PART II FACULTY POSITIONS

Transcription

1 PART II FACULTY POSITIONS Page 1 of 48

2 NinerTalent User s Guide for Faculty Positions Table of Contents NinerTalent User s Guide for FACULTY Positions... 4 Overview... 4 Introduction... 4 Format... 4 Section 1: Position Management (PM)... 4 Overview... 4 Introduction... 4 Purpose... 5 Process Overview... 6 Contents... 7 Position Management for the Initiator: Create New... 8 Introduction... 8 Purpose... 8 Policies... 8 How to Create a New Faculty Position Description... 8 How to Forward a New Position for Approval Position Management for the Initiator: Modify Existing Introduction Policies How to Modify an Existing Faculty Position Description Position Management for the Approver: Create New Introduction Purpose Policies How to Review and Approve a New Faculty Position Description Next Stage Position Management for the Approver: Modify Existing Introduction Purpose Policies How to Review and Approve a Modified Faculty Position Description Next Stage in the Process Appendix A: Tabs and Fields within Start Position Request Introduction Position Details Supervisor of Position Page 2 of 48

3 Funding Source ADA Compliance Supplemental Documentation HR Use Only Appendix B: Departmental EEO Report Introduction Example Page 3 of 48

4 Overview NinerTalent User s Guide for FACULTY Positions Introduction UNC Charlotte launched the software that powers NinerTalent in 2005 to track applicants for Subject to the Personnel Act (SPA) positions. In 2015, NinerTalent was upgraded with more functionality for more employee types. The table below describes the expanded functionality available to the various employee types. Employee Types Availability of Functions SPA EPA Faculty Write, edit and store position descriptions Y Y Y Post positions, collect applications and select applicants Y Y Y Set annual work goals and evaluate performance Y N N Format This guide is formatted using Information Mapping, a research-based method to analyze, organize and present clear and user-focused information based on the audience s needs and the purpose of the information. Information is: grouped into small, manageable units limited to one purpose, topic or idea, clearly labeled for easy reference, presented consistently with similar terms, formats and sequence, and accessible so that readers can easily access or bypass just what they need. Section 1: Position Management (PM) Overview Introduction The Position Management module within NinerTalent is where position descriptions are written, edited, and stored. Users may: create a new position description, and/or modify an existing position description in this module. The Position Management module lays the foundation for subsequent actions, such as posting the job in the Applicant Tracking module. Page 4 of 48

5 Purpose The purpose of Section1: Position Management is to: provide an overview of the process, define related policies, and provide step-by-step instructions for each User Group in creating and modifying a position description. Page 5 of 48

6 Overview, Continued Process Overview The process of writing a position description for faculty positions begins with Academic Affairs setting up a new faculty position in NinerTalent either through Provost faculty allocation or a department providing their own funding. The table below provides a description of who does what throughout this three-phased process. Stage Who Does What Phase One 1 Provost or College/ Department using Completes faculty position allocation or establishes position using departmental funds. their own funding 2 Academic Affairs Creates a new position in NinerTalent. (AA) 3 Personnel Budget Management (PBM) Assigns a position number. If... Then... New position is The position general funded description is routed New position is grant funded to the Initiator. the position description is routed to Grants & Contracts Administration (GCA) who returns it to PBM Phase Two 4 Initiator Enters details in the new position description in NinerTalent. Phase Three 5 Approver Reviews and approves or returns the position description to the Initiator. Page 6 of 48

7 Overview, Continued Process Overview, continued Contents Topic See Page Position Management for the Initiator: Create New 8 Position Management for the Initiator: Modify 17 Existing Position Management for the Approver: Create New 26 Position Management for the Approver: Modify 33 Existing Page 7 of 48

8 Position Management for the Initiator: Create New Introduction Phase 2 of the new faculty position description begins when the Budget Approver routes the position description to an Initiator. The Initiator will provide the details for the position description. Purpose The purpose of this segment is to guide the Initiator through the process of entering the details for a new position description. Policies The following policies apply to all position descriptions: The Department Chair must be an Approver The Dean must have final approval Approvers should carefully review all information to ensure it is complete, accurate and appropriate. How to Create a New Faculty Position Description The table below outlines steps in phase 2 of the process for an Initiator to review and enter details in a new faculty position description in NinerTalent. Click here for a short demonstration of this procedure. 1 Log into NinerTalent at jobs.uncc.edu/hr using your NinerNet credentials. If... Then... You are not logged in as an Initiator Change your User Group to Initiator You are logged in as an Initiator Proceed to 3. 2 Click the Refresh button. Result: A green confirmation message will appear at the top of the screen. Page 8 of 48

