TBR Service Center JOB DESCRIPTION REVIEW

Transcription

1 JOB DESCRIPTION REVIEW Description: Job descriptions must be reviewed prior to job classification and compensation for any new employee. TCATs have a core set of job descriptions that are maintained by HR. The process for reviewing a job description is the same for a new hire or current employee. Table of Contents Step 1. TCAT HR Representative Submits Job Description to Service Center for Review... 2 A. Obtain Job Description Template from the TBR Website... 2 B. Complete Job Description Template... 2 C. Submit Job Description to the Service Center... 2 D. Create Job Description from Pre-Existing Description... 4 Step 2. Service Center HR Analyst Reviews Job Description... 7 A. Receive Job Description... 7 B. Review Job Description... 7 C. Archive Job Description... 7 D. Upload Reviewed Job Description to BDMS for TCAT HR Representative Review... 7 Step 3. TCAT HR Representative Reviews Job Description... 7 A. Review Revised Job Description... 7 Step 4. TCAT HR Representative Next Steps After Job Description is Received... 8 A. Position is Posted and Filled... 8 B. Position is Not Posted... 8 C. Position is Reclassified... 8 Service Center Training Job Description Review Process Manual Page 1 of 8

2 Step 1. TCAT HR Representative Submits Job Description to Service Center for Review A. Obtain Job Description Template from the TBR Website 1. The job description template will be added to the TBR HR site under the Forms section. B. Complete Job Description Template 1. The TCAT HR Representative will complete the job description template in conjunction with the hiring supervisor 2. The TCAT HR Representative will ensure that the template includes the following: a. Job title b. Job code c. Location (TCAT) d. Reports to (Title) e. FLSA Status f. EEO-1 Category if it is a current position g. Grade - if it is a current position h. Date i. Select whether this is a new position or if this is an update to a current position by checking the appropriate line j. Position number - if it is a current position k. Fund - if it is a current position or if the fund number is known at the time of the initial job description review l. Insert major function and responsibilities related to the office. Include the percent of time spent per each responsibility and whether the activity is essential or marginal 3. Upon approval from the President, submit the job description template to the Service Center 4. A Request for New Position power form will need to be submitted for the position number to be created (required for posting the position) a. To retrieve the form, go to the TBR HR Website b. Select Paperless Work Forms on the selection panel on the left c. Scroll down to TCATs d. Select Request New Position C. Submit Job Description to the Service Center The TCAT HR Representative will submit the job description to the Service Center via BDMS (Banner Document Management System. 1. Scan and save the Job Description Template 2. Go to BDMS via App Extender 3. Log in with your username and password 4. On the home screen, select TBR-H-INST from the Application List view 5. Select the New Document icon Service Center Training Job Description Review Process Manual Page 2 of 8

3 6. On the upload screen, select the Upload Document icon 7. When the Add New Page screen populates, click Browse a. Navigate to the scanned Job Description Template you saved in Step 1B 1 b. Select the document and click Open 8. Click the Upload button Service Center Training Job Description Review Process Manual Page 3 of 8

4 9. Enter the index information for the new document. a. In the Document Type field select HR Documents from the drop-down menu b. In the Title/Description field add a title for your document (e.g., Job Description_Admin Asst) i. Alternatively, you may add a date to the Effective Date field ii. One of these fields must be completed in order to save your document. If you do not add a title or effective date, you will receive an error message c. The VPDI_Code field will pre-populate with your institutions VPDI code d. The Activity Date field will pre-populate with the current date 10. Click Save Note: Once you click Save, you have completed uploading the document to BDMS. D. Create Job Description from Pre-Existing Description Alternatively, the TCAT HR Representative may request a job description from another TCAT to use as a template for a new position. 1. Send an to HR@tbr.edu with the position of interest. Include: a. Position Title b. Institution where position currently exists, if known 2. The Service Center will upload the requested job description to the TBR-H-INST application in BDMS within 2 business days of the request Service Center Training Job Description Review Process Manual Page 4 of 8

5 3. Check the TBR-H-INST folder for any new HR Documents. a. Go to BDMS via App Extender b. Log in with your username and password c. On the home screen, select TBR-H-INST from the Application List view d. Click New Query e. Enter your search criteria i. Enter HR Documents in the Document Type field f. Click Run g. Review query list for any new HR Documents i. Please note that as all documents will be listed as HR Documents, you may need to open the document to determine if it is a Job Description Service Center Training Job Description Review Process Manual Page 5 of 8

6 4. When you have identified the document, select the Checkbox to the left of the document icon 5. Click Open to review the job description 6. The document will populate for your review 7. Export the Job Description to make updates to the document a. Select the Export icon from the upper right of your open document in BDMS b. Select the radio button to indicate the page(s) to export c. Uncheck the Use PDF Format checkbox d. Check the Hide Annotations checkbox e. Select Export 8. Save any changes and upload the Job Description to BDMS a. Follow the instructions outlined in Step 1C, 2-10 b. Select For Review in the Routing Status drop-down menu when indexing the document Service Center Training Job Description Review Process Manual Page 6 of 8

7 Note: Once document is assigned the For Review in the Routing Status, the HR Analyst will be notified that the document is ready for final review Step 2. Service Center HR Analyst Reviews Job Description A. Receive Job Description This step will be performed by the Service Center. B. Review Job Description This step will be performed by the Service Center. C. Archive Job Description This step will be performed by the Service Center. D. Upload Reviewed Job Description to BDMS for TCAT HR Representative Review This step will be performed by the Service Center. Step 3. TCAT HR Representative Reviews Job Description A. Review Revised Job Description The TCAT HR Representative will obtain the updated job description through BDMS Query. 1. Run a BDMS Query in the TBR-H-INST application (see Step 1D) to retrieve reviewed Job Descriptions a. Enter HR Documents in the Document Type field b. Enter Complete in the Routing Status field Service Center Training Job Description Review Process Manual Page 7 of 8

8 2. Review the Query Results a. Revised job descriptions will have a Routing Status of Complete and the Comments field will note Revised Job Description 3. Open and Export the job description (see Step 1D, 5 7) 4. Review the revised job description 5. If any additions and /or updates are needed, repeat Step 1C, If no additional edits are needed, this job description can be posted in Cornerstone 7. If there is no position number listed in the header, ensure that you have submitted the Request for a New Position power form (see Step 1B 4 for submission details) a. If you have submitted the form, please HR@tbr.edu to notify of the needed adjustment Step 4. TCAT HR Representative Next Steps After Job Description is Received A. Position is Posted and Filled 1. Post the job description in Cornerstone 2. Review How to Post a Position in the TBR Connector How-To-Guide. a. Go to the TBR HR website b. Go to Training Materials HR Officers c. Scroll down to How-To-Guide d. Additional TCAT hiring procedures can also be found within this How-To-Guide and in other resources on the Training Materials HR Officers site 3. Once the offer has been extended and accepted, the TCAT HR Representative will provide the new hire with the appropriate New Hire Paperwork in Cornerstone 4. At this time, the TCAT HR Representative will submit the appropriate EPAF for a New Hire 5. See EPAF Process Manual Note: If the position is not filled, the TCAT will not submit an EPAF. The TCAT may choose to repost the position at a later date. B. Position is Not Posted Upon additional review of resource needs, requestor determines that position should not be posted. No additional action is taken at this time. C. Position is Reclassified If the position reclassification has been approved, the TCAT HR Representative will need to submit an EPAF to the Service Center. Review EPAF Process Manual for instructions. Service Center Training Job Description Review Process Manual Page 8 of 8