Teachers College Recruitment Training Guide New User Essentials

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1 Teachers College Recruitment Training Guide New User Essentials 0 P age

2 Table of Contents Sections Page Accessing Recruitment Dashboard via TC portal 03 Creating a new Job Description Definitions for Reasons for Job Description 07 Description of Approval Process for Job Description 08 Actions of Icons in new Job Description form 09 Definition of fields in Job Description card 10 Helpful Tabs in Job Description card 11 Approving Job Descriptions 12 Declining a Job Description 13 Re starting approval process for Job Description that has been declined 14 Creating a Requisition Approving a Requisition 21 Description of Approval Process for a Job Requisition 22 Declining a Requisition 23 Definition of fields in Requisition form 24 Posting Jobs to TC careers Previewing Job Advertisement 30 Reviewing Applicants/ Search Committee Review of Applicants Making an Offer to Full Time/ Part Time Professional Definitions of Fields in Offer Details form 38 Making an Offer for Pooled Positions Closing a Job in the system Plan 44 Closing a job in the system (Cancelled) Closing a job in the system (Filled) along with Reasons for Non Selection Reviewing New Hires 54 On boarding (View from Applicant) Reviewing New hires task list P age

3 Student Hire Process Making an Offer for Faculty Managing Job overviews 69 Bulk Update to Jobs 70 Managing Applications Appendix 86 2 P age

4 Accessing Recruitment Dashboard via TC portal What you need to do STEP 1: How to access the Recruitment Dashboard portal To access the single sign on feature for Recruitment Dashboard you can access this by entering into your TC portal and selecting the TC Services tab. STEP 2: Once you have selected the TC Services tab you will click on the link Recruitment Dashboard [NEW] inside the Payroll and Human Resources box. STEP 3: Welcome to Recruitment Dashboard! The first page that you will see will be the Dashboard page. Your view may be different depending on the permissions assigned to your role. *A detailed menu of the contents in your Recruitment Dashboard Dashboard can be accessed by clicking the right hand corner striped icon. 3 P age

5 Creating a New Job Description What you need to do STEP 1: Create a new job description To create a new Job Description, you will need to select Manage Job Descriptions and create a new requisition from the Job Description bubble. STEP 2: Once prompted to the Job Descriptions click on the New Job Description link at the top left corner, to create a brand new position. i.e. You may want to use this feature to increase headcount, only if a position does not exist. 4 P age

6 Creating a New Job Description What you need to do STEP 3: You will now be prompted to the Job Description Information form. In this form you will need to complete all the fields necessary to create this new Job Description. Fields with an asterisk* are mandatory. NOTE use Calendar icon to add dates. Format is dd/mm/yyyy STEP 4: Job Duties Click the New button. The format shown will be displayed. Please list the essential (core) duties of the position and the percentage of the time devoted to each duty in the window (pictured) Please ensure the total adds up to 100% 5 P age

7 STEP 5: Once all the fields have been completed please select your Approval Process.. Creating a New Job Description What you need to do STEP 6: Once you have selected your Approval Process a range of fields will appear: 1) You can type in the of the appointee in the field as described. or 2) You can search the appointee using the binoculars icon. then 3) Click Enter and the field will populate the appointee s name and link. Your Selection will be stored as defaults for future use on the same web browser. STEP 7: Select your HR Representative. Repeat steps 1 thru 3 as described above in STEP 6 6 P age

8 STEP 8: Click Save and Exit when ready to move description through the approval process. Definitions for Reasons for Job Description Reason New Permanent FT position (addition to headcount VP Approval Required) Replacing an existing position Editing an existing job description Other Use When: This is used for a completely new full time permanent position that will be adding to current headcount. No other positions will be closed to create this position. VP approval is required before submitting a new permanent FT position to headcount. If closing out an old position to create a new one, use Replacing an existing position. Hiring a new employee is not considered an addition to headcount, but adding a new position is considered an addition to headcount. Hiring of a new employee on a Requisition, not a JD. Any time there is a change in title and a change in salary it s a new position. Promoting an employee into a new position and closing out their old position is replacing an existing position. i. If someone is getting a promotion into a position that already exists and their current position will be backfilled, use a Requisition. Whenever replacing an existing position with a different position it is assumed the old position will be cancelled. This is used for changing the functions listed on a JD. This can be used if changing the title only. If change to salary and title, use Replacing an existing position. If only changing an existing employee's salary, use a PAF New Pooled Positions. (if hiring someone into a pooled position that already exists, use a Requisition.) Creating a new permanent part time position. (provide a copy of the permanent budget transfer submitted if permanent funding is not already available on that index account) Creating a new temporary full or part time position (if funding is not already available on that index & account, provide a copy of temporary budget transfer submitted) 7 P age

