USER GUIDE STAFF JOB POSTINGS STAFF POSITION DESCRIPTIONS
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- Esmond Hardy
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1 USER GUIDE STAFF JOB POSTINGS STAFF POSITION DESCRIPTIONS
2 TABLE OF CONTENTS LOGIN... 3 HOME PAGE... 4 STEPS TO FILL A VACANCY... 6 STEP 1: CREATE OR MODIFY THE POSITION DESCRIPTION... 7 STEP 2: HUMAN RESOURCES CREATES THE JOB POSTING STEP 3: REVIEW APPLICANTS AND USE A SELECTION MATRIX TO SELECT INTERVIEWEES STEP 4: UPDATE APPLICANT STATUS STEP 5: COMPLETE THE HIRING PROPOSAL FINAL PROCESS
3 LOGIN Internal Users will log into Islander Jobs with their TAMUCC Island ID credentials. URL for login site - Bookmark or make it a favorite. Internal Users Click the Link to Use Island ID Note: Notice the Ribbon at the top Throughout Islander Jobs; you will be alerted about status or errors. Success messages are a green ribbon. Error messages are a red ribbon. If you are logging in as a guest, enter your login credentials in the box displayed above. If you are logging in as an employee, hiring manager or other internal user, click on the For current employees link. You will be redirected to the page below. Use your Island ID credentials. 3
4 HOME PAGE This is the page you see when you log in. It presents a dashboard that provides access to: Alerts and other announcements. Summary views of your Inbox and Watch List provide links to tasks and items of interest. Shortcuts and My Links take you to pages and saved searches that you use often. Click on the Help Link for detailed generic instructions. Use the drop down to navigate between Postings, Position Descriptions and Admin Tasks. Change your Permission Group using drop down and Reload/Refresh Link Check the Inbox for Actions Needing Your Attention Track activities by placing them on your Watch List To remove an item from your watch list, click on Watch List and use the action button on the right of the item to stop watching. 4
5 By default, you log in as a member of the Employee group, which has minimal permissions. If you have been assigned to other groups, you can specify the group in which you are active at login. Some tasks require you to log in using a group with specific permissions, so you may need to change your preferred group to be able to complete your tasks. If you have to change modules to reach the area of the product where you do most of your work, you may wish to change the default module that you reach when you log in. 1. Follow the My Profile link that is available on any screen. Your profile opens. 2. From the Summary tab, select Edit. Your account information and preferences become editable. 3. To change your default permissions, select the group you usually use from the Preferred Group on Login list. If the group you need is not available, you can request it. See Requesting a Permission Group Assignment. 4. To change the area of the product that opens when you log in, select it from the Default Product Module list. 5. Select Update User to update your preferences. 5
6 STEPS TO FILL A VACANCY 1. Go to the Position Management Module and Modify the Position Description 2. Upon approval of the PD Action, HR will create the Job Posting 3. Review applicants and use a Selection Matrix to select interviewees 4. Update applicant status 5. Complete the Hiring Proposal Standard process on our campus is for the hiring manager to begin the hiring process with a Position Description action. The current version of Islander Jobs does allow a hiring manager to create a Job Posting from the Position Description. This is not recommended, as no changes to the Position Description are available using this feature. Please follow the steps described below. Success Tip Complete Course 11008: Position Descriptions in TrainTraq at Single Sign On. 6
7 STEP 1: CREATE OR MODIFY THE POSITION DESCRIPTION The screens and processes are essentially the same whether you are updating or creating a PD. The examples and steps explained in this user guide are focused on modifying an existing PD. You must be in the Position Management module (orange banner) and in either Hiring Manager or Admin Support Role to begin a Position Description action. Use the drop down to navigate Position Management and change your user role if necessary. Hover over Position Descriptions and click on Staff. The list of Active Staff Positions you have access to will be displayed. If you do not see any PDs, make sure you are in Hiring Manager or Admin Support role. You can filter the results by using the search tools. Find the position you wish to update and use the Action button to the right of the record to View the PD. A new window will open with a summary of the PD in its current status. Select Modify Position Description from the available actions on the top right of the PD form. A message informing you that the PD will be locked from other actions will be displayed. Click Start to begin PD modifications. 7
