Recruiting Solutions 9.2

Transcription

1 Recruiting Solutions 9.2 Overview This guide demonstrates how to navigate through Manager Self Service and Recruiting Solutions for hiring of Civil Service/Exempt positions. It is designed to be used electronically. Click on a topic in the table of contents to automatically jump to a specific section. Use Ctrl + Home to return back to the Table of Contents. Contact Information HR Partner: partners Recruitment Administrators: and hiring Table of Contents Approvals Fill a Vacant or New Position... 2 Request a Position Change... 3 Request a New Position... 4 Post a Job... 5 Add Posting Information... 7 Managing Applicants Reject Applicants/Schedule Interviews Prepare a Job Offer Job Offer Approvals Background Check/Hire Letter Updated 2/24/16 Page 1 of 18

2 Approvals Fill a Vacant or New Position 1. Contact your HR Partner to develop/modify a Position Description Click Here: HR Partner Contact Information by Partnering Area 2. After the position description is finalized with the HR Partner, sign in to MyCWU ( for Manager Self Service Action a. If a current position number exists, Request a Position Change in Manager Self Service to obtain approval to fill the vacancy (page 3) OR b. If no position number exists, Request a New Position in Manager Self Service (page 4) Updated 2/24/16 Page 2 of 18

3 Request a Position Change 1. Navigate to Main Menu > Human Resources > Manager Self Service > CW HR Transactions > Request Position Change 2. Request a Position Change Enter the position number, hit the Tab key and select a Recruitment Request. Select one option: a. No Recruitment Required b. Recruitment No Changes c. Recruitment Position Changes 3. Recruitment Position Changes click the Detailed Position Description link and update the position description from the approved PD worksheet (copy & paste) 4. Update additional fields if needed and select Submit 5. Approval will be confirmed via 6. Next step: Create Job Opening/Posting (page 5) Updated 2/24/16 Page 3 of 18

4 Request a New Position 1. Navigate to Main Menu > Human Resources > Manager Self Service > CW HR Transactions > Request New Position 2. Add a New Value 3. Select Recruitment Req. Two options are available: a. No Recruitment b. Recruitment Required 4. Complete required fields and select save 5. Select the Attachments tab and attach the approved position description and other attachments if required by the Appointing Authority or Assistant Vice President. 6. Return to the Form tab and select Submit from top of page. 7. Approval will be confirmed via 8. Next step: Create Job Opening/Posting (page 5) Updated 2/24/16 Page 4 of 18

5 Post a Job Create a Job Opening/Posting 1. If the positon change or new position has been approved, navigate to Recruiting Home Main Menu > Human Resources > Recruiting > Recruiting Home 2. Select Create Job Opening from Quick Links 3. Select Job Family Use look up (magnifying glass ) 4. Enter Position Number Use look up (magnifying glass ) 5. Select Recruiting Location Use look up (magnifying glass ) 6. Continue Updated 2/24/16 Page 5 of 18

6 7. Enter number of Target Openings if you are filling more than one position from this job posting 8. Select Status Reason New Authorization 9. Enter Desired Start Date 10. Save as Draft Updated 2/24/16 Page 6 of 18

7 Add Posting Information 1. Select Job Posting tab 2. Add Job Posting 3. Update Posting Title if needed 4. Under *Description Type, select: Position Description (this will insert the position description information for the job posting) a. *Visibility: Internal and External NOTE: The Internal Only option is used when recruiting only to current CWU employees. The job is posted internal and not available or seen to anyone outside CWU 5. Add Posting Description Updated 2/24/16 Page 7 of 18

8 6. *Description Type: Pay, Benefits & Work Schedule *Visibility: Internal and External Template: CWU, Pay, Benefits, Work Schedule 7. Enter correct Salary and Schedule/Appointment 8. Add Posting Description 9. *Description Type: How to Apply *Visibility: Internal and External Template: CWU How to Apply a. Add any additional attachments required for the application. b. Add date after Screening Begins: (10 day minimum & 14 day minimum for PSE) 10. Add Posting Description 11. *Description Type: Contact Information *Visibility: Internal and External Template: CWU Contact Information a. Enter contact information for the search chair or search secretary and department name with hyperlink to website Updated 2/24/16 Page 8 of 18

9 12. Under Job Posting Destinations select CWU Website Post a. Enter Posting Type: External Posting b. Enter Relative Open Date: 0 On Approval c. Enter Remove Date: minimum 2 weeks after screening date Screening dates: minimum 10 day screening & PSE 14 days 13. Add Posting Destination Select MyCWU Post a. Enter Posting Type: Internal Posting b. Enter Relative Open Date: 0 On Approval c. Enter Remove Date: minimum 2 weeks after screening date Screening dates: minimum 10 day screening & PSE 14 days 14. Select OK 15. Save as Draft WARNING: If you Save as Draft AND close out the job opening, it will no longer be available to access it. Please contact the Recruitment Administrator. Updated 2/24/16 Page 9 of 18

