UTHealth Applicant Tracking System (ATS) Faculty Recruitment

Transcription

1 UTHealth Applicant Tracking System (ATS) Faculty Recruitment

2 The objectives of this session are to: Review the Workflow steps of the faculty requisition and candidate tracking process Outline the process for creating faculty requisitions Follow candidates as they progress through the hiring process Recognize the end of the hiring process and steps to close the requisition Communicate resources available to support the faculty recruiting process OBJECTIVES

3 Section 1 Standard Faculty Posting Process Section 2 Search Waiver Process OBJECTIVES Section 3 Resources and Contacts

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5 STANDARD FACULTY POSTING PROCESS Prep Log In to the Applicant Tracking System (ATS) Create a Faculty Requisition Search Review Applicants & Identify Candidates for Interview Interview Applicants Select Finalists Select Final Candidate & Obtain Hiring Approval Close Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS FACULTY RECRUITMENT PROCESS STEPS Advertise Externally as Needed 8 Extend an Offer Close the Requisition

6 PREP Phase I - Prep Log in to the Applicant Tracking System Create a Faculty Requisition Advertise Externally as Needed

7 LOG IN TO ATS Log in to the Applicant Tracking System using your UTHealth username and password.

8 PREP Phase I - Prep Log in to the System Create a Standard Faculty Requisition Advertise Externally as Needed

9 CREATE A STANDARD FACULTY REQUISITION To initiate a Faculty Requisition, from the left menu, under Create Requisition, click FROM TEMPLATE. Reminder: Prior to posting a position, obtain the appropriate approval to hire based on your school s procedure.

10 CREATE CREATING A A STANDARD FACULTY REQUISITION Select Faculty from the drop down box for the Job Category.

11 CREATE CREATING A STANDARD A FACULTY REQUISITION On the next screen, click Create for the type of position being created. For a standard faculty requisition, click Create below Faculty Position.

12 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Posting Details The Posting Details tab is used to create the job description. Fields denoted with an asterisk must be completed to submit the requisition.

13 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Additional Summary Specific to Job The description of the position being posted should be placed in the field to the right of Additional Summary Specific to Job.

14 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION In the Comments section at the bottom of the page, you should enter the official Position Title. This title will be used for the job posting. After completing all necessary information, click Continue to Next Page.

15 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Posting Specific Questions You can add questions to the requisition in order to screen potential applicants.

16 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Guest Users Guest users accounts allow search committee members who are not assigned to the requisition view only access to review CV s and applications for that specific requisition only. The system will generate a user name The person setting up the guest account will assign a password of 6 characters or more

17 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Attaching Documents Notice the Posting Documents tab where you will later upload the following documents before closing the requisition: Search Committee information sheet Copy of any advertisement if applicable

18 CREATE A STANDARD FACULTY REQUISITION CREATING A STANDARD FACULTY REQUISITION Review the Requisition Review the requisition for accuracy. If you need to make a change or edit the requisition, select EDIT to return to the requisition. Select Submit for Approval and click CONTINUE if you are satisfied with the requisition. HR will review and post the requisition. Once posted, you will receive confirmation with the requisition number. All faculty job postings will remain open for a minimum of ten (10) days.

19 PREP Phase I - Prep Log in to the System Create a Standard Faculty Requisition Advertise Externally as Needed

20 ADVERTISING EXTERNAL POSTINGS Language Requirements for External Advertisements Minimum language required: EOE/M/F/Disabled/Vet. Preferred language: UTHealth is an EEO/AA employer. UTHealth does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or any other basis prohibited by law. EOE/M/F/Disabled/Vet. Other Requirements All external advertisements must direct potential applicants to apply through UTHealth s career webpage at Posting on UTHealth s career webpage ensures that the job will also be posted on WorkinTexas.com as required by law. Applicants must be informed that only applications received through the online system will be considered. Faculty positions posted externally must be posted on for a minimum of ten (10) calendar days.

21 SEARCH Phase I - Prep Review Applicants & Identify Candidates for Interview Interview Candidates Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

22 REVIEWING APPLICANTS Three Key Activities Review completed applications and documentation for each candidate Identify the candidates to be interviewed Update each candidate s status after review in ATS

23 REVIEW APPLICANTS Review Active Requisition List After your requisition has been submitted and reviewed by Human Resources, you will then be able to view it in your list of active positions after you login. To view applications for a specific position, click on View underneath the position title.