9 Description of Approval Processes for Job Description Approval Process Faculty & Lecturers/Visiting Professors Faculty = 6111, e class 20 Applicable Employee Classes Lecturer/Visiting Professor = 6161, e class 25 Full Time Instructional Staff FT Instructors = 6121, e class 24 All Other Employees Grant Funded FT Professional Exempt = 6211, e class 40 FT Professional Non Exempt = 6213, e class 42 PT Professional Exempt = 6242, e class 43 PT Professional Non Exempt = 6244, e class 41 PT Professional Student = 6432, e class 45 Temporary Professional Exempt or 1 Time Payment = 6252, e class 48 Interim/Temporary Professional Non Exempt = 6254, e class 91 All Other Employees Split Funded FT Professional Exempt = 6211, e class 40 FT Professional Non Exempt = 6213, e class 42 PT Professional Exempt = 6242, e class 43 PT Professional Non Exempt = 6244, e class 41 PT Professional Student = 6432, e class 45 Temporary Professional Exempt or 1 Time Payment = 6252, e class 48 Temporary Professional Non Exempt = 6254, e class 91 All Other Employees Operating FT Professional Exempt = 6211, e class 40 FT Professional Non Exempt = 6213, e class 42 PT Professional Exempt = 6242, e class 43 PT Professional Non Exempt = 6244, e class 41 PT Professional Student = 6432, e class 45 Temporary Professional Exempt or 1 Time Payment = 6252, e class Hour Secretarial Clerical = 6311, e class Hour Secretarial Clerical = 6312, e class hour Secretarial Clerical = 6312, e class Service Maintenance = 6321, e class Security = 6331, e class 71 Temporary Facilities (707) = 6321, e class 78 32BJ Service Maintenance = 6341, e class 72 Interim/Temporary Professional Non Exempt = 6254, e class 91 Resident Assistant = 6531, e class 86 PT Instructional Staff PT Instructors = 6122, e class 31 Adjunct/PT Visiting Prof/PT Lecturer = 6132, e class 35 Community Teacher = 6142, e class 39 Instructional Staff/Fee Based Instructor = 6152, e class 81 RA/TA/DRFs Department Funded Research/Teaching Assistant = 6422, e class 87 Doctoral Research Fellow = 6442, e class 88 RA/TA/DRFs Provost Funded Research/Teaching Assistant = 6422, e class 87 RA/TA/DRFs Grant Funded Doctoral Research Fellow = 6442, e class 88 Research/Teaching Assistant = 6422, e class 87 Course Assistant/Admin Fellow Course Assistant = 6462, e class 84 Administrative Fellow = 6412, e class 89 Work Study Work Study = 7829, e class 90 Modify Job Description All Employee Classes (as needed) Single Single Single Pooled Single Single Pooled Pooled Pooled Pooled Pooled Pooled Pooled 8 P age

10 Actions of Icons in New Job Description Form ICONS ACTIONS By clicking the binoculars icon you can SEARCH for information to populate the field this icon is next to. By clicking the calendar icon you can add the DATE to populate the field this icon is next to By clicking the eraser icon you can ERASE information in the field you have populated if you want to edit information. 9 P age

11 Definition of Fields in Job Description Card FIELD DEFINITION FIELD DEFINITION Working Title Title to be posted in career site and TC directory Position Title Title associated with position in Banner Appointment End Date If the job has an end date use the Calendar icon to enter date. For positions without an end date, select 08/31/2049 Position Type From the drop down menu, select if employee is: Faculty for Faculty positions only. Student for Student positions only. Temp/Interim for temp and interim positions only. Staff FT, PT, Secretarial, Facilities and Security. Pooled Position Should be selected to Yes if position falls under the following categories: Recruitment Process This field defines the workflow for candidates, when offer is made. Faculty for Faculty positions only. Standard for Professional, Secretarial, Facilities, Security, Temp/Interim positions only. Student for Student positions only. 10 P age

12 Helpful tabs in Job Description Card TABS NOTES TAB USES The NOTES tab is a great way to record extra information about the job. You can record notes for yourself and also send e mails about the job from the Notes tab. DOCUMENTS TAB The DOCUMENTS tab is used to store job related documents such as Position Descriptions or interview guides. 11 P age

13 Approving Job Description Users will receive an notifying them to review and approve/decline a Job Description. This will have instructions on how to approve the Job Description. There are two ways of approving Job Descriptions: APPROVE VIA To approve by Reply to the received by typing in the word Approve and send. The word Approve is the only valid response accepted via the . APPROVE VIA Recruitment Dashboard Portal To approve by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. *Review Job Description and Approve* 12 P age

14 Declining a Job Description Users will receive an notifying them to review and approve or decline a Job Description. This will have instructions on how to approve or decline the Job Description. There are two ways of declining Job Descriptions: DECLINE VIA To decline by Click on the View Position Description link provided in . You will be prompted to review the Job Description. Decline VIA Recruitment Dashboard Portal To decline by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. After reviewing you can click Decline at the bottom of the page. *Review Job Description and Decline* When declining a Job Description you will be required to enter a reason for declining. After you click Decline the below window will appear: Enter reason for decline, then click Save 13 P age

15 Restarting approval process for a Job Description that has been Declined. 1) If declined you will receive a Declined position description . To review click the View Position Description link provided in the . 2) Scroll to the bottom of the page and click the Restart button, a window will pop up Click OK if you would like to restart the process. 3) You will be prompted to the Job Description form to edit and reassign approvers. Follow the same process of Creating a Job Description and make sure to edit accordingly. Once complete click Save and Exit this will send the Job Description back to the approvers as assigned. 4) You can review the approval queue process by viewing the job description Approval Process field towards the bottom of the form. 14 P age

16 Creating a Requisition What you need to do STEP 1: Create a Requisition To create a new Requisition, you will need to select Manage Job Descriptions and create a new requisition. *For pooled positions see page 18 for hints headcount management and position numbers* STEP 2: Once prompted to the Job Descriptions page, choose the appropriate position description. Scroll towards the right of the screen, select Create Requisition from a job description. 15 P age

17 Creating a Requisition What you need to do STEP 3: Requisition information You will be prompted to the Requisition information card. In this form complete all the fields necessary to save this Requisition. *Make sure to assign a Team in the requisition form* Fields with an asterisk* are mandatory. STEP 4: Assigning a TEAM in the Requisition: CLICK To find your team, locate the Supervisor field towards the bottom of the requistion. In the blue box, click the drop down menu. Your user information will then populate. Note to input this value into the Teams field toward the beginning of the requisition. *Important for Security Purposes Update this field with your specific team as instructed (Step 4), as this will limit who is able to access your JD/Reqs. 16 P age