9 Position Management for the Initiator: Create New, Continued How to Create a New Faculty Position Description, continued 3 If... Then... The module does not default to Position Change the module to Position Management Management. The module defaults to Position Proceed to 4 Management Note: The Position Management module is indicated by an orange header. Page 9 of 48

10 Position Management for the Initiator: Create New, Continued How to Create a New Faculty Position Description, continued 4 From the Home page, pictured below, locate your Inbox and click on the Position Request tab in your Inbox. 5 Click on the Title of the position to which you want to add details. Result: A new page appears that says New Position Description Page 10 of 48

11 Position Management for the Initiator: Create New, Continued How to Create a New Faculty Position Description, continued 6 Select Edit for the New Position Description you are working on. Edit allows you to edit the positions as needed. History allows you to see when changes were made and by whom. Settings allows you to edit the Division, College/Department, and/or Work Unit as needed. Result: The Editing Position Request page displays. Page 11 of 48

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13 Position Management for the Initiator: Create New, Continued How to Create a New Faculty Position Description, continued 7 A menu of tabs will display on the left side of your screen as pictured below. Each tab contains several fields. There are 7 tabs within the Position Request action. Enter all necessary field information in each field of the Faculty Position Description. Since many of the fields carry over to the Posting when completed, they only need to be answered once. Academic Affairs, Personnel Budget Management and Grants and Contracts Administration have filled in the data that is required of those groups. The table below explains each tab. If... Then... And Then A message like the one pictured below appears asking if you want to leave the page and lose all changes Click Cancel to close the window Click Save and Next to move to the next tab. Page 13 of 48

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15 Position Management for the Initiator: Create New, Continued How to Create a New Faculty Position Description, continued 8 After all the information has been entered, view the Position Request Summary tab either by clicking: the Next button after the HR Use Only tab, or Position Request Summary link in the menu on the left side, as pictured below. 9 Review all the information that was entered into the position description. If... Then... all fields have a move to step 10 blue check mark a field has an orange exclamation point click Edit to enter information in the required field Page 15 of 48

16 Position Management for the Initiator: Create New, Continued How to Create a New Faculty Position Description, continued 10 On the Summary page click Take on Position Request to see the workflow actions available. If... Then... you want to keep working on this Click the Keep Working on This position request Position link as pictured below. you are ready to forward this position description to the Approver Proceed to How to Forward a Position for Approval. Page 16 of 48

17 Position Management for the Initiator: Create New, Continued How to Forward a New Position for Approval After completing steps 1 10 in How to Create a New Faculty Position Description, follow the steps listed in the table below to forward the new position for approval. 1 As pictured below, click Approver (Move to Approver) to forward the position description to the Approver. 2 Click on the drop down menu to select the appropriate Approver to approve the position description. 3 Enter comments that may be helpful to the Approver in the space provided. Important: Comments are saved with the position and cannot be erased. They are viewable by anyone who accesses the position description and are an official part of the recruitment file. Page 17 of 48

18 Position Management for the Initiator: Create New, Continued How to Forward a New Position for Approval, continued 4 Click Submit. 5 If... Then... the position description a message like the one pictured below will appear to was successfully routed confirm that you are finished with this action. required information is missing a warning message similar to the one pictured below will appear; move to step 6. 6 Complete steps 9 and 10 in How to Create a New Faculty Position Description. Page 18 of 48

