WELCOME TO USING OASYS FOR RECRUITMENT FALL 2017

Transcription

1 WELCOME TO USING OASYS FOR RECRUITMENT FALL 2017

2 Housekeeping Cell phones Please silence Rest Rooms Location- No scheduled break Questions Parking Lot

3 OBJECTIVES After attending Using OASys for Recruitment all participants will be able to: Understand the Roles of HR and EOD in the Recruitment Process Navigate to HR and EOD Hiring Department Resources Access UNF s Online Employment website (OASys) Create Recruitment Requests, while Understanding the importance of Critical Fields on the Recruitment Details Tab Submit Different Types of Recruitment Requests to the correct Routing Queues Review Applications and Uploaded Documents Understand Certification of the Applicant Pools Change Applicant Statuses Complete a hiring proposal Understand the direct hire process for Students and OPS

4 Introductions HR and EOD Roles Human Resources Equal Opportunity and Diversity USPS (Support Staff) A&P (Administrative and Professional) OPS and Student Faculty

5 HIRING DEPARTMENT RESOURCES (ACCESS VIA HUMAN RESOURCES WEBSITE)

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9 ACCESSING THE ONLINE APPLICANT SYSTEM ( OASYS )

10 Step 1: Navigate to Step 2: Log In Note: Google Chrome is the recommended browser for OASys.

11 Step 3: Click the Staff Tab Step 4: Click OASys (NEW) Hiring and PD Module Note: OASys (ARCHIVE) Hiring and PD Module contains archival recruitment and PD information created before 6/30/2017

12 UNF Online Employment Website Direct Links UNF Employee Applicant All budgeted employees have access to the employee site, but access to initiate or approve actions must be requested, and approval is given by the Human Resources department. NOTE: Google Chrome is the recommended browser for OASys

13 To access OASys directly, navigate to Note: OASys uses Single Sign-On Authentication. If you are already logged in to MyWings, you will not have to log in again to access OASys, and you will not see this screen. Click the SSO Authentication link

14 Note: OASys uses Single Sign-On Authentication. If you are already logged in to MyWings, you will not have to log in again to access OASys, and you will not see this screen. Enter your N-number and MyWings password to log in

15 OASys Home Screen The default module is Applicant Tracking (blue). Switch to Position Management (orange) to work on position descriptions. The default user type is Employee. Switch to Initiator, Dean/Director/Dept. Head, or Applicant Reviewer to take actions. My Links: Use these links to access the applicant site or the archival OASys site

16 Common User Groups User Group Function Notes Employee Initiator Dean/Director/ Department Head Applicant Reviewer Search Committee Member View your own position description Begin recruitment and PD actions; create hiring proposals; fill postings Approve recruitment and PD actions Review applicants and change their statuses Review applicants Personal scope; All budgeted employees have this user type Departmental scope; Assigns Applicant Reviewers and Search Committee Members Departmental scope; Also has access to initiate actions Personal scope; ARs only have access to postings to which they are assigned Personal scope; SCMs only have access to postings to which they are assigned Other users include Academic Affairs, Division/Budget, VP, EOD and HR.

17 My Profile My Profile shows user account information, user Groups, and settings Use these links to edit your information, request a new user group, or change settings Click Position Descriptions to view your own PD

18 Applicant Tracking Home Page Note: You can also access your inbox and Watch List through these links Inbox: These items require your action Watch List: Allows you to follow the progress of items that matter to you. By default, your watch list includes all items that you create.

19 Find Recruitments To Search for Recruitments Hover over Postings, and choose Support, Faculty and A&P -OR- OPS/Student

20 Find Recruitments Hover over Saved Searches to view your options Note: By default, all postings you have access to view, in any workflow state, will be included in the search results. Use filters and Saved Searches to tailor results.

21 Find Recruitments Global Saved Searches Saved Search All Postings Function Default; All postings in all workflow states for all departments you have access to Active Postings Pending Historical All open postings accepting applications Recruitment requests awaiting completion or approval; Includes drafts and postings submitted for approval Postings in a workflow state of Filled or Cancelled

22 Find Recruitments Personal Searches Step 1: Click Search Options Step 2: Add more information by adding columns; Filter results by department and/or workflow state Step 3: Click Save this search? if you would like to save these parameters The Draft filter and Working Hours columns have been added to this search.