18 Creating a Requisition What you need to do STEP 5: Once all the fields have been completed please select your Approval Process STEP 6: Once you have selected your Approval Process a range of fields will appear: 1) You can type in the of the appointee in the field as described. or 2) You can search the appointee using the binoculars icon. then 3) Click Enter and the field will populate the appointee s name and link. Your Selection will be stored as defaults for future use on the same web browser. 17 P age

19 Creating a Requisition What you need to do STEP 7: Select your HR Representative. Repeat steps 1 thru 3 as described above in STEP 6 STEP 8: Click Save and Exit when ready to move requisition through the approval process. 18 P age

20 Creating a Requisition *Headcount Management for Pooled Positions only* What you need to do For Pooled positions, a position number must be added to the position number field. Step 1: If adding more than 1 headcount to a requisition, please ensure that each position number field is populated, these position numbers should always be the same. Click on the icon, to find the Template for the pooled position (refer to page 7 and page 19 for pooled position descriptions) If the field is already pre populated (as shown), copy and paste the Position number onto the next headcount fields. Click TAB on your keyboard to populate. *See step 2 in page 20* 19 P age

21 Creating a Requisition *Headcount Management for Pooled Positions only* What you need to do For Pooled positions, After populating the position field for the additional headcount you MUST always select a TYPE. Step 2: Click on the drop down arrow in the TYPE field, select if this is a NEW or a REPLACEMENT headcount. 20 P age

22 Approving a Requisition Users will receive an notifying them to review and approve/decline a Job Requisition. This will have instructions on how to approve the Job Requisition. There are two ways of approving Job Requisitions: APPROVE VIA To approve by Reply to the received by typing in the word Approve and send. The word Approve is the only valid response accepted via the . APPROVE VIA Recruitment Dashboard Portal To approve by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. *Review Job Requisition and Approve* 21 P age

23 Description of Approval Processes for a Job Requisition Approval Process Applicable Employee Classes Faculty & Lecturers/Visiting Professors Faculty = 6111, e class 20 Lecturer/Visiting Professor = 6161, e class 25 Full Time Instructional Staff FT Instructors = 6121, e class 24 All Other Employees Grant Funded FT Professional Exempt = 6211, e class 40 FT Professional Non Exempt = 6213, e class 42 PT Professional Exempt = 6242, e class 43 PT Professional Non Exempt = 6244, e class 41 PT Professional Student = 6432, e class 45 Temporary Professional Exempt or 1 Time Payment = 6252, e class 48 Interim/Temporary Professional Non Exempt = 6254, e class 91 All Other Employees Split Funded FT Professional Exempt = 6211, e class 40 FT Professional Non Exempt = 6213, e class 42 PT Professional Exempt = 6242, e class 43 PT Professional Non Exempt = 6244, e class 41 PT Professional Student = 6432, e class 45 Temporary Professional Exempt or 1 Time Payment = 6252, e class 48 Temporary Professional Non Exempt = 6254, e class 91 All Other Employees Operating FT Professional Exempt = 6211, e class 40 FT Professional Non Exempt = 6213, e class 42 PT Professional Exempt = 6242, e class 43 PT Professional Non Exempt = 6244, e class 41 PT Professional Student = 6432, e class 45 Temporary Professional Exempt or 1 Time Payment = 6252, e class Hour Secretarial Clerical = 6311, e class Hour Secretarial Clerical = 6312, e class hour Secretarial Clerical = 6312, e class Service Maintenance = 6321, e class Security = 6331, e class 71 Temporary Facilities (707) = 6321, e class 78 32BJ Service Maintenance = 6341, e class 72 Interim/Temporary Professional Non Exempt = 6254, e class 91 Resident Assistant = 6531, e class 86 PT Instructional Staff PT Instructors = 6122, e class 31 Adjunct/PT Visiting Prof/PT Lecturer = 6132, e class 35 Community Teacher = 6142, e class 39 Instructional Staff/Fee Based Instructor = 6152, e class 81 RA/TA/DRFs Department Funded Research/Teaching Assistant = 6422, e class 87 Doctoral Research Fellow = 6442, e class 88 RA/TA/DRFs Provost Funded Research/Teaching Assistant = 6422, e class 87 RA/TA/DRFs Grant Funded Doctoral Research Fellow = 6442, e class 88 Research/Teaching Assistant = 6422, e class 87 Course Assistant/Admin Fellow Course Assistant = 6462, e class 84 Administrative Fellow = 6412, e class 89 Work Study Work Study = 7829, e class 90 Single Single Single Pooled Single Single Pooled Pooled Pooled Pooled Pooled Pooled Pooled 22 P age

24 Declining a Requisition Users will receive an notifying them to approve or decline a Job Requisition. This will have instructions on how to approve or decline the Job Requisition. There are two ways of declining Job Requisition: DECLINE VIA To decline by Click on the View Requisition link provided in the . You will be prompted to review the Job Requisition. Decline VIA Recruitment Dashboard Portal To decline by the Portal (accessible by computer only): Access these jobs by clicking the Approvals link from the orange bubble. After reviewing you can click Decline at the bottom of the page. *Review Job Description and Decline* When declining a Job Requisition you will be required to enter a reason for declining. After you click Decline the below window will appear: Enter reason for decline, then click Save 23 P age

25 Definition of Fields in Requisition Form FIELD DEFINITION FIELD DEFINITION Department Enter name of Department for position Requested Salary Enter requested salary for this position. * The system will not accept offers outside the approved range. If you decide to offer an amount outside of the range, please work with your VP and HR Representative. Once approved, the range will be updated allowing you to proceed with the posting. Headcount Management If hiring more than one person on this requisition please enter the no. of ADDITIONAL New or Replacement positions required. Search Committee You can use these fields to create a committee for the hiring of this position. Skip this section if only hiring one person Note: all requested positions must have approved budget. Posting Details Posting Details In this menu you can apply for a posting Waiver. (Waiving only allowed for Student positions) If you plan to advertise in addition to the TC website indicate the advertising source. Enter reason for Waiver your Representative and discuss these sources. HR will post positions externally. 24 P age

