Staffing Coordinator Guide to COMPASS

Transcription

1 This reference guide provides detailed information on using COMPASS for faculty and academic staff postings. For information on using COMPASS as an approver only, see the Faculty and Academic Staff Approver Guide to COMPASS. Table of Contents Introduction... 1 Accessing COMPASS... 9 Overview of COMPASS... 9 Viewing and Editing Postings Providing Access for other Users Viewing Applicant Information Changing Posting Status Changing Applicant Status Troubleshooting/Common Errors Appendices Introduction COMPASS is the Comprehensive Automated Staffing System, used to recruit faculty and academic staff as well as support staff. COMPASS is a web-based system than contains postings for positions and manages information about applicants. COMPASS is required for all postings, to ensure recruiting information can be found in one location. The former Academic Hiring Report is replaced by the combination of COMPASS and the Academic Position Create Request form in the HR/Payroll system, as follows: Part of the Academic Hiring Report Covered By Through Section A: Availability Data Academic Hiring Section A of the form. Availability Data & Recruitment Activities Form Section B: Search and Recruitment Academic Hiring Section B of the form. Activities Availability Data & Recruitment Activities Form Section C: Search Committee Composition Academic Position Create Request form The Search Committee portion of the form. Section D: Names and Characteristics COMPASS system Applicant self-reporting. of All Applicants Section E: Final Selection COMPASS system Changing and storing applicant statuses. 5/17/2012 Reference Guide (RGHR-0027) 1

2 General Information about Creating Postings Postings in COMPASS are created based on position request forms created in the HR/Payroll system. Once a position request is fully approved, HR creates the posting for the position in COMPASS. This section is not designed to fully cover the process of requesting a position, but to highlight some key points in filling out the form and how they impact COMPASS. For more information on requesting a position, see the quick guide on Faculty/Academic Staff - Position Create for a Search. Topics below are covered in the order in which they appear on the form. Posting Begin Date and Closing Date In some circumstances, central HR may change the closing date for a posting. All postings must remain open at least two weeks, so if by the time the form is fully approved the original begin date has passed, HR adjusts the posting dates. Also, a posting cannot close on a date on which the university is not open (that is, on a Friday, Saturday or a holiday). Postings close at midnight. If the closing date falls on such a day, central HR changes the closing date to the next date on which the university is open. Open Until Filled Positions The posting status on these positions cannot be changed until HR closes the posting. Send a request to HR via (records@hr.msu.edu) to close such a posting once you are ready to approve the interview list. Also, when setting up an Open Until Filled position, include in the Special Instructions to Applicant the phrase Review of applications will begin on and supply the date on which you plan to begin viewing applications. You do not need to wait until the posting closes to review applications. You do, however, need to wait until the posting closes to begin interviewing applicants. Documentation The Academic Position Create Request form lists several different documents that can be marked Required or Optional. If a document is marked as Required, COMPASS will not accept an application unless that document is uploaded. COMPASS allows only one document to be uploaded for each type. By default HR provides an optional Other Document for each posting. The Other Document option allows applicants to submit another document in addition to required documents such as the cover letter and CV. Use Special Instructions to Applicant to describe any optional documents you wish to see. Number of Required Reference Letters Specify a number under Number of Required Reference Letters only if you require reference letters from all applicants at time of application. If you instead wish to receive reference letters only from selected applicants, leave No letters required selected. You can also select See Special Instructions and supply additional information in the Special Instructions to Applicant section of the form, such as a request for contact information for references. Assigned Duties, Qualifications other than degree, and Special Instructions to Applicant Information from these fields is copied and pasted from the form to the COMPASS posting, so phrase this exactly as you want it to appear in the posting. You can also attach one or more documents (preferably in Microsoft Word format) containing this information and reference the attachment in the field 5/17/2012 Reference Guide (RGHR-0027) 2

