User Group Result: A green 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. 48

49 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval, Continued 5 Click the Hiring proposal tab in your inbox to view the hiring proposals waiting for your approval. 6 Click on s as show below. 7 You can choose either View or Edit. Result: The Summary 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. 49

50 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval, Continued 9 If changes need to be made to the Hiring Proposal, you can either update it yourself or transition the Hiring Proposal back to the Initiator. By choosing Return to the Initiator. At this time you can also enter comments for the Initiator, but remember that the comments cannot be edited. Click the Submit button. 50

51 2.8 Approver: How to Review the Hiring Proposal and Submit to HR for Approval, Continued 10 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. Human Resources will contact the selected applicant to have them complete and online Criminal Background Check Consent Agreement once Human Resources has received the Hiring Proposal. Then Human Resources will notify you once the Criminal Background Check has been completed. Only then can the offer of employment be extended. 51

52 Appendix Section 3: Appendix Introduction This appendix contains helpful resources for navigating NinerTalent. Contents Topic See Page A: Tabs and Fields within Start Position Request 53 B: Departmental EEO Report 61 C: Tabs and Fields within Hiring Proposal 62 52

53 Section 3: Appendix 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 Primary Purpose of Position Text box 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. 53

54 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendix 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. 54

55 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendix 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 55

56 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendix 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. 56

57 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendix 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 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 files 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 files 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. 57

58 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendix 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 (drop box) 58

59 Section 3: Appendix Appendix A: Tabs and Fields within Start Position Request, Continued ADA Compliance Need to provide some context about ADA here. 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. 59

60 Appendix A: Tabs and Fields within Start Position Request, Continued Section 3: Appendix 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. 60

61 Appendix B: Departmental EEO Report Section 3: Appendix 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 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 Example Below is an example of a comparison of the Applicant Pool Demographics to the Labor Market Availability Data Calculations Applicant Pool Labor Market Data Female 78/100 78% 78.5% =20; Minority Total 20/100 20% 32.77% African American 10/100 10% 19.91% Hispanic/Latino 5/100 5% 8.56% Asian 2/100 2% 2.15% American Indian or Alaska Native 0/100 0% 1.23% Native Hawaiian or Other Pacific Islander 0/100 0% 0.09% Two or More Races 3/100 3% 0.83% 61

62 Appendix C: Tabs and Fields within Hiring Proposal Section 3: Appendix 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), Text Box indicate appointment end date Position Selection Criteria Text Area This field is required. Position Selection Rationale Text Area This field is required. Selection Summary and Justification Provide a summary of how efforts to diversify EPA Staff were carried out Text Area Text Area Compared to other candidates comment on the nominee s outstanding qualifications in terms of information received through the interview and selection process. This field is required. Pulls in from posting. 62

63 Appendix C: Tabs and Fields within Hiring Proposal, Continued Section 3: Appendix Salary Worksheet 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. Start Date Text Box This field is required. End Date Text Box Personnel Type Fixed Years of Experience Text Box UNC Charlotte Experience Text Box Education Text Box Education Codes Fixed Will be entered by HR. Employee Class Fixed FLSA Designation Fixed Will be entered by HR. JCAT Fixed Will be entered by HR. CUPA Fixed Will be entered by HR. FTE Fixed Months Per Year Fixed 63