23 Find Recruitments Saving Personal Searches Step 1: Click Save this search? Step 3: Save this Search Step 2: Name the Search To make changes to a previously saved personal search, use the override function. To delete a personal saved search, select the search, click Delete this Search, and confirm.

24 CREATING A RECRUITMENT REQUEST

25 Types of Recruitment Requests From Position Type From Posting from Position Description Faculty, OPS, or Student postings Faculty, OPS, or Student postings REQUIRED for all Support and A&P postings almost entirely blank pre-filled data from previous filled/cancelled posting pre-filled data from latest approved PD

26 APPROVAL ROUTING QUEUES Faculty Initiator/DDD Equal Opportunity and Diversity Vice President Human Resources Administrative (A&P) Initiator/DDD Equal Opportunity and Diversity Vice President Human Resources (Class & Comp) Human Resources (Employment) Support Staff Initiator/DDD Vice President Human Resources OPS Student Initiator/DDD Initiator/DDD Human Resources Human Resources NOTE: OPS and Student positions can also be filled via the direct hire process, without advertising the position publicly.

27 Testing Site/Sandbox 1. Log out of OASys 2. Navigate to 3. Log in with your N-number and MyWings password 4. Double check that the web address contains unf-sb 5. Triple check that you are not logged into OASys in another tab or window

28 Creating a Recruitment Request Step 1: Change your user group to Initiator (or DDD) Note: When you take an action or transition between screens, this information bar will appear to confirm the change

29 Creating a Recruitment Request Step 2: Hover over Postings and click OPS/Student Note: For this example, we will create an OPS posting.

30 Creating a Recruitment Request Step 3: Click Create New Posting

31 Creating a Recruitment Request Step 3: Create from Position Type Note: Create from Posting allows you to pre-populate information from a previously filled or cancelled posting.

32 Creating a Recruitment Request Posting Settings Page 4a. Enter Title Step 4: Complete the posting settings page Note: Division and Department will default, unless you have access to more than one. If the correct department is not available, contact HR before you proceed.

33 Note: The References section is never completed for Student, OPS, or Support postings. Always leave offline application instructions blank. 4b. Select correct application type 4c. Create New Posting

34 Creating a Recruitment Request Posting Details Step 5: Complete Posting Details Enter position number, position type, and full time/part time status Note: You may get an error message when you click here. This can be ignored.

35 Creating a Recruitment Request Posting Details, continued Note: Hours is optional for OPS positions, and can refer to a shift (8am-5pm) and/or number of hours per week.

36 Creating a Recruitment Request Posting Details, cont. All non-student employees, plus students in specific positions must undergo a background check. Check the Background Check box for those positions, Click the link to open a PDF of Definitions, then copy and paste the definition in the box below.

37 Creating a Recruitment Request Posting Details, continued Use Open Until Filled - Yes or the posting will be taken down automatically on the Application Deadline date Note: Applicant Reviewers are the only users who can change applicant statuses. The initiator and hiring official (DDD) should always be added, as well as anyone else who may need to review applications. Click to determine the correct special instructions. You can also add additional information that may be useful to applicants. Click Save then Next to check this page and move to the Budget Summary tab

38 Creating a Recruitment Request Budget Summary Step 6: Complete Budget Summary (aka Labor Distribution) Enter index, fund and org. Percentage will be 100 if you have 1 budget summary entry. Note: If a position has more than one funding source, Add Budget Summary Entry. Keep in mind the total percentage must equal 100.

39 Creating a Recruitment Request Supplemental Questions Step 7: Add Supplemental Questions (optional) Supplemental Questions are usually optional. To skip this tab, click Next. To add a question, click Add a question. Note: Supplemental questions are required for internal postings (to screen out external applicants) and for Support positions (to ask about Veterans Preference)

40 Creating a Recruitment Request Supplemental Questions, continued Use the keyword search and/or category options to search for a question. Check the box and click Submit to add a question. Or, click Add a new one to create your own if you can t find the one need using the search function.