3 Posting Number vs. Position Number Each position request results in a position number and a posting number. The two numbers are different. The position number uniquely identifies each position within the HR/Payroll system. The posting number uniquely identifies each posting in the COMPASS system. Roles and Security The COMPASS system provides different user types and security levels for acting within the COMPASS system: Access Level 1 - Academic Staffing Coordinator: Administrative points of contact for faculty and academic staff postings. Have overall responsibility for maintaining the interview list and maintaining the recommendations made by the department for hire. They also provide access to guest users (e.g., search committee members) as described under Providing Access for other Users. Access Level 2 - Department Head: Authorized to forward interview lists on behalf of the department to the Dean, Director and/or Assistant/Associate VP (access level 3). This level may overlap with access level 3. Access Level 3 - Deans, Directors and Assistant/Associate Vice Presidents: Have final authorization for all AHR faculty and academic staff actions. They approve the interview list before it is submitted to OI3 (Office of Inclusion and Intercultural Initiatives). COMPASS workflow assumes that all units require approval at both level 2 and level 3 and have people at each level. If your unit does not have people at both levels, assign the same people to both levels. The approver will need to approve at both levels in order to complete workflow. Central HR establishes Staffing Coordinator access based on the Staffing Coordinator identified on the Academic Position Create Request form. They also verify that at least one person is designated as a level 2 and level 3 approver. As Staffing Coordinator you provide guest access for the Search Committee Head and members if needed, as described under Providing Access for other Users. Contact HR to confirm who in your organization is set up to approve postings at each level. Faculty/Academic Staff COMPASS Process Overview This section describes in detail the process for documenting the academic hiring process for faculty and academic staff using the COMPASS system. The process outlined here replaces the use of Section D: Names and Characteristics of All Applicants and Section E: Final Selection of the Academic Hiring Report. Once the position has been posted and closed, the approval process in COMPASS begins. It starts when the Search Committee Chair has identified applicants to be interviewed and ends when the Unit Administrator submits the relevant appointment form. The process is recursive. At any point where there is a disapproval, the process may revert back to the previous step. The numbers listed below correspond to the numbers on the Faculty/Academic Staff COMPASS Process flowchart, which provides a high-level overview of the process. 5/17/2012 Reference Guide (RGHR-0027) 3

4 Faculty/Academic Staff COMPASS Process Interview List Approval Phase Hiring Recommendation Approval Phase 1. Search Committee Chair recommends applicants for interview 5. Search Committee Chair recommends applicant for hire No Yes 2. Department Chair/Head approves interview list? 6. HR User proceeds with hire Yes No Yes 3. Dean/AVP/Dir approves interview list? No Yes 4. OI3 (Office of Inclusion and Intercultural Initiatives) approves interview list? For simplicity, only primary titles of the relevant access level are listed for each step. Each of these may have a delegate who acts in the system on their behalf. For example, there may be both a Search Committee Chair and an Academic Staffing Coordinator, or a Dean may have an assistant delegated to take action for them in the COMPASS system. The COMPASS hiring process involves updating both posting statuses and applicant statuses. This section focuses on the overall workflow process and how changes to posting status move a posting through workflow. Directions for changing posting and applicant statuses are covered later, though it is noted here when applicant statuses would be changed and which posting status should be selected. The workflow in the COMPASS system is driven by a series of posting statuses. When the posting status is changed, an is sent to the next person(s) in the process indicating that actions are pending in COMPASS. 5/17/2012 Reference Guide (RGHR-0027) 4

5 1. Search Committee Chair recommends applicants for interview. The Search Committee Chair reviews applicant documentation and recommends applicants for interview. COMPASS Actions: Change applicant statuses. Change Posting Status to Submit Interview List to Dept Chair. (Once changed, the status shows Interview List Under Review by Dept Chair.) 2. Department Chair/Head approves interview list? The Department Chair/Head reviews the interview list. If approved, the list is submitted to the Dean/AVP/Dir. If not approved, it is returned to the Search Committee Chair. COMPASS Actions: To Approve: Change posting status to Submit Interview List to Dean. To Disapprove: Change posting status to Submit to Search Chair. The Dept Chair may also change the status to Close INT Posting or Close EXT Posting. (INT and EXT are short for internal and external.) In each case it is submitted back to the Search Committee Chair. 5/17/2012 Reference Guide (RGHR-0027) 5

