UT HEALTH CAREERS offers those responsible to recruit and approve recruiting the ability to:

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1 GETTING STARTED WHAT IS UT HEALTH CAREERS? UT HEALTH CAREERS is the university s online system used to help manage faculty recruiting, appointing and on-boarding. The new processes and the application software are designed to replace the current manual, paper-based processes surrounding faculty recruiting, initial appointing and on-boarding. WHAT FEATURES ARE AVAILABLE IN UT HEALTH CAREERS? UT HEALTH CAREERS offers those responsible to recruit and approve recruiting the ability to: Delivering faculty recruitment online will provide significant savings in paper alone, replacing 30 of 35 forms (background check, MOU, Space Request, W-4, DD) An on-line system for faculty recruiting will reduce the logistic workload on recruiter, increasing volume of recruits processed and allowing more contact time with recruits. Automates repetitive, time-consuming preparation of documents. Approved postings of job openings are automatically posted on all department web sites, eliminating manual updates. Eliminates the re-keying of faculty data across multiple paper documents. A single entry is utilized across the system, integrated to ancillary systems, and merged into documents. All faculty employment information is contained in a single data system, eliminating the need for historical paper files. Improved compliance reporting through integration into enterprise systems. HOW CAN AN END-USER (RECRUITER) OF THE SYSTEM ACCESS UT HEALTH CAREERS? UT HEALTH CAREERS can be accessed via the inside.uthscsa.edu, Click on HSC Business Applications, then Human Capital Management, then click on UT HEALTH CAREERS. This will open a new window that can be added to your Favorites or Bookmarked. On the landing webpage, click on the UT HEALTH CAREERS login button and log in to the system using your domain name and password.

2 WHO DO I CONTACT FOR TECHNICAL OR NAVIGATION HELP? hris@uthscsa.edu for assistance if you are unable to log-in to UT HEALTH CAREERS, if you experience any issues with your internet browser or computer while using UT HEALTH CAREERS, or if you have questions about navigating within UT HEALTH CAREERS. All other assistance please reference job aids. WHO DO I CONTACT FOR ALL ABOUT HOW MY SCHOOL PROCESSES FACULTY? Contact your faculty representative in the Dean s office of your school if you have any non-technical questions about the processes of recruiting, creating or modifying a position, approval paths, offer letters or initial appointments. WHICH INTERNET BROWSER SHOULD I USE WHEN ACCESSING UT HEALTH CAREERS? When accessing UT HEALTH CAREERS, please ensure you are using either Internet Explorer (IE 7 or newer), Google Chrome, MS Edge, Firefox or Safari. You will also need to ensure you have the latest version of Adobe Flash Player, which can be downloaded from here: Contact your TSR should you need assistance. WHAT ARE THE RECOMMENDED BROWSER SETTINGS? For optimal results when using UT HEALTH CAREERS, please use the following recommended Internet and Browser settings: Magnification: The magnification level of your browser must be set to 100%. To check the magnification level in Internet Explorer, access the Zoom option via the Menu Bar.

3 To check the magnification level in Google Chrome, click on the Customize and Control Google Chrome button on the top right-hand side of your screen.

4 JavaScript: JavaScript must be enabled to ensure the proper function and use of UT HEALTH CAREERS. To enable JavaScript in Internet Explorer, go to Internet Options on the Menu Bar: Internet Option Tools Internet Options 1. In the security tab, click on the Internet icon. 2. Click Default Level. 3. Click OK. HOW DO I SEARCH FOR A PARTIAL NAME? Searching for a requisition or a candidate you may use partial names along with an asterisk or question mark. Example: To search for candidate named White you may enter whi* in the search located in the tool bar and click the Search button or pressing the enter key.