41 Creating a Recruitment Request Supplemental Questions, continued To add a question, name it and select a category. Enter the question exactly as it will appear to applicants. Select Open Ended to provide applicants a text box. Select Predefined to create options Once you have created the question and answers, click Submit.

42 Creating a Recruitment Request Supplemental Questions, continued Select Required Click the question to reveal the answers and more options. Select Disqualifying to screen out applicants who choose this answer. Assigning Points allows reviewers to rank applicants based on their answers. Note: You may only disqualify based on the posting s stated required qualifications. After adding all questions, click Save and Next

43 Creating a Recruitment Request Documents Needed to Apply Step 8: Add Documents Needed to Apply (optional) Note: All documents should be Not Used or Required. The only exception is DD-214, which must be chosen for ALL Support/USPS postings, and marked Optional. After selecting documents, click Save and Next

44 Creating a Recruitment Request Guest User Skip this tab Step 9: Guest User Skip this tab Click Next to skip this tab. Note: If you think a posting needs a Guest User, please contact HR. In almost all cases, that user can be added as an Applicant Reviewer (or Search Committee Member) instead. Budgeted UNF employees can never be guest users, as they all have OASys accounts.

45 Creating a Recruitment Request Review Summary Step 10: Review the Posting Summary Edit by clicking Edit up top or next to any section heading. You may add a note to the posting by clicking History

46 Creating a Recruitment Request Submit for Approval Step 11: Submit the Request Student and OPS positions can be submitted to the DDD or directly to Human Resources

47 FOCUSING ON CRITICAL FIELDS (Posting Details Tab)

48 Critical Fields Posting Details OPS/Student Position Numbers Note: You will get a warning message when you click here. This can be ignored, or you may choose to right-click the link and open a new tab.

49 Critical Fields Posting Details Required Qualifications For Support and A&P, required qualifications must match those on the position description. Regardless of position type, the person who is hired must meet the required qualifications. Use Preferred Qualifications or Departmental Requirements for additional qualifications. Student or OPS:

50 Critical Fields Posting Details Required Qualifications Support or A&P: Faculty: Populated from position description Additional qualifications:

51 Critical Fields Posting Details Statements of Understanding For Support and A&P, statements of understanding should match the position description. The PD may need to be modified. All non-student employees must be background checked Some student positions, such as RAs, require background checks Check the box and paste the definition in the text box below

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53 Critical Fields Posting Details Dates Support, A&P, and Faculty Recruitments must be posted for a minimum of ten business days (2 full weeks) and have a deadline and/or review date. For A&P and Faculty postings, EOD may review and certify the applicant pool on the review date.

54 Critical Fields Posting Details Applicant Reviewers Applicant Reviewers are the only users authorized to change applicant statuses. Add both the Point of Contact and Hiring Official associated with the position Add anyone else in the department who will need to view applications If someone is assigned as a Search Committee Member, they should not be assigned as an Applicant Reviewer Applicant Reviewer names are not visible to applicants; POC and Hiring Official are.

55 Critical Fields Posting Details Special Instructions Support, A&P and Faculty postings must include: 1. Instructions for applying 2. Required documents to be uploaded or mailed 3. Contact Information 4. Deadline or Review date If the posting requires a Department Specific Document you must explain the requirements here. You may also include information such as how many references applicants should list on their application.

56 Critical Fields Posting Details Applicant Reviewers Applicant Reviewers are the only users authorized to change applicant statuses. Add both the Point of Contact and Hiring Official associated with the position Add anyone else in the department who will need to view applications If someone is assigned as a Search Committee Member, they should not be assigned as an Applicant Reviewer Applicant Reviewer names are not visible to applicants; POC and Hiring Official are.

57 Critical Fields Supplemental Questions Supplemental questions allow you to add questions to the application that must be answered. You may create multiple choice or open-ended questions. Multiple choice questions can have scores associated with the answers, and can even be used to automatically screen certain answers. All Support Staff/USPS positions at UNF are subject to Veteran s Preference Applicants can indicate eligibility on their application OR as an answer to a supplemental question This question is required for all Support/USPS postings:

58 Critical Fields Documents Needed to Apply Any documents selected will be required to be uploaded as part of the application If a document is to be mailed, do not select it as a required document type. Instead, include mailing instructions in the Special Instructions If the desired document type is not listed, choose Department Specific. In the special instructions, state what should be uploaded for that document type. For example: Please upload two reference letters as the Department Specific document.

