APPLICANT DISPOSITION REQUIREMENTS

Transcription

1 OHR Recruiting Job Aid Requirements 11/24/2014 APPLICANT DISPOSITION REQUIREMENTS Use this table to guide you in updating applicant dispositions during the recruiting process. Governmental agencies may require information about our recruiting decisions, so it s important to update applicant records in real time, as you and your team make decisions. Column definitions: Starting : Displays the beginning applicant disposition before the recruiting decision shown in the second column takes place. Recruiting Decision: Describes a recruiting decision by a member of the hiring team that triggers a change in the applicant disposition. Action: Change to : Based on the recruiting decision, the disposition is changed. Status Reason Selection(s) for Reject: When rejecting an applicant, you are required to select a Status Reason. Use this information to guide you in selecting a Status Reason. Starting Recruiting Decision Action: Change to Status Reason Selection(s) for Reject Applied does not meet Qualifications 110 Reject and determine appropriate Reason Lacks Minimum Requirements meets Qualifications 050 Route* Route does not meet selection criteria meets selection criteria, but will not be interviewed 110 Reject and determine appropriate Reason Lacks Selection Criteria Misrepresentation No Longer Interested No Show/Cancelled Interview Selected for Other Position Unable to Contact meets selection criteria and will be interviewed 060 Interview** * will automatically update to Route if Recruiter uses Route button or the group action to Route applicant. ** will automatically update to Interview if Recruiter uses Manage Interview functionality. Business Process Guide RS003 Manage Job Openings and s Page 1

2 OHR Recruiting Job Aid Requirements 11/24/2014 Starting Recruiting Decision Action: Change to Status Reason Selection(s) for Reject Interview was interviewed, will not be hired 110 Reject and determine appropriate Reason Another was Hired Lacks Selection Criteria Misrepresentation No Longer Interested No Show/Cancelled Interview Selected for Other Position was interviewed, will be offered the position 070 Offer* Offer rejects job offer on Careers Status automatically changes status to 110 Reject System automatically changes status reason to Offer Rejected Recruiter rejects offer on behalf of Use Reject Offer functionality; system automatically changes status to 110 Reject, and changes status reason to Offer Rejected Select Offer Rejected reason: Another Job Benefits Other Compensation Personal Salary accepts offer on Careers Recruiter accepts offer on behalf of System automatically changes status to 071 Offer Accepted * will automatically update to Offer upon completion and approval of Prepare Job Offer functionality. Business Process Guide RS003 Manage Job Openings and s Page 2

3 OHR Recruiting Job Aid Requirements 11/24/2014 Starting Recruiting Decision Action: Change to Status Reason Selection(s) for Reject Offer Accepted Background check is successfully completed and all necessary paperwork is gathered for hire Recruiter: Move applicant through to Prepare for Hire. System changes status to 080 Ready to Hire withdraws or background check is not successful 110 Reject and determine appropriate Status Reason Another was Hired Lacks Selection Criteria Misrepresentation No Longer Interested No Show/Cancelled Interview Selected for Other Position Ready to Hire is hired into Job Data System changes applicant status to 090 Hired; if no more vacancies on job opening, job opening is filled. All remaining applicants are marked as 110 Reject, Another Was Hired is not hired Recruiter uses Withdraw from Hire function. System updates status to 120 Withdrawn. Business Process Guide RS003 Manage Job Openings and s Page 3

4 ADDING MULTIPLE POSITION NUMBERS TO JOB OPENINGS There are cases where it is appropriate to add more than one position to a job opening. Use the table below as a guideline to help you decide whether the job opening you create can have more than one position number added to it. Note: when a candidate is prepared for hire on the opening, it is critical that the correct position number is selected. Consider using the personal Category feature to flag a job opening that you add more than one position number to. Question Yes No Long Answer I am hiring two Civil Service employees. Can I use one job opening with two position numbers to recruit my applicants? Civil Service job openings are approved for one job code. As long as the positions you use have the same job code and other similar attributes, you may use one job opening with both positions associated to the job. You cannot do this if the job codes are different. I would like to recruit for a Building and Grounds worker and Senior Building and Grounds worker on the same job opening. Can I do this? I am hiring student workers for a variety of jobs. Can I collect all my student applicants on one job opening, even though the positions that I hire into are very different? I am hiring an AFSCME Clerical employee. Can I post the job without knowing which position and job code I will be hiring against? Teamsters job openings must be posted with one job code. While these jobs are in the same job family, our bargaining unit agreement prohibits this. Student employment is more flexible than some of our other groups. If you have a need to mass hire student employees into different kinds of work from one job opening, you could do this as long as you associate the appropriate position numbers with the job opening. All of our Civil Service and Labor represented job openings must have a known job code prior to posting. You will be required to use an approved position, which has a job code attached to it, to create your job opening. AFSCME contract stipulates that one job code is associated with one job opening. You may, however, use different position numbers if they have the same job code! I have a need to hire for tenure- track faculty. I will not know the faculty rank until I am ready to make the offer. Is this okay? Faculty, and some of our other Academic hires (such as Librarians), are hired into the rank based on the experience they bring. This would be a standard job opening and you could decide rank at time of offer. You can create the job opening with multiple position numbers at different ranks, so that the right one is available for you when you are ready to make the offer.

5 Prepare for Hire Overview Before you begin: A Background check must be complete. Paperwork assembled (I-9, etc.). Search/Match, as needed. Note: While there is a search/match process built into Prepare for Hire, some people like to to run a search/match before starting the Prepare for Hire process. From the PeopleSoft main menu, navigate to Workforce Administration > Personal Information > Search for People to run the search/match. 1. After assembling any necessary paperwork and verifying the background check is completed, from your My Alerts pagelet, click <Hires to Prepare>. Note: You may see an alert before the background check is complete. 2. If there is more than one position number on the job opening, make sure the correct one is selected. Note: The position number on the Prepare for Hire page defaults to the primary position number on the job opening. Leadership and Talent Development/OHR Offer & Accept

6 Prepare for Hire Overview Overview (cont.) 3. Select the appropriate Type of Hire. B Note: The selections that are displayed depend on the Type. Type can be updated on the Data tab of the Manage page. 4. Select the date the new hire will begin work. 5. Click <Verify Employee ID>. Note: A Search/Match is run, looking for matches based on the first three letters of the first and last names. If a match is found, you will carry the ID forward so no duplicate records are created. 6. When the ID has been verified and you ve reviewed the rest of the information on the page, click <Submit Request to HR>. The candidate is moved to the Manage Hires Queue for HR appointment entry. Leadership and Talent Development/OHR Offer & Accept

7 Working with Job Offers Overview 1. Navigate to Recruiting Home. 2. From your My Alerts pagelet, click <Job Offer to Approve>. A 3. On the Prepare Job Offer page, review the offer. 4. When ready to approve the offer, click the Approval tab. 5. Click <Approve>. 6. Click <Submit>. 7. Navigate back to the Prepare Job Offer page. 8. Click <Upload Letter>. Leadership and Talent Development/OHR Offer & Accept

8 Working with Job Offers Overview (cont.) 9. Navigate to the offer letter and upload it. Note: The letter will be displayed under the Attachments section of the page. B 10. Click <Upload>. Note: The letter will be displayed under the Attachments pagelet. 11. Select the Notify checkbox. Note: When the offer is posted a notification is sent to the applicant letting him or her know that there is an offer to act on. The applicant will also receive an Click <Post>. Leadership and Talent Development/OHR Offer & Accept