19 Position Management for the Initiator: Modify Existing Introduction A position description should be reviewed and/or modified before recruitment for the vacant position begins. This is to ensure that the position details are up-to-date and accurate. Policies The following policies apply to all position descriptions: The Department Chair must be an Approver The Dean must have final approval Approvers should carefully review all information to ensure it is complete, accurate and appropriate. How to Modify an Existing Faculty Position Description The table below outlines the steps for an Initiator to modify an existing faculty position description in NinerTalent. 1 Log into NinerTalent at jobs.uncc.edu/hr using your NinerNet user name and password. If... Then... You are not logged in as an Initiator Change your User Group to Initiator You are logged in as an Initiator Proceed to 4. 2 Click the Refresh button. Drop Down Arrow Refresh button User Group Page 19 of 48

20 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 3 The User will receive a color-coded message at the top of the screen. If... Then... And Then The user group has successfully been changed A confirmation message will appear at the top of the screen in green as pictured Proceed to step 4. The user group has NOT successfully been changed below An alert message will appear at the top of the screen in red Close the window and move to step 4. 4 If... Then... The module does not default to Position Management Change the module to Position Management. The module defaults to Position Management Proceed to 5 Click the drop down arrow at the top right area of the screen as pictured below to select the Position Management module. Page 20 of 48

21 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 5 Click on Position Descriptions menu tab and select Faculty. All approved Faculty position descriptions within your work unit(s) will display. 6 Locate the position description you wish to edit/modify and click on the title of the position. Page 21 of 48

22 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 7 Select the Faculty Modify Position link as circled below. Result: A confirmation screen will appear. 8 Click Start to continue. Page 22 of 48

23 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 9 A menu of tabs will display on the left side of your screen as pictured below. Each tab contains several fields. Modify the information needed in each tab. Click Next to move through the different tabs. If... Then... And Then A message like the one pictured below appears asking if you want to leave the page and lose all changes Click Cancel to close the window Click Save and Next to move to the next tab. Page 23 of 48

24 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 10 Once all information has been modified, view the Position Request Summary tab either by clicking: Next, or Position Request Summary link in the menu on the left side of the screen as pictured below. 11 Review the information entered into the position description. If... Then... all fields have a move to step 12. blue check mark a field has an orange exclamation point click Edit to enter information in the required field. Page 24 of 48

25 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 12 On the Summary tab click Take on Position Request to see the workflow actions available. If... Then... you want to keep working on this Click the Keep Working on This position request Position link as pictured below. you are ready to forward this position description to the Approver Proceed to How to Forward a Modified Position for Approval. Page 25 of 48

26 Position Management for the Initiator: Modify Existing, Continued, Continued How to Modify an Existing Faculty Position Description After completing steps 1 12 in How to Modify a Faculty Position Description, follow the steps listed in the table below to forward the modified position for approval. 1 As pictured below, click Approver (Move to Approver) to forward the position description to the Approver. Page 26 of 48

27 Position Management for the Initiator: Modify Existing, Continued How to Modify an Existing Faculty Position Description, continued 2 Click on the drop down menu to select the appropriate Approver to approve the position description. 3 Enter comments that may be helpful to the Approver in the space provided. Important: Comments are saved with the position and cannot be erased. They are viewable by anyone who accesses the position description and are an official part of the recruitment file. 4 Click Submit. 5 If... Then... the position description was successfully routed a message like the one pictured below will appear to confirm that you are finished with this action. required information is missing a warning message similar to the one pictured below will appear; move to step 6. 6 Complete steps How to Modify and Existing Faculty Position Description Page 27 of 48

28 Position Management for the Approver: Create New Introduction Position Management for the Approver begins after an Initiator enters details and submits a position description for approval. Purpose This section is designed to guide the Approver through the steps of reviewing and approving a new Faculty Position Description. Policies The following policies apply to all position descriptions: The Department Chair must be an Approver The Dean must have final approval Approvers should carefully review all information to ensure it is complete, accurate and appropriate. How to Review and Approve a New Faculty Position Description The table below outlines the steps for an Approver to review and approve a new faculty position description in NinerTalent. 1 Log into NinerTalent at jobs.uncc.edu/hr using your NinerNet user name and password.. If... Then... You are not logged in as an Approver Change your User Group to Approver You are logged in as an Approver Proceed to 4. Page 28 of 48

29 Position Management for the Approver: Create New, Continued How to Review and Approve a New Faculty Position Description, continued 2 Click the Refresh button as pictured below. Drop Down Arrow Refresh button User Group Page 29 of 48