59 Critical Fields Search Committee Members

60 Critical Fields Search Committee Members Budgeted UNF employees EOD will review and approve search committees before posting

61 Critical Fields Search Committee Members Creating an Account Note: You should always search existing members before requesting a new account. If the posting does not have a formal search committee, but a non-unf or non-budgeted employee needs to view applications, contact HR.

62 Critical Fields Search Committee Demographics Note: Ethnic and Gender Composition of the Hiring Unit and Proposed Search Schedule is required for all A&P and Faculty positions

63 Critical Fields Reference Letter This feature is optional for Faculty and A&P positions requiring reference letters. If you would like the system to automatically contact references, follow these steps:

64 Critical Fields Reference Letter

65 Note: Both the Reference Letter tab and the Settings page must be completed in order for this feature to work Critical Fields Reference Letter

66 Critical Fields Submitting a Posting Once a posted has been created and saved, it will be in a Draft state To submit a posting, you must select Take Action on Posting and choose the next approver in the routing queue

67 Again, here are the APPROVAL ROUTING QUEUES Faculty Initiator/DDD Equal Opportunity and Diversity Vice President Human Resources Administrative (A&P) Initiator/DDD Equal Opportunity and Diversity Vice President Human Resources (Class & Comp) Human Resources (Employment) Support Staff Initiator/DDD Vice President Human Resources OPS Student Initiator/DDD Initiator/DDD Human Resources Human Resources NOTE: OPS and Student positions can also be filled via the direct hire process, without advertising the position publicly

68 ENTERING NOTES

69 Entering Notes Whenever an action changes workflow states, you will have the option to enter a note. Once you select the action, this pop up will appear to Submit your action. We encourage using the notes in this area.

70 Entering Notes The history tab of a posting or hiring proposal will includes all Notes, Workflow actions, and s. Anyone with access to view the action will be able to view the history.

71 REVIEWING APPLICATIONS AND DOCUMENTS

72 TYPES OF APPLICATIONS Faculty Support Staff/OPS/Administrative Student Employment

73 Reviewing Applications

74 Reviewing Applications

75 Reviewing Applications Note: If you don t see these options, check that you are signed in as an Applicant Reviewer and confirm that you have been assigned Applicant Review access for this posting

76 Reviewing Applications To review multiple applications, check off these boxes to the left Select Move in Workflow to change multiple statuses Select Download Applications to view applications and/or uploaded documents

77 Reviewing Applications Bulk Move in Workflow Bulk Download Applications

78 CERTIFY APPLICANT POOL Before a department can move forward with the interview process the Applicant Pool must be certified. Who certifies the pool? HR (Support) and EOD (A&P and Faculty) What are they certifying for Support Staff? 1. All applicants who are being considered for interview meet the basic qualifications. 2. Any applicant who claims and meets the criteria for Veterans Preference is granted an interview. 3. At least two Internal Applicants (if in the approved pool) are granted an interview. NOTE: EOD reviews A&P/Faculty applicant pools for diversity.

79 TYPES OF APPLICANT STATUSES An applicant will be interviewed: Phone Interview, Campus Interview The position has been cancelled: Position Canceled, Position Cancelled at Filled An applicant has been selected as the finalist: Recommend for Hire (This status makes the hiring proposal available) An applicant has not been chosen for the job: Not Selected, Not Selected at Filled Contact the Office of Equal Opportunity & Diversity for information about OFCCP regulations regarding applicant status changes

80 HIRING PROPOSALS Once and applicant has been chosen, the department will initiate a hiring proposal. This encompasses the offer process and background screening, if required

81 Creating a Hiring Proposal Open your posting and view the applicant you have decided to hire. If necessary, open the Take Action on Job Application menu and move the applicant to the appropriate state to start a hiring proposal: Recommend for Hire Verify the applicant's name and the posting title, and select Start hiring proposal. Provide all information required on the hiring proposal editing page, such as the offer date and anticipated start date, starting salary, and other required information when prompted. Select Save or Next to save your changes.