6 3. Dean/AVP/Dir approves interview list? The Dean, Assistant Vice President or Director reviews the interview list. If approved, the list is submitted to the OI3. If not approved, it is returned to the Department Chair/Head, or the previous step. COMPASS Actions: To Approve: Change posting status to Submit Interview List to OIII. To Disapprove: Change posting status to Submit Interview List to Dept Chair. 4. OI3 (Office of Inclusion and Intercultural Initiatives) approves interview list? The OI3 (Office of Inclusion and Intercultural Initiatives) reviews the interview list. If approved, the list is returned to the Search Committee Chair so the interviewing process can begin. At this point an notification is also sent to the Department Chair/Head and the Dean/AVP/Dir indicating that the interview list has been approved and interviewing/recruiting will begin. If not approved, it is returned to the Dean. COMPASS Actions: To Approve: Change posting status to Approve Interview List. To Disapprove: Change posting status to Submit List to Dean. 5/17/2012 Reference Guide (RGHR-0027) 6

7 5. Search Committee Chair recommends applicant for hire The search committee conducts interviews, and decides who to recommend for hire. As they work through the process they may Save their changes within COMPASS as needed. Such changes may include notes on applicants, applicant ranking or other application information. In the past hiring recommendations were also approved in COMPASS by the Department Chair/Head and the Dean/AVP/Director. However, since these people approve the hire itself via the appointment form, these steps were determined to be duplicative and have been removed from COMPASS workflow. COMPASS Actions: Change applicant statuses. Change posting status to Ready for Appointment in EBS. 6. Unit Administrator proceeds with hire The Unit Administrator completes the necessary form (e.g., Faculty/Academic Staff Appointment form if a new hire or Faculty/Academic Staff Reappointment form if the individual is not a new hire) in EBS and closes the posting in COMPASS. As they work through the process they may Save their changes within COMPASS as needed. The Staffing Coordinator or department s final posting status is Ready for Appointment in EBS. Academic HR Records makes the final status change to EBSP Updated once they have entered the new hire into EBS. COMPASS Actions: Completed: Change status to Faculty: EBS Appointment Complete once appointment process has finished and applicant has accepted. (This status is not available to Dept user at this point; should be AHR Records.) 5/17/2012 Reference Guide (RGHR-0027) 7

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9 Accessing COMPASS COMPASS is part of EBS (the Enterprise Business Solution) and is accessed via the EBS portal. Once you are logged into the EBS portal, click the COMPASS tab and then the Comprehensive Automated Staffing System link to access COMPASS. Overview of COMPASS When you first access COMPASS you see confirmation of your login and current user type at the top of the screen. A list of your active postings displays in the main part of the window. Links in the menu on the upper left side of the screen allow you to navigate between active postings and posting history, change your user type and log out. Active Postings: Active postings are either currently posted on the MSU Applicant Page (MAP) or are no longer posted but contain applicants under review. Posting History: Posting History includes postings that are either filled or have been cancelled. In both cases the posting is no longer listed on MAP. Once HR Records staff has verified that an appointment has been fully processed, they will change the status of the faculty and academic staff posting to its terminal posting status, and the posting will no longer appear in COMPASS in the Active Postings area. Help Resources Links to help resources can be found in the dark green area at the left side of the screen. Information available includes reference guides such as this document as well as background information on policies and reference materials from central HR. 5/17/2012 Reference Guide (RGHR-0027) 9

10 Columns in Job Postings The following columns appear in a job posting, from left to right. Job Title: Displays the general job title and provides links for viewing and editing the posting. Position Title/Rank: Displays the exact title and rank. Posting Number: Number that uniquely identifies this posting within COMPASS. Placement Goals: Displays placement goals for the posting and a link to get reports. Apps in Process: Displays the current number of applicants. Posting Date: Displays the posting begin date; the date the posting opened. Internal Closing Date: Displays the closing date for internal applicants or the phrase Open Until Filled. External Closing Date: Displays the closing date for external applicants or the phrase Open Until Filled. Department: The primary hiring department. Posting Status: The current status of the posting. This status cannot be changed until the posting is closed. To sort postings on a column, click the arrow button within the column heading. Links and how to Use Them Postings are changed via links that appear in posting columns. If no link is available, that information cannot currently be changed. To view information on the diversity of the applicant pool, click the Get Reports List link under Placement Goals. The applicant list report, available to staffing coordinators, shows race, gender and ethnicity for individual applicants. The EEO summary report, available to staffing coordinators and approvers, shows summary information on those topics without applicant names, as shown below. Printing To print applicant profiles or submitted documents, select File > Print while viewing the profile or document. Documents appear in PDF format and open in Adobe Acrobat Reader. 5/17/2012 Reference Guide (RGHR-0027) 10