8 On the left of the screen are the pages you will navigate by clicking on the page title or using the Next button. You can also use the back and forward buttons on your browser. Click on to preserve your information. The blue checkmark indicates all required fields are populated. Review and update as necessary. Position Justification: State why this position is needed. You may also indicate, see attached and upload a document or hiring freeze waiver request under Position Documents if applicable. Position Title Details: The top of this page displays information for the current job title from the Job Titles table. This data cannot be changed. Contact Human Resources if you believe the job title details are incorrect. If you want to recommend a job title change, scroll down and select the desired title. You can click on Filter these results to type in and search for a title. In the example below, using the filter to search for human resources returned a list of titles matching the search words. Use the radio button to the left of the record to select a different job title and then click on 8
9 Position Duties: On this page you will describe the 4-8 major responsibilities/duties of the position. This builder fields open up a new set of boxes to populate when you click on the Add Job Duties and Responsibilities. You can use the Job Duty Category field to group similar duties. Job duties should begin with an action verb. Indicate whether or not this is an essential duty as defined by the Americans with Disability Act. Enter the estimated percentage of time spent on this duty. Use the Performance Standard box to communicate the performance expectation. Employee engagement is increased when the desired outcome is clear. You are required to enter a minimum of 4 duty statements. The on-line instructions on this page include a link to a list of action verbs. Islander Jobs does not total the percentage of time. Please make sure it adds up to 100%. Scroll down to view new boxes that open after you click on Add Duty. If you get an error message stating certain fields are required, check to see if you accidently created an extra set of boxes. If yes, use Remove Entry box. Position Details: The Job Title Details and Employee Information at the top of this page is not editable as it is being pulled from other tables. If it is incorrect, the source must be corrected on either the Title Details or the Employee Information page. Below is a brief description of the other fields that must be completed on this page. Working Title: Use this field if you wish to use a more specific job title consistent with the official title. For example, the official title may be Coordinator II and the working title may be, Coordinator, Freshman Programs. Position Description Summary: This will appear at the top of any vacancy announcement. We recommend a brief description that states the primary purpose for the position. Qualifications: Describe the formal education, experience (how much and what kind), skills and abilities that are required to successfully perform the duties/responsibilities of this position. Be sure to include computer skills needed. Preferred Qualifications: Describe the formal education, experience (how much and what kind), skills and abilities that would be useful but are not essential. Can experience substitute for education? If you believe that directly related experience can provide the knowledge gained through formal education, select yes. Otherwise select no. If you select yes, one year of fulltime work experience in a related occupation will be considered equivalent to one year of education. Therefore, if a position requires a bachelor s degree and 2 years of experience, an applicant without any college will need 6 years of related experience to be considered qualified and able to progress in the selection process. Can education substitute for experience? If you believe that education beyond that which is required can provide the knowledge/skills gained through related work experience, select yes. Otherwise select no. If you select yes, 30 credit hours of college will be considered equivalent to one year of experience. Therefore, if a position requires a bachelor s degree and 2 years of experience, an applicant without any work experience and a master s degree college to be considered qualified and able to progress in the selection process. 9
10 Job Type: Indicate if this is Faculty, Full-time staff, or Part-time staff. Number of Employees Supervised: Provide a brief summary of the type and number of employees supervised by this position. The following items will assist in properly classifying the position. Just below the Physical Requirements box is a link to the full responses for the items listed below. It is also included at the end of this guidebook. What type of guidance is most often required to do this position? How do you use information to make decisions, solve problems or take action in this position? To what extent is independent action or judgment required in performing the duties of this position? What is the highest level of organizational impact realized from the decisions and actions typical of this position? How much responsibility does this position have for developing or administering a budget? What level of confidential data does this position require you to handle? Hiring Manager: Select the correct hiring manager/supervisor for this position from the drop down. If the correct name does not appear, contact Human Resources. 