5 RECRUITING AND APPOINTING IF THE POSITION WILL BE A NEW TO BE CREATED UNBUDGETED POSITION, WHAT DOES THE RECRUITER DO IF THEY CAN T FIND THE POSITION NUMBER AVAILABLE IN THE REQUISITION OR OFFER DROP-DOWN LIST? On the requisition, the Home Department Planning Budget Position Number drop down is populated from the current fiscal year s approved planning budget. This is a static list of positions both active and provisional that were approved in the budget cycle for your department. If the position for which you wish to recruit is NOT in the drop down, then the position is considered UNBUDGETED. Click on the drop down arrow on the field and using the Quick Filters on the left side of the search box, enter U in the position number and the results should show a position number in the window named Unbudgeted. Highlight the row and click the SELECT button on the right side of the row. If you selected an unbudgeted position on the requisition, you will do the same in the offer create process. On the Offer Letter, click on the drop down arrow on the field and using the Quick Filters on the left side of the search box, enter new in the position number and the results should show a position number in the window named New Unbudgeted Position. Highlight the row and click the SELECT button on the right side of the row. Please note that a new position number would not be issued until after AFSA approves the appointment packet. A PCM will then need to be completed to establish funding for the New, Unbudgeted position. Since there will not be a real position number in the Requisition nor in the Offer, the recruiter would have to reference the Requisition ID number in the PCM comment s section so HR can match it at the time of hiring. HOW WILL THE BACK-GROUND CHECK BE PROCESSED? The Criminal Background Check will be automatically sent to all finalists when the Step/Status = Background Step/To Be Checked. If you are not responsible to request the background check, please save and close at Step Status = Committee Interview/Passed Interview. Once the candidate completes the background form

6 they are instructed to it back to the recruiter listed in the . The recruiter will forward the completed form to who will complete the process including returning the results to the recruiter. WHAT IS A STEP/STATUS AND WHAT DO THEY MEAN? The process is made up of Steps, i.e. Committee Interview, Background Check, etc. Each Step in the process has status changes associated with it. Committee Interview/Passed Interview is an example of a Step/Status. Steps CANNOT be skipped but Statuses can if needed. Refer to Job Aid for additional Step/Status. See the Steps and Status module in the UT Health Careers training located in the Knowledge Center. HOW CAN I SEE WHERE MY RECRUITMENT FOR A POSITION IS IN THE PROCESS? There are several ways to see where your requisitions are in the process. 1. Go to Requisitions for your department. Statuses are available on the screen for each requisition. 2. Select a requisition in your department and view the step/status on the left side of the screen. 3. Click on the History Tab to see when actions have been taken. WHY IS THERE MORE THAN ONE WAY TO HANDLE EVALUATION OF APPLICANTS? The use of the online, electronic Evaluation Module is determined by each department leadership. WHO CAN SEE THE EVALUATION FEEDBACK I REQUEST OR PROVIDE? Any individual who can see the candidate s profile can view interview feedback. HOW CAN I UPLOAD AN ATTACHMENT (DOCUMENT) TO THE ATTACHMENT TAB? Select the candidate to attach the document to and go to the Attachments tab, click browse and select the document for uploading. Click Add button. HOW DO I POST A POSITION ON AN EXTERNAL SOURCE? The process for posting to an external source will not change as we still must provide proof of posting. Once the external source has provided a tear sheet, upload the sheet to the Attachments Tab. Then enter the Name of the Journal, website, etc. on the Posting and Sourcing Tab. If a tear sheet is not being provided, screen shot the advertisement and print it as a pdf, then upload to Attachment Tab.

7 WHY DOES CHANGING THE STEP/STATUS ONLY GIVE ME THE APPLICANT WITHDREW STATUS OPTION? You are most likely already at the Offer/Offer to be made Step/Status. From this status, recruiters should first cancel out of the Step/Status window and then use the Create Offer to continue the process or notify the person responsible for creating the offer for the candidate. WHAT DOCUMENTS OR INFORMATION WILL BE RETAINED BY HUMAN RESOURCES AND HOW LONG? The information that UT System collects will be retained and maintained as required by Texas records retention laws (Section et seq. of the Texas Government Code) and rules. Different types of information are kept for different periods of time. HOW CAN I ADD A DEFAULT RECRUITER ON EVERY REQUISITION? Go to Resources My Setup General Preferences Click Default Recruiter Edit Enter user name on the value field Save.