Silkroad Recruiting: Requisition Creation & Approval

Transcription

1 Silkroad Recruiting: Requisition Creation & Approval Training for Search Committees (FOR SECURIT PURPOSES, WHE SILKROAD RECRUITIG IS IACTIVE FOR 60 MIUTES, OU WILL BE TIMED OUT. THE SSTEM WILL TAKE OU TO OUR LOGI PAGE. LOGI WITH SIGLE SIG O AD COTIUE). How to Create a Job Requisition in Silkroad Recruiting: The navigation bar on the left-hand side of the Silkroad Recruiting homepage should be used to access menu items and navigate within Silkroad Recruiting. In most cases, the Search Committee Chair will be responsible for creating the requisition and starting the requisition approval process. (The responsibility for creating the requisition within Silkroad Recruiting can be delegated to someone else besides the Search Committee Chair if need be.) To begin creating a requisition you will need to login to Silkroad Recruiting and click on the Job Postings link and underneath job postings you will need to select, Manage Requisitions. Once you click on Manage Requisitions you will then need to click, add. Page 1

2 Requisition Creation Process Table of Contents for Silkroad Recruiting s Job Requisition Fields: **All fields in red text are mandatory fields and must be completed during requisition creation process. Requisition Fields: Requisition Administration Action Required (/): Page 2 Additional Detail: Requisition Creator Automatically defaults to the name of the individual creating the requisition. Requisition Administrator Click on drop down arrow and choose: Human Resource Officer. Job Creator Click on drop down arrow and choose: Human Resource Officer. Requisition Information Job Template There are currently no job templates loaded in the system. Hiring Workflow XU only utilizes one workflow, the Default Workflow. This will pre-populate for every requisition. Internal Job Title Type in the job title for the position (add position number after title) Posted Job Title Tracking Code Leave blank umber of Positions Position Type Job Level Duration Type in the job title for the position. (Should be the same as the Internal Job Title.) If more than one position is available, please enter the correct number of positions. Full-Time/Regular is the default. If the position is 'Part-Time' or 'Temporary' please select from the drop-down provided. o selection required. The selection(s) provided are not applicable for Higher Education. Regular/At-Will/Permanent' is the default. If the position is 'Fixed Term' or Temporary please make the appropriate selection from the drop-down provided. Expected Start Date Select the expected start date by clicking on the calendar icon. Location Details Job Location Code Begin to type in the word campus and a drop-down for campus address should appear. Select Campus Address and the Country, City, State, and Zip/Postal Code should pre-populate. Country Should pre-populate based on the selection for the Job Location Code field. City Should pre-populate based on the selection for the Job Location Code field. State Should pre-populate based on the selection for the Job Location Code field. Zip/Postal Code Should pre-populate based on the selection for the Job Location Code field. Compliance EEOC Job Category o action required, leave selection as is. EEO Group o action required, leave selection as is. Positions Requirements Travel o action required, unless a position requires travels. Per Diem Included o action required, defaults to 'o.' Salary Minimum Do not enter salary information into this field. Salary Maximum Do not enter salary information into this field.

3 Salary Type o action required, defaults to 'Annually.' Salary Currency o action required, defaults to 'USD (US Dollar).' Level of Education A selection is required based on the minimum qualifications for the position. ears of Experience A selection is required based on the minimum qualifications for the position. Budgeting Details Department Budgeted Salary In the text box provided begin to type in the department name that the position reports to. Once you begin to type in the name of the department the department name should appear. Click on the department name to select. Type in the budgeted salary. (Preferred format = 35,000). For existing positions, you can retrieve the budgeted salary from the salary process spreadsheet from your Division Head. For new positions, the information can be found on the Position Action Form that was used to create the position. Budgeted Currency o action required, defaults to 'USD (US Dollar).' Budgeted Quarter o action required, defaults to '1st Quarter'. Budgeted ear o action required, defaults to current year. Description/Skills Job Description Required Skills Required Experience Internal Fields Skills Candidate Should Possess otes on Position Custom Fields Copy and paste the drafted job advertisement directly from Microsoft Word into Silkroad Recruiting. DO OT IPUT THE POSITIO DESCRIPTIO. o action required, the entire job advertisement should be copied into the 'Job Description' box. o action required, the entire job advertisement should be copied into the 'Job Description' box. o action required. If there are notes that you want to share with the approvers for the position enter the notes in this field. If the position is hourly, indicate the hourly rate here. For focused searches enter the following: name of person to fill position, hourly or annual salary and hire date. Type of Position Action Select if this is an 'Existing FTE' or a 'ew FTE.' If replacing an existing FTE If the position is replacing an existing FTE, please provide the name of the person that is being replacing. Position Reports to Type the full name of the person the supervisor position will report to. Supervisor Title Type the title of the supervisor. EEO Job Category Do not complete - HR use only Recruitment Sources Type the recruitment sources/job boards where the position should be advertised. Positions will be added to the XU portal and the XU website automatically. Search Committee Type in the names of all those on the search committee. Please make sure to Members indicate the search committee chair. Position Grade Type position grade Banner Position umber Position FTE Type in the Banner Position umber for both a new or existing position. For existing positions, you can retrieve the Banner Position umber from the salary process spreadsheet from your Division Head. For new positions, the information can be found on the Position Action Form that was used to create the position. For temporaries, contact the Budget Office. Type in the Position FTE. (Example: 1.0, 0.80, or 0.50). All temporary position FTE is 0. Page 3