2 nd Level Manager: The 2 nd level manager is usually the hiring manager s manager/supervisor. If the correct name does not appear on the drop down, contact Human Resources. Training: Mandatory training is required by for all employees and is automatically included on every PD. If there is required training specific to this position, such as cash handling or FERPA training, add it to the Position Required Training field. Additional recommended, but not required, training can also be added. Budget Information: correctly. Having the correct PIN on the position is important to other fields and screens populating Verify the PIN it is correct and that the current budgeted amount is correct. Indicate whether or not any portion of this position if funded from contracts or grants. Indicate when you would like the changes to the PD to become effective. Select desired changes. Enter any notes or information that will helpful to reviewers. Indicate amount of additional funds requested and the fund source for those funds. 10
11 To complete the Funding Details fields, click on Add Funding Details Entry. Like job duties, this is a builder field. If you are not requesting any changes to funding, you will only enter the current funding details. If the position is funded by multiple accounts, keep adding entries and properly indicate the % of funding from each account. Here is an example where current funding is $45,000 and request is to increase budgeted amount to $50,000. The account number for proposed is the account that will hold the new funds, which may or may not be the same as the source for the new funds. Supervisor Information: Islander Jobs records the PIN (TAMUCC Position Identification Number) for each PD. Each PD is associated with the PIN of the immediate supervisor. This is important to routing, performance management processes and other functions within Islander Jobs. On this page the details of the position s supervisor are displayed. If there are errors contact HR. If the supervisor displayed is incorrect, select the correct supervisor from the list displayed on the bottom portion of the screen and click on Employee Information: This page displays information about the current or most recent incumbent of the position. Once the replacement is selected, this information will be updated automatically. Position Documents: On this page use the Action button on the right to upload documents associated with the PD request or the position. Supplemental Questions for Posting: All postings include the standard questions displayed on this screen. You can add questions, and if approved by HR, these will be asked of all applicants and included on the application form. HR will ensure that job postings include questions that screen for minimum requirements. PD Action Summary: Click on or advance to this page for an overview of the PD. A blue check mark on the left of the section label indicates that all required fields are populated. An orange exclamation mark to the left of the section label indicates that more work is needed; click on the Edit link to complete the section. Fields needing attention will be outlined in red. Once you have completed all of the pages, you are ready to move the PD action to the next step in the workflow. If the hiring manager is not a Director, 2 nd level supervisor review may be required. Directors generally have the authority to move the action directly to HR. Hiring managers should ask their supervisor if they need to be included in the process. 11
12 Hover over the orange Take Action on PD drop down and select the appropriate next step. When you click on an action link, you will see a pop up window that allows you to enter a comment. Use this to communicate to others in the process or to log a note for your own internal use. These comments are visible on the History tab to all who have access to the PD action. This is also your opportunity to add this action to your Watch List available on the Home Page. 12
13 STEP 2: HUMAN RESOURCES CREATES THE JOB POSTING Islander Jobs is designed to allow a hiring manager to create a posting from an approved position description. However, no changes to the PD are allowed and therefore HR does not recommend use of this process except in limited circumstances. Upon approval of a PD action for posting, HR will create the posting in consultation with the hiring unit. Below is the workflow that will be used if a PD action workflow was not used to approve a posting. New Features in Islander Jobs Applicant Screening. The first screening of applicants occurs when the applicant responds to screening questions added to the posting. Either HR or the hiring units can verify/confirm that the applicant meets the minimum requirements. Discuss this option with the HR Generalist. Any applicant who does not possess the minimum requirements cannot proceed in the selection process and should be disqualified. Reference Letters. If desired, Islander jobs will send an to the reference(s) the applicant provided requesting a letter of recommendation. Upon receipt of the reference letter it is automatically added to the applicant s documents. 13