26 Posting Jobs to TC Careers *To be completed after Requisition has been approved* STEP 1: What you need to do After Requisition has been approved by all parties, you will need to post the job to the TC Careers Portal any external postings need to be coordinated with your department HR Representative. Next to the New Job bubble, click the jobs open link. This will prompt you to the Jobs open menu. Example of Requisition approved E mail. STEP 2: In the Jobs menu, click the View link to select the job to be posted in the TC Careers site. 25 P age

27 Posting Jobs to TC Careers What you need to do STEP 3: Once in the requisition card, click the Posting tab. Click Add posting channels and you will be prompted to the Posting Channels window. Click on the TC Careers checkbox to ensure the job is posted on the TC Careers site. Please note the following: Complete all mandatory fields as required. The POSTING tab is for departments to control the posting process on the TC Career site. Advertising text can be created independent of the job description. To post externally contact your HR Representative. 26 P age

28 Posting Jobs to TC Careers What you need to do STEP 4: Customize for Job To customize requested supporting documents (i.e. Research Statement, Publication, Writing Samples) Click on the Customize for Job button *make sure pop ups are allowed on your computer* STEP 5: You will be prompted to an Item Library menu. Click on the Question Library button. Another pop up will bring you to the Question Library page. Here you can add any requested supporting documents. Click Save once you are done. *This is optional, not a requirement, ideal for Faculty hiring* 27 P age

29 Posting Jobs to TC Careers What you need to do STEP 6: Classifying Search Categories and Work Types These are *Mandatory fields By checking the boxes in the SEARCH CATEGORIES and WORK TYPES section, you are selecting a filtering process for the applicant experience. 28 P age

30 Posting Jobs to TC Careers What you need to do STEP 7: Select Application Form from the drop down menu. *Mandatory field STEP 8: Make sure to review thoroughly and click SAVE to post job into the TC Careers site. A confirmation will appear once job is posted. CONGRATULATIONS!! You have successfully posted your job, now let s get ready to look for a qualified candidate, send the offer and hire a new colleague. 29 P age

31 Previewing Job Advertisement Supervisor and Hiring Manager roles What you need to do STEP 1: Once the job has been posted to the TC Careers site, click on the Open Advertisement link next to Advertisements yellow bubble. This will bring you to preview any open job advertisements. STEP 2: In the My Posted Jobs menu click on the Preview Job ad on the far right, next to the posting you are looking to preview. A pop up window will appear, showcasing the posting. 30 P age

32 Reviewing Applicants *Contingent on permissions and team settings* What you need to do STEP 1: In the New Job bubble, click the jobs open link. This will prompt you to the My Jobs open menu. STEP 2: Once clicked, you will be prompted to the My jobs page here you can see any open, closed, pending or approved jobs you may have in the system. To sort positions by status, click the drop down arrow in the Status window. To view the job card, click the View job link on the right hand side of the page 31 P age

33 Reviewing Applicants *Contingent on permissions and team settings* What you need to do STEP 3: Click the View applications link on the left top corner. STEP 4: You will be prompted to the applicants list. Here you can sort applicants and create your offer. To view applications scroll to the right side of the applicants name and click View application *HINT* Another way to download resumes without viewing the application is by clicking on the icon pictured. 32 P age

34 Reviewing Applicants *Contingent on permissions and team settings* What you need to do STEP 5: After clicking View applications you will be prompted to the Applicant Card Here you can review applicant s resume, cover letter etc. STEP 6: In the Applications section of the Applicant Card you can view any history of applications submitted to any other open positions within your department. From this section you can also create the offer and start the hiring process for the applicant. (Follow next steps in the Making an offer section, page 26) 33 P age

35 Reviewing Applicants Search Committee Review *Contingent on permissions and team settings* What you need to do STEP 1: In the Search Committee Review bubble, click the jobs requiring search committee review link. *This will prompt you to the My search committee jobs menu. STEP 2: In the My search committee jobs menu, scroll to the right of the page and click on View Applicants. STEP 3: Once prompted to applicants page: You can view or download the resume by clicking the icon, or view the full application by clicking the icon, located to the left of the applicants name. STEP 4: Add a note in the summary box and/or an overall recommendation for each applicant who has applied to the job. Once your overall recommendation has been added, hit, or. *Add a check to specific employee, name should be highlighted in blue* 34 P age

36 Making an offer (FT PT Pro.) To make an offer from Applicant Card follow next steps What you need to do STEP 1: Once in the applicant card, go to the Applications section and click on the No Offer link. STEP 2: You will be prompted to the Offer details card. In the Offer details card you will be required to complete all fields marked with an asterisk* IMPORTANT HR USE ONLY: Ensure End Date and Salary fields match the submitted requisition. **For FT/PT professionals, Hiring Managers are responsible for merging the appropriate offer documents and your HR Representative will extend the offer and on board the finalist(s).** 35 P age

37 Making an offer merge documents (FT PT Pro.) To make an offer from Applicant Card follow next steps What you need to do STEP 3: Merge Documents In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer. 1)Click Save offer details card then 2) Click Merge Document 3) Select documents from menu: * Mandatory attachment* Notice and Acknowledgement of Pay Rate and Payday. 4) Click Merge once selection of documents is complete. HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On Boarding process. **For FT/PT professionals, Hiring Managers are responsible for merging the appropriate offer documents and your HR Representative will extend the offer and on board the finalist(s).** 36 P age