30 Position Management for the Approver: Create New, Continued How to Review and Approve a New Faculty Position Description, continued 3 The User will receive a color-coded message at the top of the screen. If... Then... And Then The user group has successfully been changed A confirmation message will appear at the top of the screen in green as Proceed to step 4. The user group has NOT successfully been changed pictured below An alert message will appear at the top of the screen in red Send an to ninertalent@uncc.edu to request access. Close window and proceed to step 4. 4 If... Then... The module does not default to Change the module to Position Position Management Management. The module defaults to Position Proceed to 5 Management Click the drop down arrow at the top right area of the screen as pictured below to select the Position Management module. Page 30 of 48

31 Position Management for the Approver: Create New, Continued How to Review and Approve a New Faculty Position Description, continued 5 From the Home page, pictured below, locate your Inbox and click on the Position Request tab in your Inbox. Click on the Title of the position to which you wish to review/approve. A summary of the position will be displayed. You may review the position description by viewing the Summary page. Edit allows you to edit the position as needed. History allows you to see when changes were made and by whom. Settings allows you to edit the Division, College/Department, and/or Work Unit as needed. Page 31 of 48

32 Position Management for the Approver: Create New, Continued How to Review and Approve a New Faculty Position Description, continued 6 If Then No edits are needed Click Take on Position Request and proceed to step 7 Edits are needed Make the edits yourself OR Click Take on Position Request and select Return to Initiator (move to Initiator) To make the edits yourself click Edit and move through each tab using the Next button. Page 32 of 48

33 Position Management for the Approver: Create New, Continued How to Review and Approve a New Faculty Position Description, continued 7 On the Summary page click the drop-down arrow beside Take on Position Request to see the workflow actions available, as pictured below. Page 33 of 48

34 Position Management for the Approver: Create New, Continued How to Review and Approve a New Faculty Position Description, continued Next Stage The next stage in the process is outlined in the table below. If... Then... Additional approval is NOT required Additional approval is required Select Academic Affairs Review & Approve (move to Academic Affairs Review & Approve) Select Assign another Approver (move to Approver). Add comments, if needed and click Submit. Important: Comments are saved with the position and cannot be erased. They are viewable by anyone who accesses the position description and are an official part of the recruitment file. Page 34 of 48

35 Position Management for the Approver: Modify Existing Introduction All positions should be reviewed and/or modified prior to the recruitment for a vacant position. In NinerTalent the position will need to be modified. Purpose This section is designed to guide the Approver through the steps of reviewing and approving a modified Faculty Position Description. Policies The following policies apply to all position descriptions: The Department Chair must be an Approver The Dean must have final approval Approvers should carefully review all information to ensure it is complete, accurate and appropriate. How to Review and Approve a Modified Faculty Position Description The table below outlines the steps for an Approver to review and approve a modified faculty position description in NinerTalent. 1 Log into NinerTalent at jobs.uncc.edu/hr using your NinerNet user name and password. If... Then... You are not logged in as an Approver Change your User Group to Approver You are logged in as an Approver Proceed to 4. 2 Click the Refresh button. Drop Down Arrow Refresh button User Group Page 35 of 48

36 Position Management for the Approver: Modify Existing, Continued How to Review and Approve a Modified Faculty Position Description, continued 3 The User will receive a color-coded message at the top of the screen. If... Then... And Then The user group has successfully been changed A confirmation message will appear at the top of the screen in green as Proceed to step 4. The user group has NOT successfully been changed pictured below An alert message will appear at the top of the screen in red Close window and proceed to step 4. 4 If... Then... The module does not default to Change the module to Position Position Management Management. The module defaults to Position Proceed to 5 Management Click the drop down arrow at the top right area of the screen as pictured below to select the Position Management module. Notice that the header bar color is orange in the Position Management module. Page 36 of 48

37 Position Management for the Approver: Modify Existing, Continued How to Review and Approve a Modified Faculty Position Description, continued 5 From the Home page, pictured below, locate your Inbox and click on the Position Request tab in your Inbox. Click on the Title of the position to which you wish to review/approve. Result: A summary of the position will be displayed. You may review the position description by viewing the Summary page. Page 37 of 48