14 STEP 3: REVIEW APPLICANTS AND USE A SELECTION MATRIX TO SELECT INTERVIEWEES Navigate to the Applicant Tracking module and make sure you are in Hiring Manager or Committee Member role. If the posting is not already on your Watch List, you can locate it by hovering over Postings and selecting Staff. Use the Action button on the right or click on the links in the posting listing. The top left of the screen provides information about status and current owner of the Posting. Only the owner can make edits or take action on the Posting. Once a posting is in Posted status the owner is Human Resources and the Hiring Manager cannot make changes to the Posting. The first page of the Posting is a Summary. Your next step is to click on the Applicant tab to view applicants. 14
15 In this example there are two applicants. Use the action drop down on the right or click on the links in the listing. Click on the Action button above the listing on the right to view, export or create PDFs of applicant materials. You can also export an applicant list with responses to the screening questions. This will be a valuable tool in preparing the Hiring Selection matrix and evaluating the applicant pool. The top left of the application form has the applicant s contact information. When application status is Under Review by Dept/Committee the Hiring Manager is the Owner. Only the Owner can take action on an item in Islander Jobs. Use the Take Action link for a drop down of actions that can be taken. 15
16 The major sections of the job application are: Personal Information Education Work Experience Reference Information Questions/Responses Required Documents At the bottom of the page are links to generate PDFs. Use the links to in the gray space to navigate to the posting, the list of applicants or the next applicant in pool. 16
17 STEP 4: UPDATE APPLICANT STATUS Once you have completed the Hiring Selection matrix, you are ready to take action on the applicants. Open the application form and use the Take Action on Job Application Link and make your selection. If you select Not Interviewed, Not Hired you will be prompted to select a reason for non-selection from a drop down. When an applicant is selected for a Campus Interview, the Owner of the application is Human Resources. At this point, HR will review the Selection Matrix and other relevant information. If the vacancy is still posted the Hiring Manager may opt to close. If the vacancy remains posted, any additional applications must be reviewed, added to the Selection Matrix and provided equal opportunity in the process. Upon approval of the Campus Interview by HR, ownership of the application returns to the Hiring Manager. The Staff Applicant Workflow depicts steps in the process. All events are based on Applicant Status. Note that the HM can move an applicant directly to Recommend for Hire or route through a 2 nd Level Reviewer if necessary. Generally a Director does not need to route through a 2 nd Level. When an application is changed to Recommend for Hire, the link to start a Hiring Proposal becomes available to the Hiring Manager on the selected application. This also triggers the criminal background check. 17
18 STEP 5: COMPLETE THE HIRING PROPOSAL When the Hiring Manager clicks the link, they are presented with a list of positions under their authority. Use the Radio Button to select the position that will be filled and click on Select Position Description. The Hiring Proposal is one page and it will be completed by the Hiring Manager, Routed to 2 nd necessary, reviewed by HR and the Compliance Office. Level reviewer if A minimum of two reference checks are required. Click on the Add Reference Checks link and complete the blanks. Provide a summary of the process and justification for selecting the recommended applicant. Indicate the desired start date and recommended salary. A salary offer above the budgeted amount requires additional steps and approvals. 18
19 Upload the Selection Matrix and any other supporting documents. For staff actions, we are not using the Offer Letter and Contract document types at this time. On the Hiring Proposal page you will see fields that you cannot edit. These items are populated from other sources. There are also fields with no data entry boxes; HR will complete those items. Upon completion of the Hiring Manager portion of the Hiring Proposal, hover over the Take Action drop down and send to the HR Specialist or to a 2 nd Level reviewer if required. 19
20 FINAL PROCESS: 1. Human Resources will review the recommendation and contact the Hiring Manager if necessary. 2. The Compliance Office will review and route back to HR upon approval. 3. HR will verify completion of the criminal background check and completion of all required steps. 4. The HR Director will conduct a final review of the Hiring Proposal and approve. 5. HR will extend a job offer and upon acceptance, the new hire is seated in the Position Description. This completes the process to fill a vacancy in Islander Jobs. Hiring Managers must retain all documents, notes and records related to this process for a two-year period. Within the first two weeks of employment, the Hiring Manager must begin an Employee Position Review action to officially provide the new employee a copy of the PD. A New Hire Evaluation must be conducted within the first four months of employment. 20
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