11 Viewing and Editing Postings To view or edit posting information, click the View/Edit link in the Job Title column. The screen changes to show information on that posting, with the list of applicants open. The following tabs are available: Applicants: View applicant information and change applicant status. This tab opens when you select the posting. Posting Details: View additional posting information. Guest User: Displays guest user name and password to be provided to other users. Notes / History: View notes and history. This information is used by central HR only. Supplemental Documentation: Allows you to attach documents to the posting. 5/17/2012 Reference Guide (RGHR-0027) 11

12 Providing Access for other Users As a Staffing Coordinator you supply guest user access to members of the search committee and others who may need to view posting information online. This information is found on the Guest User tab for the posting. All guest users use the same username and password. Guest users can only view posting and applicant information. They cannot change information or approve. Guest user access is available only for a specific posting and only for the duration of the posting. Viewing Applicant Information Applicant information is viewed per posting. Applicant information includes: Name: The applicant s name and a link to the applicant s profile(s). Docs: Links to requested documents. Candidate Number: If candidates have been numbered, the candidate s number. Current Department: If the candidate is currently employed by the university, the candidate s department. Date Applied: The date the candidate applied to this posting. HR Notes: Any notes from central HR regarding the candidate. Status: The applicant s current status and a link for changing that status. References Received: The number of references received of the number requested, and a link to manage references. All/None: Checkboxes used when working with multiple applicants. To view an applicant s profile: 1. Click on the link under the applicant s name. The profile opens in a new window. 2. When finished viewing the profile, close the window. To view uploaded documents: 1. Click on the link for that document in the Docs column. The document opens in a new window. 2. When finished viewing the document, close the window. To view multiple applications (profiles) or documents 1. In the All/None column, check the box next to each applicant whose profile or document you wish to view. 2. Do one of the following: Click the View Multiple Applications button to view profiles for the selected applicants. Click the View Multiple Documents button to view documents for the selected applicants. By default, only active applicants appear in the list of applicants. You can control which applicants are shown by checking the appropriate boxes next to Include at the bottom of the screen, then clicking the Refresh button. 5/17/2012 Reference Guide (RGHR-0027) 12

13 Changing Posting Status Workflow in COMPASS is achieved by changing the posting status. Changing the posting status is the online equivalent of signing a paper form. The Faculty/Academic Staff COMPASS Process Overview section provides information on what the status should be changed to at each step. To change the status of a posting from the list of active postings: 1. Click the link for the appropriate status in the Posting Status column. A confirmation window appears, showing the selected status and the current status. 2. Click the Confirm button to confirm the posting change. You are returned to the active postings window. The Posting Status column displays the current status. To change the status of a posting from within the list of applicants: 1. Click the View Posting Summary button. A posting summary window appears, with the next posting status indicated. 2. Click the Continue button. A confirmation message appears. 3. Click the Confirm button to confirm the posting change. You are returned to the active postings window. The Posting Status column displays the current status. To cancel a posting status change: At the View Posting Summary window, click the Cancel button, then the Confirm Cancel button. At the confirmation message, click the Go Back button to return to the View Posting Summary window and proceed as above. Changing Applicant Status As you review applicants you can update their status at any time. Applicants can log into COMPASS and view the status of their applications. Available statuses include: Under Review by Search Committee: Applicant currently being reviewed by the search committee; a decision has not been made on this applicant. Phone Screen Completed: If phone screens are used, the applicant has been screened by phone. Recommend for Interview - Alternate: Search committee has selected the applicant as an alternate for interview. Recommended for Hire: Search committee recommends this applicant be hired. Enter an interview date in the box provided. Reviewed: Search committee has reviewed this applicant but has not yet made a decision. Enter a Phone Screen Date in the box provided. 5/17/2012 Reference Guide (RGHR-0027) 13