24 REVIEWING APPLICANTS Submitted Applications If the applicant has successfully submitted an application, you will be able to view the Profile/Contact Form and any of the following, if attached: CV/Resume Other pertinent letters, recommendations, list of accomplishments, etc. During the application process, we now also provide applicants with the opportunity to submit demographic data to support compliance with OFCCP guidelines. After the applicant successfully applies, he/she will receive an thanking them and confirming their application has been received. An applicant can only be considered for the positions to which they applied. It takes less than 10 minutes to apply to a faculty position on our website.

25 S Successful Receipt of Applicant s Application Thank you for applying for the Faculty Position - Instructor position and for your interest in the University of Texas Health Science Center at Houston. Your application materials were successfully received. You will be contacted if additional information is needed or the search committee wishes to request an interview. You may view the status of the position by returning to this site and using your personal username and password. We invite you to follow the latest university updates and breakthroughs breaking on Twitter and by visiting the university's official Facebook page: Thank you, Human Resources The University of Texas Health Science Center At Houston

26 REVIEWING APPLICANTS Review Individual Applicant s Application and Documents Review the application, resume/c.v., and any other submitted documents for each applicant and determine which applicants you wish to interview. After you review each of the applicant s documents, update the applicant s status to denote their current status within the recruiting process.

27 REVIEWING APPLICANTS Update Applicant Status Why a Status Change is Needed As the applicant moves through the selection process, the status is updated so that the Hiring Manager and others involved in the hiring process can review where the applicant is in the process. A change in status will not result in a communication to the applicant unless the status is changed to not hired.

28 REVIEWING APPLICANTS Select Reason Code Remember: If at any point you determine the applicant will not move forward in the selection process, you may change their status to Not Hired and select the most appropriate reason by clicking the drop down arrow in the Choose Option Below field. This status change WILL result in an notifying the applicant that he/she is no longer being considered for the position.

29 Dispositioning Below is the sent to an applicant or candidate who is no longer being considered for the position. Your application is no longer being considered by UTHealth for the position of [position title]. Thank you for your interest in UTHealth. Regards, Human Resources

30 SEARCH Phase I - Prep Review Applicants & Identify Candidates for Interview Interview Candidates Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

31 Select When changing Finalists an applicant s status to Not Hired, the following is sent to the candidate s address listed on their electronic application. All finalists should be dispositioned in the system as finalists. Finalists should not be dispositioned as not hired until after the candidate that is selected for hire has accepted an offer of employment.

32 SEARCH Phase I - Prep Review Applicants & Identify Candidates for Interview Interview Candidates Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

33 SELECT When changing FINAL an applicant s CANDIDATE status to Not Hired, the following & OBTAIN is sent to the HIRING candidate s address listed on their electronic application. APPROVAL For the candidate selected for hire, the status for the candidate should be changed to Selected for Hire-Faculty EEO Review. This will initiate the electronic review process through the offices of Human Resources Equal Opportunity (EO) and Executive Vice President of Academic and Research Affairs (EVPARA). Remember All required information must be attached to the requisition before sending to EO, this includes: Search Committee Form Copies of external advertisements

34 SEARCH Phase I - Prep Review Applicants & Identify Candidates for Interview Interview Candidates Select Finalists Select Final Candidate & Obtain Hiring Approval Extend an Offer

35 Extend an Offer Upon approval of the candidate selected for hire by the EVPARA, a system generated will be sent to the hiring manager. The hiring manager follows their school s process for generating an offer letter to the candidate selected for hire and extends the offer of employment.

36 CLOSE Phase I - Prep Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Close the Requisition

37 Disposition Remaining Finalists Once the candidate has accepted the offer of employment, the Hiring Manager must disposition the remaining finalist(s) which will result in an notification to the finalist(s).

38 CLOSE Phase I - Prep Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Close the Requisition

39 Create & Complete New Hire Checklist in ATS To initiate the hiring process, a new hire checklist must be created in ATS. To ensure timely processing and to avoid a delayed start date, please complete and submit the new hire checklist at least (10) business days prior to the desired start date.

40 Create & Complete New Hire Checklist in ATS Log in to the Applicant Tracking system Change the user type to Submitter Click on Change Group

41 Create & Complete New Hire Checklist in ATS Under Create Requisition, select From Scratch

42 Create & Complete New Hire Checklist in ATS Enter candidate information Enter position information *Required information is denoted with an asterisk.