38 Making an offer selecting approval process (FT PT Pro.) To make an offer from Applicant Card follow next steps What you need to do STEP 4: Selecting approval process From the drop down menu, select HR Team. STEP 5: HR Team field 1) In this field enter the of your HR department Representative. 2) Click Save and Close. HINT: HR Representative will receive for approval and move candidate to the next steps for On Boarding. Once employee is approved you will receive an from the Recruitment Dashboard system, you will then be able to view your new hire in your dashboard. (Follow steps in Reviewing new hires page 30) **For FT/PT professionals, Hiring Managers are responsible for merging the appropriate offer documents and your HR Representative will extend the offer and on board the finalist(s).** 37 P age

39 Definition of Fields in Offer details form FIELD DEFINITION FIELD DEFINITION UNI Enter UNI of employee if this ID exists. HINT: All students have UNIs this will be helpful to add if hiring a student employee. Start Date/End Date These two are required fields. Use the calendar icon to provide appropriate Date format. End Date: For Student Appointments enter the last day of the Semester or the last day worked. *If there is no end date, input 08/31/2049. Annual salary/appointment amount Important! Provide an appointment salary amount (NOT ANNUAL SALARY) if the duration of the appointment is less than one year. Hourly Pay Rate and Overtime Rate These two fields are mandatory. If hiring an hourly employee, use the Salary calculator to calculate Hourly Pay Rate and Overtime Rate. If Hiring a Salaried employee, enter in both fields. On boarding workflow Select Workflow for applicant, this will provide the employee with the appropriate On boarding forms. Onboarding Form Select the appropriate post offer form 1. Current Employees (active employee record) Post Offer Used when offering a new job to active employee 2. Standard Post Offer Used when offering a new job to a brand new employee 3. Student Post Offer Used when offering a new job to an employee who is currently a student Offer Documents In this section you will create pdf. Files of documents applicant will receive once the offer is made. If your department has additional documents other than those provided in the Merge Document menu, you can add documents by clicking the Add Document button. Here you will be prompted to upload the desired documents. 38 P age

40 Making an offer selecting approval process (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps What you need to do STEP 1: Once in the applicant card, go to the Applications section and click on the No Offer link. STEP 2: You will be prompted to the Offer details card. In the Offer details card you will be required to complete all fields marked with an asterisk* HINT: The Offer details card contains a snapshot view of the applicant s personal details and job details. 39 P age

41 Making an offer merge documents (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps What you need to do STEP 3: Merge Documents In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer. 1)Click Save offer details card then 2) Click Merge Document 3) Select documents from menu: * Mandatory attachment* Notice and Acknowledgement of Pay Rate and Payday. 4) Click Merge once selection of documents is complete. HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On Boarding process. 40 P age

42 Making an offer selecting approval process (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps What you need to do STEP 4: Selecting approval process From the drop down menu, select None. STEP 5: HR Team field 1) Click Save and Close. HINT: Representative will have access to review, but Representative will not send the offers for pooled positions. 41 P age

43 Making an offer selecting approval process (Pooled Positions see chart in page 6) To make an offer from Applicant Card follow next steps What you need to do STEP 6: Once the offer has been created, return to the Applicant Card Click on the New link A new window will pop up to Change application status form. *Make sure your pop up blockers are off* STEP 7: In the Change application status form select *Send contingent online offer* click Next 42 P age

44 Making an offer selecting approval process (Pooled Positions ) To send the offer from Applicant Card follow next steps What you need to do STEP 8: After clicking Next a new pop up window will display a preview of the letter to be sent to the applicant. STEP 9: in the From field, replace the populated with your own tc.edu . *By adding your the applicant will know to communicate directly with you the hiring manager, this will assist in both parties being updated accordingly. STEP 11: Once letter has been reviewed, and in the From field has been replaced accordingly, you are now ready to send the offer to the candidate. Click Move now, this will send the to the candidate requiring them to enter the applicant portal to complete their post hire forms. *Please encourage candidates to complete their post hire forms as soon as they receive.. 43 P age

45 Closing a Job in the system Responsibility of Hiring Manager In accordance with Federal law, the College maintains an Affirmative Action Plan. Part of that plan is to report and track recruitment activity. For positions which are part of this plan such as faculty, professional, instructional staff and executive positions. For these positions we identify reasons for nonselection for each candidate and the stage in the process where they are no longer being considered. Student positions, interim position and any other pooled position do not require identification of reasons for non selection. There are two ways to close out a job 1)Cancel a job (pages) 2) Job has been filled (pages) 44 P age

46 Closing a Job in the system (Cancelled) It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 1: Click on Jobs Open link next to your NEW JOB bubble in the dashboard. STEP 2: In your Jobs menu, click on the View link (right) You will be prompted to the Requisition form. Once in the Requisition form. Scroll to the bottom of the page. In the Status s section, click on the Close Job link 45 P age

47 Closing a Job in the system (Cancelled) It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 3: You will be prompted to select a move status. From the drop down menu you can select Filled or Cancelled STEP 4: Select reason which applies to cancelling this position. Select Cancelled Click Save 46 P age

48 Closing Job in the system (Filled) It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 1: Click on Jobs Open link next to your NEW JOB bubble in the dashboard. STEP 2: In your Jobs menu, click on the View link (right) You will be prompted to the Requisition form. Once in the Requisition form. Scroll to the bottom of the page. In the Status s section, click on the Close Job link 47 P age

49 Closing Job in the system (Filled) It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 3: You will be prompted to select a move status. From the drop down menu you can select Filled or Cancelled Date Filled will be employee Start Date. Select Filled STEP 4: If Filled is selected In the reasons for closing position field, select: Position Filled Click Save 48 P age