38 Position Management for the Approver: Modify Existing, Continued How to Review and Approve a Modified Faculty Position Description, continued Edit allows you to edit the positions as needed. History allows you to see when changes were made and by whom. Settings allows you to edit the Division, College/Department, and/or Work Unit as needed. Page 38 of 48

39 Position Management for the Approver: Modify Existing, Continued How to Review and Approve a Modified Faculty Position Description, continued 6 If Then No edits are needed Click Take on Position Request and proceed to step 7 Edits are needed Make the edits yourself OR Click Take on Position Request and select Return to Initiator (move to Initiator) To make the edits yourself click Edit and move through each tab using the Next button. Page 39 of 48

40 Position Management for the Approver: Modify Existing, Continued How to Review and Approve a Modified Faculty Position Description, continued 7 On the Summary page click the drop-down arrow beside Take on Position Request to see the workflow actions available, as pictured below. Next Stage in the Process The next stage in the process is outlined in the table below. If... Then... Additional approval is NOT required Additional approval is required Select Academic Affairs Review & Approve (move to Academic Affairs Review & Approve) Select Assign another Approver (move to Approver). Add comments, if needed and click Submit. Important: Comments are saved with the position and cannot be erased. They are viewable by anyone who accesses the position description and are an official part of the recruitment file. Page 40 of 48

41 Appendix A: Tabs and Fields within Start Position Request Introduction Appendix A describes each tab and field within the Editing Position Request portion of Position Management. Note: The highlighted data fields will appear on the posting. Position Details An explanation of each field in the Position Details tab is outlined in in the table below. Field Label Position Details Type of Field Appear on the Posting Explanation Division Department Briefly describe the primary purpose (mission) of your unit or department Position Information Proposed Effective Date Position Designation Working Title Work Location Dropdown menu Dropdown menu Text area Date Not editable Text box Text box Yes Yes Yes No Yes Yes No For faculty it will always be Academic Affairs Name of academic department What is the primary purpose and/or mission of your department? Think about what you want applicants to know about your department. Use this space to sell your department to potential applicants and tell applicants why it is a great place to work. The date the position is being created in NinerTalent. Designates that the position is a faculty position Title of the faculty position, can be discipline specific. Building location of where the faculty position will be housed Page 41 of 48

42 Sensitive Duties Check No Check all that apply. box Unless the position has been designated by Human Resources, Financial Services, or Research Services as "Sensitive" please check "Not Description of Work Not editable Yes Applicable" Template descriptions based on the classification chosen for the faculty position. Essential Duties and Responsibilities Minimum Education, Skills and Experience Department Preferred Education, Skills and Experience Text area Not editable Text area Yes Yes Yes What are the responsibilities and essential duties for this faculty position? List the administrative responsibilities, if any, and a % of time for each duty/responsibility. Enter information related to the position. A very generic template description of the minimum education required based on SACS requirements. Based on the classification chosen for the faculty position. Detail the preferred educational requirements and/or qualifications that your department is looking for in a candidate. What education, skills and/or experience are you looking for in an applicant to best suit the needs of the department? Necessary Certifications/Licenses Text area Yes Detail the certifications and/or license requirements that your department is looking for in a candidate. Page 42 of 48

43 Funding Information Employment Type If time-limited (e.g. grant funded, term contract), please indicate budget end date Months per year General/Non-General Funded Proposed Salary Drop down Date Drop down Drop down Text box Yes Yes Yes No No Not No Number editable Personnel Budget Management Use Only Program Budget Code Fund Org Code Position Number FTE Not editable Not editable Not editable Not editable Not editable No No No Yes No Permanent Full-Time is for Faculty positions funded by General funds. Time Limited Full- Time could be for faculty positions funded by Non- General funds. Enter the date in which the funding for the time-limited position ends. Faculty positions can be only 9 or 12 month positions. Is the position funded from General funds or Non- General funds? This is the department's estimated hiring salary. It can be changed at time of hire. This field will not be viewable to the applicants. Will be assigned upon first saving position Information in these fields is entered by Personnel Budget Management and will be visible to the Initiator and Approver. PBM Comments Not editable No Personnel Budget Management will add notes here, if necessary Page 43 of 48

