Recruiting Solutions 9.2

Transcription

1 Recruiting Solutions 9.2 Overview This guide demonstrates how to navigate through Manager Self Service and Recruiting Solutions for hiring of Temporary/Hourly positions. It is designed to be used electronically. Click on a topic in the table of contents to automatically jump to a specific section. Use Ctrl + Home to return back to the Table of Contents. Contact Information Recruitment Administrators: and hiring Table of Contents Approvals Fill a Vacant or New Position... 2 Request a Position Change... 3 Request a New Position... 4 Post a Job... 6 Add Posting Information... 8 Managing Applicants Reviewing Applications Reject Applicants/Schedule Interviews Prepare a Job Offer Job Offer Approvals Background Check/Hire Letter Updated 2/2/16 Page 1 of 19

2 Approvals Fill a Vacant or New Position 1. Review the Hiring Temporary/Hourly Employees link to the right Is this a grant funded positon? Contact Heather Harrell x1988 Click Here: Hiring Temporary/Hourly Employees Click Here: Job Code Table for temp hourly job codes 2. Hiring Manager determine if a current position number exists: a. Navigate to the Manager Dashboard to review the list of employees who report to you b. If a current position number exists, Request a Position Change in Manager Self Service to obtain approval to fill the vacancy (page 3) 3. If no position number exists: a. Review the Job Code Table in the link above and select the best fit b. Request a New Position in Manager Self Service (page 4) 4. Sign in to MyCWU ( for Manager Self Service action. Updated 2/2/16 Page 2 of 19

3 Request a Position Change 1. Navigate: Main Menu > Human Resources > Manager Self Service > CW HR Transactions > Request Position Change 2. Request a Position Change Enter the position number, hit the Tab key and select a Recruitment Request. Select one option: a. No Recruitment Required b. Recruitment No Changes c. Recruitment Position Changes 3. Recruitment Position Changes If you need a job posting click the Detailed Position Description link to enter job summary, duties and required/preferred qualifications 4. Update additional fields if needed and select Submit 5. Approval will be confirmed via Updated 2/2/16 Page 3 of 19

4 6. To access an existing Temporary/Hourly Pool and applicants contact the Recruitment Administrator 7. If a new job posting is required, start the step Create Job Opening/Posting (page 6) Request a New Position 1. Navigate to Main Menu > Human Resources > Manager Self Service > CW HR Transactions > Request New Position 2. Add a New Value 3. Request a New Position Select Recruitment Req. Select one: a. No Recruitment b. Recruitment Required 4. Complete required fields and select save Updated 2/2/16 Page 4 of 19

5 5. Select the Attachments tab to attach a word doc with job summary, duties and required/preferred qualifications 6. Return to the Form tab and select Submit from top of page. 7. An will be sent confirming the approval of the new position 8. To access an existing Temporary/Hourly Pool and applicants contact the Recruitment Administrator 9. If a new job posting is required, start the step Create Job Opening/Posting (page 6) Updated 2/2/16 Page 5 of 19

6 Post a Job Create a Job Opening/Posting 1. If the positon change or new position has been approved, navigate to Recruiting Home Main Menu > Human Resources > Recruiting > Recruiting Home 2. Select Create Job Opening from Quick Links 3. Select Job Family Use look up (magnifying glass ) 4. Enter Position Number Use look up (magnifying glass ) 5. Select Recruiting Location Use look up (magnifying glass ) 6. Continue Updated 2/2/16 Page 6 of 19

7 7. Enter number of Target Openings if you are filling more than one position from this job posting 8. Select Status Reason New Authorization 9. Enter Desired Start Date 10. Save as Draft Updated 2/2/16 Page 7 of 19

8 Add Posting Information 1. Select Job Posting tab 2. Add Job Posting 3. Update Posting Title if needed 4. Under *Description Type, select: Position Description (this will insert the position description information for the job posting) a. *Visibility: Internal and External NOTE: The Internal Only option is used when recruiting only to current CWU employees. The job is posted internally and not available or seen to anyone outside CWU 5. Add Posting Description Updated 2/2/16 Page 8 of 19

9 6. *Description Type: Pay & Work Schedule *Visibility: Internal and External Template: Pay & Work Schedule a. Enter pay, Schedule/Hours and Working Conditions 7. Add Posting Description 8. *Description Type: How to Apply *Visibility: Internal and External Template: CWU How to Apply a. Add date after Screening Begins: and any additional attachments you require from applicants 9. Add Posting Description 10. *Description Type: Contact Information *Visibility: Internal and External Template: CWU Contact Information a. Enter contact information and the department name with hyperlink to website Updated 2/2/16 Page 9 of 19

10 11. Under Job Posting Destinations select CWU Website Post a. Enter Posting Type: External Posting b. Enter Relative Open Date: 0 On Approval (other options available to future date posting) c. Enter Remove Date: this is the date it will removed from the careers page (minimum 10 days) 12. Add Posting Destination Select: MyCWU Post a. Enter Posting Type: Internal Posting b. Enter Relative Open Date: 0 On Approval (other options available to future date posting) c. Enter Remove Date: this is the date it will be removed from the careers page 13. Select OK 14. Save as Draft WARNING: If you Save as Draft AND close out the job opening, it will no longer be available to access it. Please contact the Recruitment Administrator. Updated 2/2/16 Page 10 of 19