50 Closing Job in the system (Filled) Reasons for Non Selection It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 5: Go to Recent Items on the top right corner of the screen, click on the drop down arrow. *Find the job you just closed* STEP 6: You will be prompted to the Requisition form once again. On the top left corner of the screen, you will find View applications Click this link. 49 P age

51 Closing Job in the system (Filled) Reasons for Non Selection It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 7: In this screen, the applicants for this position will be displayed. Select those who were not hired, by using the color boxes on the left side of the screen. STEP 8: Click on the Select a bulk action drop down menu. Select Bulk move *you can choose any color to identify those who were not hired.* 50 P age

52 Closing Job in the system (Filled) Reasons for Non Selection It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 9: In the Bulk move screen click on the Application Status drop down. STEP 10: Select one of the options for non selection. *see green boxes* 51 P age

53 Closing Job in the system (Filled) Reasons for Non Selection It is the Responsibility of the Hiring Manager once a position has been filled to always close out the job. What you need to do STEP 11: Select communication template from the drop down menu. In this case you should select Position Filled Select Yes for the Applicant field *NOTE- Every position must be closed and every applicant should receive an . STEP 12: From the second drop down menu Select a reason for non selection Click Move now. 52 P age

54 Reasons for Non Selection Responsibility of Hiring Manager Reason Position Cancelled and/or Filled Internally Withdrew for Not Completing and/or Cooperating in Recruitment Process Does not meet Advertised/Posted Minimum Qualifications Meets Minimum Qualifications, but Does Not Meet Preferred Qualifications Meets Preferred Qualifications, but Finalist is a Better fit No Offer and/or Office Rescinded due to Results for Background Check or Other Screening Screening and/or Interview revealed Insufficient Experience or Skills Screening and/or Interview revealed a Lack of Interest or Poor Communication Skills Withdrew due to Dissatisfaction with Terms of Employment Not Hired (only to be used for pooled positions) Qualifications Not Considered due to Data Management Techniques Use When: The position is filled by a TC employee or is not filled at all. An application is incomplete or when a candidate could not be reached for an interview it is determined that the candidate does not meet the posted minimum qualifications. This can be done at any stage of the process, but typically determined at the pre interview stage. it is determined that the candidate meets the posted minimum qualifications, but not the posted preferred qualifications. This can be done at any stage of the process. it is determined that the candidate meets all of the posted qualifications but was not the selectee. This can only be determined after the selectee has been identified. References result in the candidate no longer being considered or when an offer has been rescinded due to background check. Background checks are only conducted after a "contingent offer" is initially made. Reference checks are made before an offer is made After phone or in person interview After phone or in person interview After the candidate is interviewed in phone or in person and informs the interviewer that they are no longer interested in the position A candidate is not selected for a "pooled" budgeted position, such as a student employee, part time instructor or adjunct faculty position This is legally permissible but not normally employed at Teachers College. This is only to be used if it is decided, before the screening begins, that a certain number (or percentage) of applicants will not be viewed due to the large number of applications anticipated and/or received. In this approach, the specific applications are viewed based on a defined criteria (e.g., the first 50 applications or specific resumes in a sequence such as every fifth application). 53 P age

55 Reviewing New Hires What you need to do STEP 1: In the Offers & Onboarding bubble, click the new hires link. This will prompt you to the My new hires menu. STEP 2: In the My new hires menu, scroll to the right side of the applicants row. Click the View offer details STEP 3: You will be prompted to review the Offer details card, here you can check the Application status; Example background check, contingent online offer sent, accepted offer or declined offer. 54 P age

56 On boarding (View from applicant) What you need to do STEP 1: Applicant will receive an offer STEP 2: Applicant will log in using the link provide in the when offer was made. STEP 3: At the top of the welcome page of the applicant profile, the applicant will see a yellow banner with a View Offer link. The link will take the applicant to the Employment offer page. In this page the applicant must download any documents that were provided during the online offer process i.e. offer letter, pay rate acknowledgement and any other documents the hiring manager has provided. 55 P age

57 Onboarding (View from applicant) What you need to do STEP 5: Once the forms provided are downloaded and reviewed by the applicant, the applicant can check the agreed to the terms box, they can now choose to accept or decline the offer. STEP 6: Once offer is accepted, the applicant will be prompted to complete all necessary post hire forms and acknowledgements. 56 P age

58 On boarding (View from applicant) What you need to do STEP 7: Once offer is accepted and forms are completed, the new hire can visit the portal by clicking on the Go to employee portal link. Here they will be able to access their Task List. 57 P age

59 Reviewing New Hires Task List These lists can be viewed once employee has completed the onboarding process. What you need to do STEP 1: In the Offers & Onboarding bubble, click the new hires tasks link. This will prompt you to the new hires tasks menu. STEP 2: In the My new hires task page select the name of the employee whose list you are reviewing. Click Search Click the View all tasks link. STEP 3: You will be prompted to the New Hire tasks dashboard. Here you can review: 1) Employee s pending tasks. 2) Manager s pending tasks 3) You can add new tasks to yourself (manager) or to employee. 58 P age

60 Definition of actions in New Hire tasks dashboard FIELD DEFINITION FIELD DEFINITION The employee task list is broken down by: Prior to first day First day at TC First week at TC First month at TC 2 Year Anniversary at TC In each section the Employee has tasks to complete, these tasks will have the due date information. Employees are ed reminders to complete these tasks. New tasks may be added to Employees or Managers. Just click on the Add new task link under the appropriate section to create a new task. You can also favourite a task: In the New Task form at the bottom of the page click : The managers task list is broken down by: Prior to first day First day at TC First week at TC First month at TC 2 Year Anniversary at TC In each section the Manager has tasks to complete, these tasks will have the due date information. Managers are ed reminders to complete these tasks. A Hiring Manager can also send reminders to their employees to complete tasks: 1) Click on the Notify updates at the top left of the New Hire tasks dashboard. 2) In the employee form complete the mandatory fields. 3) Compose . 4) click Send Employee will receive notification to complete pending tasks. Your tasks will be saved for future use. 59 P age