43 Create & Complete New Hire Checklist in ATS Enter school/department information Click Continue to Next Page when finished *Required information is denoted with an asterisk.

44 Create & Complete New Hire Checklist in ATS Select Submit Non- Classified to Preemployment Click on Continue Note: if you need to collect additional information before submitting then: Select Save w/o submit Click on Continue

45 Create & Complete New Hire Checklist in ATS Click Confirm A confirmation message will then display indicating the check list has been successfully submitted

46 Create & Complete New Hire Checklist in ATS Once the new hire checklist is completed, HR will: contact the candidate selected for hire and obtain the necessary information needed to initiate the background check schedule the selected candidate to visit UTHealth to complete the health screening and all required documentation

47 Close Phase I - Prep Disposition Remaining Finalists Create & Complete New Hire Checklist in ATS Close the Requisition

48 CLOSE THE REQUISITION The Hiring Manager contacts HR to close the requisition.

49 PRE-EMPLOYMENT ACTIVITIES All candidates selected for hire must complete the pre-employment process and receive authorization from HR before they can start work. Authorization is provided after the selected candidate does the following: clears the background check clears the health screening completes required employment documentation, including an I-9 form Internationals must also receive clearance from the Office of International Affairs before they can start work. Pre-employment activities are initiated upon completion of the new hire checklist in ATS. A minimum of (10) business days are needed to complete pre-employment activities. Upon successful completion of the pre-employment process, an will be generated from HR to the hiring department advising that employment is authorized.

50 SECTION 2: SEARCH WAIVER PROCESS

51 WAIVERS A department may submit a request to waive a search committee if one of the following criteria applies: Non-Benefits Eligible Faculty Current or Former Fellow/Resident/Graduate Student Promotion to a Faculty Position Presidential Waiver HOOP Policy 189 Spouse/Domestic Partner Accommodation Emergency Appointment Acquisition of a Practice Current Fellows/Residents Temporary Hire A faculty member who is not eligible for benefits because of their part-time or casual status Hired into a permanent Faculty position and the UTHealth relationship ended no more than 1 year before date of hire Classified staff member is promoted to a faculty position within the same department Hiring spouse/domestic partner of newly hired UTHealth employee Department performance may be impaired as a result of vacant position Member of an acquired practice is joining the faculty Hired into a temporary Faculty or Management A&P title for the duration of their training. SECTION 2: WAIVER PROCESS Note: Search Waivers and Searches are not required when a faculty member changes rank within their school or if a current casual faculty member status changes into a regular appointment.

52 WAIVER PROCESS STEPS 1. Department obtains approval from Dean s Office for Waiver 2. Upon approval from the Dean s Office, Department is to submit the requisition with job description, this form and the Letter of Justification as attachments to the Applicant Tracking System 3. Human Resources will approve the requisition, which will create an internal job posting 4. Department sends the identified candidate the link to the job posting, so the candidate can complete a profile SECTION 2: WAIVER PROCESS

53 WAIVER PROCESS STEPS 5. Once candidate completes a profile and attaches his/her CV, Department changes the candidate s status to Selected for Hire EEO Review, triggering notice to Human Resources 6. Human Resources will verify all appropriate documentation is attached and forward to EVPARA for review and approval 7. Upon EVPARA approval, Department notifies School to begin the onboarding process for the selected candidate 8. After the candidate accepts the job offer, Department notifies Human Resources to close the requisition SECTION 2: WAIVER PROCESS Search Waivers and Searches are not required when a faculty member changes rank within their school or if a current casual faculty member status changes into a regular appointment.

54 WAIVER PROCESS STEPS The UTHealth Faculty Search Waiver Request form with instructions can be found on the Faculty Recruiting Resources website at: SECTION 2: WAIVER PROCESS

55 SECTION 3: CONTACT INFORMATION & RESOURCES

56 CONTACT INFORMATION Posting a Faculty Position Erin Jones General Recruitment Best Practices and Resources Linda Muyskens Search Waivers EVPARA Office Faculty Pre-Employment Process Raquel Young Equal Employment Opportunity Concerns Karla Crabtree SECTION 3: RESOURCES & CONTACTS

57 RESOURCES Resources to assist in the faculty recruitment process are available on the Faculty Recruiting Resources website at: SECTION 3: RESOURCES & CONTACTS