11 15. Select Hiring Team tab 16. Add Hiring Manager Add Hiring Manager/names of who will manage applicants through the hiring process. Use look up (magnifying glass ) NOTE: Primary can view the posting from Recruiting Home, Secondary can view from Browse Job Openings 17. Optional: Add Interviewer Add names who will review or interview applicants Use look up (magnifying glass ) 18. Save and Submit the Approvals tab is added to confirm it has been sent Job Posting is sent to Recruitment Administrator for review An notification is sent when the job posting has been approved/posted by the Recruitment Administrator View the job posting at: Updated 2/2/16 Page 11 of 19

12 Managing Applicants Reviewing Applications Note: Search Committee Members can review applications by navigating MyCWU: Main Menu > Human Resources > Recruiting > Browse Job Openings 1. Hiring Managers navigate to Recruiting Home Main Menu > Human Resources > Recruiting > Recruiting Home NOTE: Primary can view the posting from Recruiting Home, Secondary can view from Browse Job Openings 2. From My Job Openings select job title to review applicant names 3. Select the Application and Resume icons to review applicant attachments 4. After completing the screening process (preliminary/secondary tool), select the icon Mark Reviewed for each applicant a. This can also be done by Group Action: Check boxes to select applicants or Select All from under the list of applicants Select Group Actions > Recruiting Actions > Mark Reviewed Updated 2/2/16 Page 12 of 19

13 Reject Applicants/Schedule Interviews 1. Select the Reviewed tab to Interview or Reject applicants 2. The Reject icon eliminates applicants from consideration a. Select *Reason b. Reject OR c. Reject and Correspond this will allow the hiring manager/search chair to draft an to the candidate or select from a list of Letter templates. If you draft your own , please have the recruitment administrator review/approve it. d. Preview and Send WARNING: If Cancel is selected, it will update the applicant status to reject but WILL NOT send an Updated 2/2/16 Page 13 of 19

14 TIP: Correspond with applicants by selecting Other Actions > Applicant Actions> Send Correspondence 3. Select the Interview icon to add details for applicant interviews (Phone/Skype or Campus) 4. Add interview detail fields: Select Notify Applicant and Notify Interview Team to send a calendar invite for the interview Updated 2/2/16 Page 14 of 19

15 5. Add Interviewer Interviewers will default in if listed on the job opening Hiring Tab Use look up (magnifying glass ) 6. Type in Location of interview 7. Select Letter Interview Letter from the drop down list 8. Save as Draft 9. Now the Generate Letter appears and is available to select 10. Optional Items: a. Add Attachment interview questions, etc. b. Applicant include interview letter/additional attachments (campus map/itinerary/etc.) c. Add Interview Schedule additional interviews (Phone/Skype or Campus) 11. Submit Updated 2/2/16 Page 15 of 19

16 Prepare a Job Offer 1. Navigate to Recruiting Home Main Menu > Human Resources > Recruiting > Recruiting Home 2. From My Job Openings select job title to review applicant names 3. Select the Review or Interview tab to select your finalist 4. From the drop down menu Other Actions (far right hand side) Recruiting Actions Prepare Job offer Updated 2/2/16 Page 16 of 19

17 5. Select the correct Position Number Use look up (magnifying glass ) 6. Enter Start Date (1 st or 16 th of each month) REMINDER: Allow a minimum of 2 weeks lead time for approvals, to process the background check, and complete new hire process 7. Check Notify Applicant (optional) Sends an notification of an official job offer after approval from HR and completed background check. It will include a link to their online account. The applicant will login to see a job offer notification and attached welcome letter. The applicant can accept or reject the offer which then notifies HR/Recruitment Administrator of the response. 8. Add Job Offer Component(s) Hourly pay 9. Add Comments(bottom of form): Mail stop End date 10. Submit for Approval (top right) Updated 2/2/16 Page 17 of 19

18 Job Offer Approvals 1. After the Submit for Approval is selected, the Approvals tab will appear a. The job offer will route to the Recruitment Administrator unless grant funded. In that case, it will route to grants first then the Recruitment Administrator 2. The Recruitment Administrator will initiate a background check Updated 2/2/16 Page 18 of 19

19 Background Check/Hire Letter 1. After the applicant has verbally accepted contingent on a background check, the Hiring Manager needs to call the Recruitment Administrator to initiate the background check * Turnaround time varies (2 days up to 2 weeks) for background check results depending on when the applicant completes the online form and how many places they have lived in the past 7 years. Job Offer View for Applicant: 2. When the background check is complete, the Recruitment Administrator will approve the job offer and send an notification to the Hiring Manager 3. The applicant will be notified via with the link to their online account. Applicant will sign in to see a job offer notification with a start date and rate of pay. The applicant can accept or decline the offer. Offer accepted sends notification to the Recruitment Administrator 4. Recruitment Administrator will prepare the hire and job is entered by the Data Management Team/Payroll 5. The Hiring Manager is required to complete a Temporary Appointment Form (TAF) webform. Click Here: Temporary Appointment Form (TAF) webform Updated 2/2/16 Page 19 of 19