Faculty Hiring Process in CORNERSTONE

Transcription

1 Faculty Hiring Process in CORNERSTONE Cornerstone is the new software to be used for faculty position job posting, applicant management, and onboarding. Cornerstone replaces PeopleAdmin on February 4, This document includes: 1. Overall Steps in the process to hire a faculty member 2. Appendix A: Creating a Faculty Request in Cornerstone for College Initiators 3. Appendix B: Applicant Tracking, Review and Selection Training COMING SOON! Step 1: Faculty Position Request (Prior to initiating a request in Cornerstone) Department initiates request using the Faculty Position Request Form and submits to Chair/Business Manager for review o Include Data Sheet o Draft Advertisement using the Advertisement Template (for assistance consult with Mary Morrison, Office of Institutional Diversity) o If a Faculty Search Waiver is being requested, include the Waiver form and justification o Forms located at process offer letters.html Dean/Business Manager review Edit Approve Deny. Submit to Office of the Provost, Associate Vice President for Academic Finance, Brenda Grant. Provost/AVP Review Approve Deny and return to college Dean/Business Manager If Request is approved, College works with OAI (Office of Academic Inclusion) to finalize the advertisement using the ad template o Incorporate Diversity Advertisement Planning MORE TO COME! o Advertisement Layout for Cornerstone Ads and External Ads Use template form located at hiringprocess offer letters.html College determines advertisement publications College determines search committee chair and members The college must work with the Budget Office to ensure the correct position control number (PCN) and correct title are set up in Banner, with funding moved or identified, prior to entering approved positions into Cornerstone. There is a lag time between PCN changes in Banner feeding into Cornerstone. Banner feeds to Cornerstone at 12am, 6am, 12pm and 6pm. STEP 2: Enter Requisition Request in Cornerstone College enters approved position into Cornerstone Found at: o UT Portal > Employee Tab > CORNERSTONE Online Hiring System > Recruiting > Submit Requisition Request 1

2 o o See Appendix A on the steps for How to Create a Faculty Position Requisition Request within Cornerstone Attach the following documents per the File Name listed below in bolded text: Approved Faculty Position Request form Proposed Advertisement template form Approved Faculty Search Waiver Request Form (if applicable) Step 3: Office of Academic Inclusion (OAI) Approvals & Search Committee Review of Applicants With the implementation of Cornerstone, the Office of the Provost and Office of Human Resources and Talent Development will collaborate in the faculty search process. An HR Specialist will now provide support in requisition creation, job postings, applicant management, and other search related functions. OAI will continue to provide approvals of the applicant pool, interview pool and final candidates. o Search committee training will be managed by OAI Search Committee will have access to review applicants HR Specialist, in conjunction with search committee chair and/or business manager, will manage applicant statuses and schedule interviews via Cornerstone Step 4: Faculty Offer Letter Approval Process COMING SOON IN CORNERSTONE! o For Now, continue to work with your college business manager to complete the offer letter and approvals. Step 5: Faculty Onboarding Process COMING SOON IN CORNERSTONE! o For now, continue to work with your college business manager to complete the offer letter and approvals. Step 6: New Faculty Orientation Contact Cathy Zimmer at cathy.zimmer@utoledo.edu with name, title, department, start date, and contact information of your new hire.. 2

3 Appendix A: How to create a faculty requisition in Cornerstone Job Title is driven by the PCN Number: The Job ID is the PCN Number. To quick search put your PCN in the Job ID and click search. PCN must be correct and budgeted prior to starting action. Select: MC Academic Salary Range will populate from Banner. Update, to show the expected Salary Range to Hire within. If you are short budget: move budget prior to submitting, Or note where add l budget will come from in comment box. 3

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5 Appendix A Continued How to create a faculty requisition in Cornerstone Select the reason position is open PCN will pull in from Banner; but can be changed here if needed Enter the Immediate Supervisor s PCN FTE = 1 and Hours Per Week = 40 Bargaining Unit: select AAUP for applicable faculty eclass Shift: select 1 Work hours: enter 8 and 5 for faculty positions as a placeholder The budget amount and Labor Distribution will pull in from Banner. If correction is needed either: work with budget to correct then start the request, Or note in the Labor Distribution Box Org# will pull in from Banner can be changed if needed Select: Provost, College, Academic Affairs In Comment Box Enter the following in the following Order: 1. Search Committee Chair Name 2. If there is a search committee member who is NOT a UT Employee: List Name and 3. Search End Date or Open Until Filled 4. Rank Planning to Hire at i.e. Assistant/Associate Professor, Or Open Rank 5. If Insufficient Budget to cover new hire, Note where other funding is coming from 6. Prior PCN if a pcn was eliminated OR used to fund Visiting faculty 7. Exemption from Salary Recapture is requested and from what PCN 8. Other notes as needed 5

6 Appendix A Continued How to create a faculty requisition in Cornerstone OAI will place faculty ads in HERC, Inside Higher Ed, and Ohio s Diversity First. College must list all other places they will be advertising and will need to place these ads. For faculty search waiver requests: The approved search waiver request form and justification needs to be attached, based on the waiver, enter the information here Select N/A for faculty positions List of Approvers for Faculty Positions (excluding COMLS): Approver 1: Academic Inclusion: Mary Morrison Approver 2: Budget Office Approvals o List budget analyst with the OR backup to the college Approver 3: Provost Office: Brenda Grant with OR backup of Beth Gerasimiak Note: In the Cornerstone process, approvals happen at the very end of the workflow. Once all approvals have been obtained, the job ad will automatically post to the UT Employment Career Site. 6

7 Appendix A Continued How to create a faculty requisition in Cornerstone Applicant Reviewer(s): Enter the Hiring Manager (immediate supervisor), and add the following: search committee members, college business manager, department chair, and others who may need access to review applicants and their statuses. Applicant Interviewer(s): Add the following: search committee members and others who will interview applicants. Interviewers will only see the applicants selected to be interviewed. Cornerstone has Outlook scheduling for those selected to interview. Attachments: Please use the titles below for required documents. 1. Faculty Position Request Form 2. Advertisement (with the list of all locations planning to advertise) 3. Job Description 4. Faculty Search Waiver and Justification (if applicable) Openings: Is the number of positions you have open On Going would be selected if you have continuous openings, such as part time faculty positions. Target Hire Date is your estimated hire date, does not impact advertisement or posting. Click: Submit Request *If requistion is declined, HR Specialist will note the reasons in comments and return to 7

8 APPENDIX B Additional training documents for initiators and search committee members will be available in the near future. The Office of Academic Finance and Faculty Administration, in collaboration with Human Resources, will be working closely with departments to manage faculty searches and applicants. 8