4 Division Select division from the drop down option. Department Org umber Type 5 digit department org. eclass Select eclass from the drop down option. Weekly Working Hours Type in the number of weekly working hours. (Example: 37.50). For Adjuncts, type College (faculty only) / Select college from drop down option for faculty positions only OU ARE OT DOE!!! COMPLETE THE REVIEW AD APPROVAL DETAILS SECTIO BELOW. Requisition Approval Process: What is a Requisition Approval in Silkroad Recruiting? During the creation of the requisition the Requisition Creator will input the individuals that will be responsible for reviewing the requisition and providing approval prior to the position being posted. These individuals are known as the requisition reviewers. The approval request is sent via to the reviewers and includes the details of the requisition, the names and approval status of other approvers and an option to approve or reject the approval request Who will be Responsible for Approving a Requisition in Silkroad Recruiting? The following will have responsibility approving a requisition: Staff/Admin Reviewers: Reviewer o. 1 (HR Business Partner) Reviewer o. 2 (Department Head) Reviewer o. 3 (Division Head) Reviewer o. 4 (Budget) xubudget@xavier.edu Faculty Reviewers: Reviewer o. 1 (HR Business Partner) Reviewer o 2 (Department Head) Reviewer o. 3 (Dean) Reviewer o. 4 (Provost Office) xuprovost@xavier.edu Reviewer o. 5 (Budget) All reviewers will be required for requisition approval. Steps on How to Request an Approval: Once all of the mandatory fields have been completed, the requisition is ready to go through the requisition approval process. Submit the requisition for review by filling out the names and addresses for each person that will be responsible for reviewing the requisition under the Review and Approval Details header in the requisition setup. Each reviewer will automatically be ed in sequence that their attention is required to review the requisition. The Review in Sequence checkbox is automatically checked as the default. Review in Sequence means that Reviewer o. 2 will not be ed until Reviewer o. 1 has approved the requisition and Reviewer o.3 will not be ed until Reviewer o.2 has approved the requisition. It is very important that Reviewers are listed as described above. Page 4

5 If additional reviewers are required, the system does allow for up to 6 reviewers to be added to the requisition. Step 1: Enter the ames and s of each Reviewer Reviewer o. 1 HR Business Partner Reviewer o. 2 Department Head Reviewer o. 3 Division Head (ACADEMIC DEPARTMETS OL) Reviewer o. 4 Provost xuprovost@xavier.edu Reviewer o.4 Budget xubudget@xavier.edu Page 5

6 Important ote: Due the fact that Budget will be approving all requisitions a generic box has been created so that all requisition approval requests can be sent to one location. The generic box is xubudget@xavier.edu. A generic has also been created for provost approvals. The generic is xuprovost@xavier.edu. Step 2: Click Reviewer 1 to Start the Requisition Approval Process Once all of the names and s have been entered, click the button Reviewer 1. The Silkroad Recruiting system will automatically send the first requesting the approval to the Department Head. o further action is required for the Requisition Creator if all of the reviewers approve the requisition. What happens if a Requisition is REJECTED? If a requisition is rejected by a reviewer, the reviewer will be instructed to enter a detailed reason as to why (i.e. Budgeted Salary is only $45,000 not $50,000.) The details as to why the requisition was rejected will be sent in an message back to the Requisition Creator. The comments that are sent from the reviewer back to the Requisition Creator will not be tracked within Silkroad Recruiting. Important ote: As a Requisition Creator it is very important to consistently check your inbox for s about the requisition being rejected to ensure the process keeps moving. Steps to Correcting a Rejected Requisition: Step 1: The Requisition Creator will login to Silkroad Recruiting to correct the field(s) that the reviewer has requested be fixed. To edit the requisition after a rejected approval, login to Silkroad Recruiting, and click Manage Requisitions from the left-side navigation pane. On the Manage Requisitions screen locate the rejected requisition by the red circle icon under the Approval Status. Click on the Actions drop-down box and click Edit. (See Below) Page 6

7 Edit the field(s) that the reviewer requested be changed. Step 2: Change the Approval Status and Resend the Approval Request to the Reviewer When a requisition is rejected by a reviewer the Approval Status for that particular reviewer automatically updates from Waiting for Response to Rejected with Reason. Important ote: In order for the requisition to be resent to the approver who rejected it, the Requisition Creator must change the Approval Status from Rejected with Reason to Waiting for Response. If this is not done, the requisition will not be resent. Once the Approval Status has been changed back to Waiting for Response, the Requisition Creator can resend the approval request by clicking on the Reviewer icon under the name and of the reviewer that rejected the requisition. The process is the same for all reviewers that reject a requisition approval whether it is rejected by the Department Head, Division Head, or Budget. Important ote: When a requisition is rejected, the requisition approval process is suspended until the requisition has been approved by the reviewer that rejected the requisition. What happens once the Requisition has been approved by all Reviewers? Once a requisition has been approved by all reviewers an is automatically sent to the Job Creator on the requisition which is Human Resources. Human Resources will post the position. Important ote: Human Resources will post the position within 3 business days of receiving the that all reviewers have approved the requisition. Page 7

8 When the position has been posted the Requisition Creator will receive an from Silkroad Recruiting Customer Support confirming that the position has been posted. Page 8