44 Grants & Contracts Administration Use Only Is this position fully funded? If no, please provide AOR funding period Begin date AOR End Date Anticipated Budget End Date GCA Comments Dropdown Menu Date Field Date Field Date Field Text box Information in these fields is entered by Grants & Contracts and will be visible to the Initiator and Approver. Grants & Contracts Administration will add notes here, if necessary Note: The data entered in the fields that are highlighted below will appear on the posting. Supervisor of Position The Supervisor of Position tab will be completed by Academic Affairs at the time of initiating a new position. If the information is incorrect, please contact the Academic Affairs Budget & Personnel Office. Page 44 of 48

45 Position Management for the Approver: Modify Existing, Continued Funding Source The Funding Source tab contains the fields listed in the table below. Index/fund Account Amount Percentage Field Label Please Indicate Funding Source Position # Fund Source Type of Field Text box Drop box Text box Text Box Drop box Drop box Appear on the Posting No No No No No No Explanation Index/Fund code this position will be charged to. For faculty positions it will always be Faculty Amount of budget in the position currently. What percentage of the total annual salary is being funded by this fund & account? For College and Academic Affairs use only. Is the position General or Non-General funded? Page 45 of 48

46 Position Management for the Approver: Modify Existing, Continued ADA Compliance Need to provide some context about ADA here. The ADA Compliance tab contains the fields listed in the table below. This information is not visible to an applicant. Field Label Check all blocks that apply The physical requirements of this position The visual activity requirements including color, depth perception, and field of vision The condition the worker will be subject to in this position Type of Field Check box Drop box Drop box Check box Explanation Click the link below each field for definitions. A popup window will appear. For guidance here is a section of the Job Responsibilities and Essential Functions for Tenured and Tenure-Track Faculty Essential Physical Activities and General Requirements of the Position 1. Communicating. Ability to clearly express and discuss complex, nuanced ideas in a variety of settings including traditional classroom environments, and face-to-face exchanges with students and colleagues. 2. Discerning. Ability to determine the accuracy, thoroughness and appropriateness of work assigned and submitted to include evaluation of student work and providing feedback. 3. Collecting, organizing, and evaluating information. Ability to collect and organize course information and deliver it to students; to plan courses in relevant field of study, to evaluate student work, and to complete administrative responsibilities related to teaching. Page 46 of 48

47 Position Management for the Approver: Modify Existing, Continued Supplemental Documentation The Supplemental Documentation tab contains the fields listed in the table below. Field Label Type of Field Explanation Organizational Chart Only submit an org chart when the faculty has administrative duties. Memo (drop Not needed box) BD607 Not needed FLSA Exemption Not needed Recommendation Form Other HR Use Only The Human Resources Only tab contains the fields listed in the table below. Academic Affairs will enter this information for you. Field Label Comments Is this a new position? SAAO, F, I, PS or R Does this position supervise others? HR Approved Salary Field Type Dropdown Menu Dropdown Menu Text Box Explanation Academic Affairs will add comments in this field as needed. Answer is Yes or No This field indicates how a Faculty position is classified: Senior Academic & Administrative Officer, Faculty, Instructional, Public Service, or Research. This information is reported to General Administration. Answer is Yes or No This field indicates what budget the Provost has allocated for the new position Page 47 of 48

48 Appendix B: Departmental EEO Report Introduction Example Below is an example Departmental Equal Employment Opportunity (EEO) Report. Report Generated: Friday April 10, :24:23 PM Job Number 300 Job Title Social Worker All Applicants Gender Hispanic / Latino American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or More Races Not Disclosed Total Female Male No Answer Total The table below demonstrates how you can calculate the Labor Market Data percentages based on the information in the table above. Calculations Applicant Pool Labor Market Data Female 78/100 78% 78.5% =20; Minority Total 20/100 20% 32.77% African American 10/100 10% 19.91% Hispanic/Latino 5/100 5% 8.56% Asian 2/100 2% 2.15% American Indian or Alaska Native 0/100 0% 1.23% Native Hawaiian or Other Pacific Islander 0/100 0% 0.09% Two or More Races 3/100 3% 0.83% Page 48 of 48