14 OIII Review: Applicant has been reviewed by OIII. Not Selected: Applicant was not selected for interview or hire. Recommend for Interview: Search committee recommends the applicant for interview. Interviewed: Applicant has been interviewed. Enter the interview date in the box provided. Candidate withdrew prior to Interview: Applicant was invited for an interview but withdrew from the candidate pool prior to the interview. FAS Candidate Declined Interview: Applicant was invited for an interview but declined. FAS Candidate Withdrew After Interview: Applicant was interviewed but withdrew from the candidate pool after the interview. You can change statuses for applicants individually. You can also change the status of multiple applicants, for example when a hiring recommendation has been made and you wish to change the status of all other applicants. To change an applicant s status: 1. At the list of applicants, click the Change Status link in the Status column. 2. Select the appropriate status from the drop-down list. 3. If necessary, enter a date in the box provided. 4. Click the Continue to Confirm Page button. The Change Applicant Status window appears. 5. Click the Save Status Changes button to confirm the change. COMPASS returns you to the applicant list. While in the Change Applicant Status window, you can also: Click the Reset to Original Status button to reset the status and remain in the window. Click the Cancel button to cancel the status change and return to the applicant list. To change statuses for multiple applicants: 1. In the All/None column, check the box next to each applicant whose status you wish to change. 2. Click the Change Multiple Applicant Statuses button. 3. Select the appropriate status from the Change for All Applicants drop-down list. 4. If necessary, enter dates in the boxes provided. 5. Click the Continue to Confirm Page button. The Change Applicant Status window appears. 6. Click the Save Status Changes button to confirm the change. COMPASS returns you to the applicant list. Reporting Hiring Recommendations Once a hiring recommendation is made, information on the final candidate is provided for reporting. Information should also be reported for any candidates who are offered a position but reject the offer. To report hiring recommendation for a candidate who accepts the offer 1. Click View/Edit if necessary to edit the posting. 2. Click the Hiring Recommendation tab. 5/17/2012 Reference Guide (RGHR-0027) 14

15 3. Click the Add New Entry button. 4. From the Finalist list, select the applicant. 5. Enter the Recommended Salary/Wage and the Desired Start Date in the boxes provided. 6. Click the Add Entry button. To report hiring recommendation for a candidate who rejects the offer 1. Click View/Edit if necessary to edit the posting. 2. Click the Hiring Recommendation tab. 3. Click the Add New Entry button. 4. From the Finalist list, select the applicant. 5. Enter the Recommended Salary/Wage and the Desired Start Date in the boxes provided. 6. Select a reason from Reasons for Rejection of Offer. 7. Enter any comments from HR, OIII or Unit. 8. Click the Add Entry button. To edit a hiring recommendation entry 1. Click View/Edit if necessary to edit the posting. 2. Click the Hiring Recommendation tab. 3. Click the Edit link under the candidate name. 4. Edit the information. 5. Click the Save Changes button. To delete a hiring recommendation entry 1. Click View/Edit if necessary to edit the posting. 2. Click the Hiring Recommendation tab. 3. Click the Delete link under the candidate name. 4. Click the Delete Entry button to confirm. Troubleshooting/Common Errors No Active Postings Listed If you open COMPASS and do not see any postings listed, you may need to change your user type or your default view. You can change your user type or default view at any point. To change your user type: 1. Click the Change User Type link at the left of the screen. 2. Select the user type that you would like to switch to. 3. Click the Change Group button. 5/17/2012 Reference Guide (RGHR-0027) 15