61 Student Hire process For verbal offers of employment What you need to do STEP 1: Student Hiring process To begin the Student hire process, you will need to select the Jobs open link from the New Job bubble. STEP 2: In the My jobs menu, select the position you are looking to fill by clicking the View Job link on the right side of the page. STEP 3: To assign a specific student to the position click on the View applications link at the upper left corner of the page. 60 P age

62 Student Hire process For verbally hired student What you need to do STEP 4: You will be prompted to a menu of applicants for this position. If the applicant is not on the list and you would like to extend an invitation, do the following: 1) Click New applicant at top left corner. 2) Complete mandatory fields in the New applicant card. 3) To disclose the application select Yes from the drop down menu. 4) Click Save STEP 5: You will be prompted to the Offer details card. Complete all mandatory fieldsadd or merge student documents as required. Please follow instructions to completing the Offer details card in pages P age

63 Student Hire process For verbally hired student What you need to do STEP 6: To send the offer to a specific student you will need to do the following: Go to your menu bar and click on Applicant Search STEP 7: Find the specific student click on view application 62 P age

64 Student Hire process For verbally hired student What you need to do STEP 8: The Applicant card will populate. STEP 9: In the Applicant card under Applications Click the New link next to the job description. STEP 10: Change Application Status to Send Contingent online offer Click Next A sample of the offer will display Click Move now *Review pages for the applicant experience* 63 P age

65 Making an offer Faculty To make an offer from Applicant Card follow next steps What you need to do STEP 1: Once in the applicant card, go to the Applications section and click on the No Offer link. STEP 2: You will be prompted to the Offer details card. In the Offer details card you will be required to complete all fields marked with an asterisk* HINT: The Offer details card contains a snapshot view of the applicant s personal details and job details. 64 P age

66 Making an offer Faculty To make an offer from Applicant Card follow next steps What you need to do STEP 3: For Academic Appointments, complete the Academic Appointment Details section *All fields in this section must be completed. STEP 4: Select a Term from the drop down menu 65 P age

67 Making an offer Faculty To make an offer from Applicant Card follow next steps What you need to do STEP 5: In the Onboarding section, of the Onboarding form field (#12) select Standard Post Offer. STEP 6: For the Onboarding workflow field (#13) select Full Time Employee. *complete all mandatory fields, follow steps in page 43* 66 P age

68 Making an offer Faculty ( Merge Documents) To make an offer from Applicant Card follow next steps What you need to do STEP 3: Merge Documents In this section you will select/add (add if necessary) documents which will be merged and mailed to the applicant for reviewing your offer. 1)Click Save offer details card then 2) Click Merge Document 3) Select documents from menu: * Mandatory attachment* Notice and Acknowledgement of Pay Rate and Payday. 4) Click Merge once selection of documents is complete. HINT: Ignore any personal details required by employee, these will be entered by employee when they complete the On Boarding process. 67 P age

69 Making an offer Faculty (Selecting Approval Process) To make an offer from Applicant Card follow next steps What you need to do STEP 5: Selecting approval process From the drop down menu, select HR Team. STEP 6: HR Team field 1) In this field enter the of your HR department Representative. 2) Click Save and Close. HINT: Representative will receive for approval and move candidate to the next steps for On Boarding. Once employee is approved you will receive an from the Recruitment Dashboard system, you will then be able to view your new hire in your dashboard. (Follow steps in Reviewing new hires page 30) 68 P age

70 Managing job overviews Helpful Hints Helpful hint Sorting Jobs via Manage Jobs link To sort you can click any of the columns headings and the sort will update. Manage Headings To add or reduce amount of headings you will like to see click on the hammer Located and the bottom left of the page, this hammer icon represents Settings Once clicked you will see a menu of the headings, here you can click which you will like to remove or which ones you will like to add. Make sure to click the Save button to update. 69 P age

71 Bulk update to jobs What you need to do STEP 1: Click the Manage jobs link on the right side menu of your page. STEP 2: On the left side of the jobs you will see a check box, here you can check the jobs you will like to take bulk action on. When these jobs are selected click the drop down at the top of the page Once you have selected Bulk update job a pop up screen will display. In the Job Status field you can select an action from the drop down menu. Click SAVE at the bottom of the page to update action. 70 P age

72 Managing applications Search by job, applicants name or application status What you need to do STEP 1: Click on the Manage applications link on the right side menu. Here you can search for applicants using a specific job. *Contingent on permissions* STEP 2: You can search for a specific job, name or application status by clicking the Search tab on the left side of the page. A page will display with fields to specify the search To search by job click the binocular icon Once you have filled in the fields of your choice, hit the Search button at the bottom of the page. 71 P age

73 Managing applications Search by answers to questions What you need to do STEP 1: To search by answers to questions, click the link at the top of the page search by answers to questions STEP 2: This will display a pop up page with a question and answer wizard, select the questions and click NEXT. *You can also add another question, by clicking the Add another question link. STEP 3: You will then be prompted to type in the answer you would like to search on then click FINISH. *The results will be displayed as per your specifications* 72 P age

74 Managing applications Viewing Resume and Answers What you need to do STEP 1: Once you have specified the actions as described in page 25 or 26 the applicants will be displayed in the results tab. STEP 2: On the right side of the results page you will see the following icons View Resume icon Download Resume icon View answers icon Clicking this link will take you to the applicant card STEP 3: Once in the applicant card, you will be able to see the applicant s personal details along with history, resume, communication and application forms. To print the applicant card click the print icon at the top right of the page. 73 P age