10 16. Select Hiring Team tab 17. Add Hiring Manager Add names of Hiring Manager/Search Chair and Search Secretary Use look up (magnifying glass ) NOTE: Primary can view the job posting from Recruiting Home, Secondary can view from Browse Job Openings 18. Add Interviewer Add names of search committee members Use look up (magnifying glass ) 19. Save and Submit the Approvals tab is added to confirm it has been sent Job Posting is sent to Recruitment Administrator for review An notification is sent when the job posting has been approved /posted by the Recruitment Administrator View the job posting at: Updated 2/24/16 Page 10 of 18

11 Managing Applicants Review Applications 1. Hiring Managers navigate to Recruiting Home Main Menu > Human Resources > Recruiting > Recruiting Home Note: Search Committee Members can review applications by navigating MyCWU: Main Menu > Human Resources > Recruiting > Browse Job Openings NOTE: Primary can view the job posting from Recruiting Home, Secondary and Search Committee can view from Browse Job Openings 2. From My Job Openings select job title to review applicant names 3. Select the Application and Resume icons to review applicant attachments 4. After completing the screening process (preliminary/secondary tool), select the icon Mark Reviewed for each applicant a. This can also be done by Group Action: Check boxes to select applicants or Select All from under the list of applicants Select Group Actions > Recruiting Actions > Mark Reviewed Updated 2/24/16 Page 11 of 18

12 5. Select the icon Route for search committee review 6. Select Reason 7. Add *Name(s) of search committee member, Response Due Date, Include Attachments (ie: screenings tools) NOTE: Search Committee members will receive an with application and can navigate Main Menu > Human Resources > Self Service> Recruiting > Routing Response to provide recommendation/screening results 8. Submit Reject Applicants/Schedule Interviews 1. Select the Reviewed tab to Interview or Reject applicants 2. The Reject icon eliminates applicants from consideration a. Select *Reason b. Reject Updated 2/24/16 Page 12 of 18

13 c. Reject and Correspond this will allow the hiring manager/search chair to draft an to the candidate or select from a list of Letter templates. If you draft your own , please have the recruitment administrator review/approve it. d. Preview and Send WARNING: If Cancel is selected, it will update the applicant status to reject but WILL NOT send an TIP: Correspond with applicants by selecting Other Actions > Applicant Actions> Send Correspondence 3. Select the Interview icon to add details for applicant interviews (Phone/Skype or Campus) Updated 2/24/16 Page 13 of 18

14 4. Add interview detail fields: Select Notify Applicant and Notify Interview Team to send a calendar invite for the interview 5. Add Interviewer Interviewers/Search committee members will default in if listed on the job opening Hiring Tab Use look up (magnifying glass ) 6. Type in Location of interview 7. Select Letter Interview Letter from the drop down list 8. Save as Draft 9. Now the Generate Letter appears and is available to select 10. Optional Items: a. Add Attachment interview questions, etc. b. Applicant include interview letter/additional attachments (campus map/itinerary/etc.) c. Add Interview Schedule additional interviews (Phone/Skype or Campus) 11. Submit Updated 2/24/16 Page 14 of 18

15 Prepare a Job Offer 1. Navigate to Recruiting Home Main Menu > Human Resources > Recruiting > Recruiting Home 2. From My Job Openings select job title to review applicant names 3. Select Interview tab to select your finalist 4. From the drop down menu Other Actions (far right hand side) Recruiting Actions Prepare Job offer Updated 2/24/16 Page 15 of 18

16 5. Select the correct Position Number Use look up (magnifying glass ) 6. Enter Start Date (1 st or 16 th of each month) REMINDER: Allow enough lead time for approvals, to process a background check, and complete new hire processing 7. Check Notify Applicant (optional) Sends an notification of an official job offer after approval from the Appointing Authority and completed background check. It will include a link to their online account. Applicant will login to see a job offer notification and attached appointment letter. The applicant can accept or reject the offer which then notifies HR/Recruitment Administrator of the response. 8. Add Job Offer Component(s) Base Salary, Moving Expenses, etc. 9. Add Comments(bottom of form): Mail Stop Cyclic Schedule and Balance 10. Submit for Approval (top right) Updated 2/24/16 Page 16 of 18

17 Job Offer Approvals 1. After the Submit for Approval is selected, the Approvals tab will appear a. Appointing Authority approval is required for Civil Service/Exempt positions b. The AA Approval will route the Job Offer to the Recruitment Administrator NOTE: Before an offer is extended to the finalist, the Hiring Manager needs to call the Recruitment Administrator to discuss salary, details of the job offer and provide approval to make a verbal offer of employment, contingent upon a successful background check Updated 2/24/16 Page 17 of 18

18 Background Check/Hire Letter 1. When an applicant verbally accepts the job offer, the Recruitment Administrator will initiate a background check * Turnaround time varies (2 days up to 2 weeks) for background check results depending on when the applicant completes the online form, and how many places they have lived in the past 7 years. Job Offer View for Applicant: 2. HR will draft an Appointment Letter and it to the Appointing Authority for signature 3. When the background check is complete, the Recruitment Administrator will approve the job offer and an notification will be sent to the Hiring Manager/ Search Chair 4. The applicant will be notified via with the link to their online account. Applicant will sign in to see a job offer notification and attached appointment letter. The applicant can accept or decline the offer. Offer accepted sends notification to HR/Recruitment Administrator 5. Recruitment Administrator will prepare the hire and job is entered by the Data Management Team Updated 2/24/16 Page 18 of 18