16 To change your default view: 1. Click the Change Default View link at the left of the screen. 2. Select the View that you would like to change to. 3. Click one of the following buttons to indicate when the change should occur: Change for this Session. Change for Future Sessions. The Same Person is both the Level 2 and Level 3 Approver If your unit does not have separate level 2 and level 3 approvers, the person who holds both roles will need to approve as both the Department Chair and as the Dean. That is, this person will need to approve four separate times, since they need to approve the interview list for each role (steps 2 and 3) and approve the hiring recommendation for each role (steps 6 and 7). They will need to change their user type in order to do so. An Applicant Applies directly to the Search Committee Chair via In some cases an applicant may apply directly to the search committee chair or other individual via rather than through MAP. You can create the profile and upload documents on behalf of the applicant. If you do so, indicate your name in the Preparer Information field in MAP. An Applicant wishes to Apply after the Posting has Closed Applicants cannot apply to closed postings. However, the department can request that HR reopen the posting, and then either apply on behalf of the applicant, as described above, or ask the applicant to apply after confirming that HR has reopened it. Be aware that if the posting is reopened it must remain open long enough for the application to be submitted and recognized, and that there is a risk that other applicants could apply during the same period. (In other words, there is no way to open a posting only for particular applicants.) Note that federal equal employment opportunity guidelines require a review of all late applicants if any late applicants are considered. Confidential Letters of Reference Are Required The reference letter process is initiated by the department via the Academic Position Create Request form submitted to HR. On that form, you indicate whether you would like to collect letters of recommendation, and the number of letters you would like to receive. When HR posts the position on jobs.msu.edu, they activate the letter of recommendation portal. This allows the system to collect letters of recommendation when an applicant applies. When the applicant applies via jobs.msu.edu, they provide the names and addresses for the references. After the applicant officially applies, an is generated and sent to each letter writer, indicating that candidate XYZ has applied, and gives them a link. They click the link and upload their letter of recommendation to the applicant's materials on the posting. The applicant cannot see these letters. However, you can log in and see the letter of recommendation when you review the applicant s materials. If the reference provider is having difficulty uploading to jobs.msu.edu, the reference provider can send the letter as an attachment to records@hr.msu.edu along with the posting number and the individual for which they have written the letter. HR will upload the letter on reference provider s behalf. 5/17/2012 Reference Guide (RGHR-0027) 16

17 The system does have some limitations and currently does not accommodate collecting/storing confidential letters of recommendation in the following scenarios: If letters of recommendation are not required by all candidates, but only by a select pool of candidates (i.e., those who may be on a short list who are considered for interviews). The system can only accommodate accepting the letters of application right up front from all applicants. If letters of recommendation are not required, but candidates choose on their own volition to solicit letters of recommendation and have them sent to the unit. There isn't a spot in COMPASS for HR to upload these letters confidentially without the applicant seeing them when the reference letter portal isn't "turned on" for the whole posting. If you have current postings where you would like to activate the reference letter portal, let HR know and they will turn it on. It will start to collect letters of recommendation from applicants from the point we turn it on, but it won't collect reference letters or have the spot for uploading reference letters for candidates who had applied prior to the reference letter portal being turned on. This would mean that you would have some applicants who have reference letters in COMPASS and some applicants who do not (and are likely stored somewhere else in your unit). The Search Committee Members have changed since the Form was Submitted If there are changes to the search committee, use the Academic Position Change Request form, accessed via the Academic Position Request/Change link in EBS, to update search committee information. This does not impact COMPASS in any way. I have a Question not Covered in this Document Each posting lists the name of the analyst assigned to that posting in the HR Records Staffing Representative field. Contact that person with any other questions you may have on the academic hiring process. You can also attend a scheduled site lab for assistance using the COMPASS system, though HR is your best source for questions regarding policy and procedure. 5/17/2012 Reference Guide (RGHR-0027) 17

18 Appendices Appendix A: Special Considerations for External Postings and Search Firms Search Firms When search firms are used to select a candidate, the hiring process is handled outside of COMPASS. However, the staffing coordinator still needs to enter applicant information in COMPASS for recordkeeping. You submit applications on behalf of the candidates, including ethnicity, race, and gender information, if provided. You also need to appropriately update applicant statuses once a decision has been made. External Postings When positions are posted externally (that is, outside of COMPASS), please provide the MAP URL (jobs.msu.edu) and posting number so that applicants can apply directly to COMPASS. Appendix B: Multiple Positions If you have several duplicate positions to post, the process is much the same as when filling a single position, until you get to the stage where you are ready to interview. Fill out a separate position request form for each position, indicating the position is part of a cluster hire. HR creates a single posting in COMPASS to represent all of the positions. The positions covered are listed in the position details. When you are ready to begin interviewing, notify HR. HR will create a shadow posting of the original posting, copying all current applicants. This shadow posting then functions like any other COMPASS posting, and is closed so that the interviewing and hiring process can commence. The original posting remains open to applicants. Additional rounds of interviewing occur the same way until all positions are filled or canceled. Each time a shadow posting is created, all current applicants are copied, so the list grows as the posting remains open. 5/17/2012 Reference Guide (RGHR-0027) 18