75 Managing applications Flags and Applicant actions What you need to do FLAGS STEP 1: Once is the application card, you can manually edit flags. To do this click on the Flags link in the applicants personal information section STEP 2: The Flags link will display a pop up page with a menu of flags you can check off to apply or remove, once flags have been selected, click SAVE at the bottom of the page to apply the update. APPLICANT ACTIONS At the top left of the Applicant card you will find the Actions drop down menu, here you can click the action links and apply to applicants. *Note any action taken is recorded against the applicants history* 74 P age

76 Managing Applications Changing application status What you need to do STEP 1: On the applicant card, in the Applications section click the current status next to the job you would like to make a status change to. STEP 2: Once this status link is clicked a menu with status options will display here select the status and click NEXT When selecting a status the Confirm status change page will display, this page will give you options to send communication, give reasons, assign to talent pool or record a recruitment step. * These options will vary depending on the status selection. Click Move now at the bottom of the page to complete the action. 75 P age

77 Managing Applications Viewing an applicant s resume and application form What you need to do STEP 1: Once in the applicant card, you will be able to see the applicant s personal details along with history, resume, communication and applications. To print the applicant card click the print icon at the top right of the page. STEP 2: To view the resume or application form Under the Applications history in the applicant card, look for your job scroll to the right, here you will see links to view forms, resume and edit flags. To download resume, click on the Resume link. To view application, click on the Form link To add flags, click on the Flags link 76 P age

78 Managing Applications Actions and Viewing History What you need to do Procedure: To take actions in a specific applicant card. Go into the applicant card, under APPLICATIONS find the job application you will like to take an action for. Scroll to the right side to click on the actions drop down menu. *Note actions menu is contingent on permissions** Procedure: To view applicant history in applicant card. Go into the applicant card, the third section in the card reads History, in this section you can filter the history by clicking on the drop down menu for Item or Job. 77 P age

79 Managing Applications Bulk actions overview What you need to do Procedure: To bulk applicants using specific bulk actions. *This feature is extremely helpful since it helps the hiring manager organize multiple applicants at the same time* The 3 colour check boxes on the left assist with the organization process. STEP 1: Select Manage applications from right side menu. STEP 2: Select applicants by clicking any of the 3 colour boxes on the right side. STEP 3: Click the Select a bulk action a drop down menu will display. STEP 4: Click the action and complete information requested in pop up page. *Please see the next page (33) for specific action breakdown* 78 P age

80 Managing Applications Bulk Apply and Bulk Categorize What you need to do BULK APPLY STEP 1: Select applicants. STEP 2: Select Bulk Apply from the Select a bulk action drop down menu. STEP 3: Complete mandatory fields in pop up page: Job Title/Number job specified for applicant to apply to. Job source for reporting purposes Application Status status you would like applicant to appear in once applicant is applied to specific job. STEP 4: Click NEXT. STEP 5: Read information displayed in pop up page, once confirmed click APPLY. BULK CATEGORIZE STEP 1: Select applicants STEP 2: Select Bulk Categorize STEP 3: Click Areas of Interest under category library, select applicable areas then click ADD to update. 79 P age

81 Managing Applications Bulk Assign What you need to do BULK ASSIGN STEP 1: Select applicants. STEP 2: Select Bulk Assign from the Select a bulk action drop down menu. STEP 3: In pop up page displayed, using the binoculars find the user you will like this application assigned to. STEP 4: Once user has been selected and has been reviewed, click the ASSIGN button to send . *User should receive an with merge fields populated.* 80 P age

82 Managing Applications Bulk Communication What you need to do BULK COMMUNICATION STEP 1: Select applicants. STEP 2: Select Bulk Communicate from the Select a bulk action drop down menu. STEP 3: Select a communication template from list, the preview of template will populate, click NEXT STEP 4: Review or make necessary updates. At the bottom left corner you have an option to Delay e mail by, select delay of your choice. Click SEND to communication to applicant. 81 P age

83 Managing Applications Bulk compile and send What you need to do BULK COMPILE AND SEND STEP 1: Select applicants. STEP 2: Select Bulk compile and send from the Select a bulk action drop down menu. STEP 3: Check documents you would like to include. Click CREATE PDF at bottom of page. STEP 4: Using the binoculars select user you would like compiled documents sent to. Click SEND *User should receive an with compiled documents attached.* (example of received by user) 82 P age

84 Managing Applications Bulk invite to apply/bulk move What you need to do BULK INVITE TO APPLY STEP 1: Select applicants. STEP 2: Select Bulk invite to apply from the Select a bulk action drop down menu. STEP 3: Complete mandatory fields i.e. Job, application source, application form, external job site and position description. Click NEXT STEP 4: Review e mail language. Click PROCEED when ready to send. BULK MOVE STEP 1: Select applicants. STEP 2: Select Bulk move from the Select a bulk action drop down menu. STEP 3: From the drop down menu select reason for move. Click NEXT STEP 4: You may choose to select a communication template or move without selecting a template. Click MOVE NOW when ready to send or move. 83 P age

85 Managing Applications Bulk move and send What you need to do BULK MOVE AND SEND STEP 1: Select applicants. STEP 2: Select Bulk move and send from the Select a bulk action drop down menu. STEP 3: Complete fields and select information you would like to send to user or users. Click NEXT *User should receive an with compiled documents attached.* (example of received by user) 84 P age

86 Managing Applications Bulk Task Reminder What you need to do BULK TASK REMINDER STEP 1: Select applicants. STEP 2: Select Bulk task reminder from the Select a bulk action drop down menu. STEP 3: In the displayed pop up page, complete the mandatory fields. STEP 4: Click SAVE once ready to send task. Other Actions: From the Select a bulk action drop down you can also choose to *Bulk document merge *Bulk export *Bulk reference check 85 P age

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