82 Submitting the Hiring Proposal to HR For anyone requiring a background check, HR or EOD will initiate to the applicant. Once the results are returned, HR or EOD will move the status to Hire Approved, then you will be able to Fill the Position.

83 Hiring Proposal Workflow Faculty Applicant Reviewer selects Finalist Initiator/DDD selects "Offer Accepted" Initiator/DDD completes proposal EOD initates BG check EOD selects Hire Approved Administrative (A&P) Applicant Reviewer selects Finalist Initiator/DDD sends salary and start date to HR (Comp Review) HR reviews, and DDD is approved to extend offer Initiator/DDD completes proposal EOD initiates BG check; selects hire approved Support Staff Applicant Reviewer selects Finalist Initiator/DDD sends salary and start date to HR Human Resources extends the offer; initiates BG check Human Resources selects Hire Approved OPS Applicant Reviewer selects Finalist Initiator/DDD completes proposal Human Resources initiates BG check Human Resources selects Hire Approved Student Applicant Reviewer selects Finalist Initiator/DDD completes proposal Human Resources selects Hire Approved

84 DIRECT HIRE PROCESS Direct Hire (Student and OPS only): the department advertises and hires a student or OPS employee outside of OASys, but must use OASys to finalize the position.

85 OPS and Student Postings-Direct Hire Note: When clicking on links that lead to a tab outside of your current work area, you may get an error that says if you leave this page, all unsaved changes will be lost This does not affect what you are working in. Select Yes and the tab will open. But we encourage you to save as you go.

86 OPS and Student Postings-Direct Hire When creating your Posting Details, you are required to include one of the listed Special Instructions. When you click the link, it will display the instructions, one of them being Direct Hire. Copy and paste the content into the Special Instructions then continue to complete the posting then submit to HR for Approval. The Quicklink is the direct link to the posting. When a Direct Hire is used, save this link for use to send to the applicant to apply. You will be able to access this link on the Summary page as well.

87 OPS and Student Postings-Direct Hire

88 OPS and Student Postings-Direct Hire Once the job has been approved by HR, its status will change to Internal Posting Access Copy and paste this link into an and send directly to the Direct Hire you would like to apply for the job.

89 OPS and Student Postings-Direct Hire Monitor the posting through your Watch List to see if the Direct Hire applicant applied.

90 OPS and Student Postings-Direct Hire When the Direct Hire clicks on the link, they will be taken directly to the job and will also see the Special Instructions with their information.

91 OPS and Student Postings-Direct Hire Once you see the application. Switch to the Applicant Reviewer user type to change the status to Recommend for Hire.

92 OPS and Student Postings-Direct Hire Then, change your user type to Initiator and select start Hiring Proposal.

93 OPS and Student Postings-Direct Hire Provide the required personal information

94 OPS and Student Postings-Direct Hire Note: All employees must process for payroll on or before their first day of work. This is a legal requirement and there are no exceptions. Provide the required position information and payroll processing dates

95 OPS and Student Postings-Direct Hire Notes entered here will be attached to the Hiring Proposal. This is the place to enter time entry methods, timesheet orgs, etc. if applicable.

96 OPS and Student Postings-Direct Hire You will not need to take an action on this page. Select Next.

97 OPS and Student Postings-Direct Hire Note: For anyone requiring a background check, HR will initiate to the applicant. Once the results are returned, HR will move the status to Hire Approved, then the positon will be back in your Watch List to Fill the Position.

98 REVIEW OF NEW HIRE PROCESS Once the hiring proposal is complete, an EPAF will be generated. This is the electronic information moving from OASys to Banner and activating the new hire s position.

99 Support, Faculty, A&P Overview Notify HR or EOD to have position Closed Conduct interviews (HR approves Support interviews) Choose a finalist and initiate their Hiring Proposal Make the Job Offer (Note: HR extends Support offers) Complete the Hiring Proposal EOD or HR will initiate background screening and note Hire Approved Change the statuses of all other applicants to Not Selected Fill the position

100 Exceptions There are several position types or situations which are EXEMPT from using the new hire OASYS process: Part-Time (adjunct) faculty Graduate Assistants (including teaching and research assistants) Positions paid using a service contract Departmental promotions Adding an additional job to an employee who has worked at UNF before

101 QUESTIONS?