Hire Touch Instructions for Hiring Staff:

Transcription

1 Hire Touch Instructions for Hiring Staff: This manual is to be used as a reference to guide you through the review and hire process in the Hire Touch System. Hire Touch is an application tracking system that has been customized for WNMU. Each applicant has an icon displayed to indicate their progress through the application process:

2 The search committee is assigned at the time the position is posted, and each committee member receives an that includes both the Faculty/Staff Employment and Recruiting Guide and the WNMU Affirmative Action Orientation (AAO). The AAO must be signed by each committee member and sent to the AA/EEO Officer. If the committee chooses to add or change the standard interview/reference questions, those changes must be approved by the AA/EEO Officer prior to the interview process. After the AAOs are signed and delivered, applicants can be reviewed. The committee will use the Disposition Code within the Applicant List in Hire Touch to keep track of the applicant status. If the individual is not qualified, simply click *Select Disposition for the applicant, choose the best reason and click on save.

3 The next step is choosing which applicants to interview. If the committee chooses not to interview an applicant, simply click the green bubble in the Dept. or Committee Review column for the applicant and select Less Qualified/No Interview and click on save. This will cause the bubble to turn black with an X in it. If the committee decides to continue to an interview, simply click on the green bubble in the Dept. or Committee Review column for the applicant and select Interview and click on save. This will cause the bubble to become a full black bubble and will open up a new green bubble in the Interview column.

4 Once the committee has decided which applicants to interview, the committee will reserve available time slots. Call the applicants, ask them if they are interested in interviewing for the position, and give them a choice of the available time slots. At the time the applicant accepts and schedules, you will formalize the interview by clicking the green bubble in the interview column for the applicant. This screen will build the schedule, so please fill in the blanks. This is a short description of the interview and the name of the position Add anyone that will be a part of the interview process. Click on the +, this will also send each attendee an and Outlook Calendar scheduler. The location of the interview will go here.

5 This is the all participants will receive about the scheduled interview. The scheduler The Applicant Everyone you added as an attendee will be listed here Add an accurate subject line This allowed the receivers to add the time to their Outlook Calendars In the body of the you would add a welcome and the itinerary for the interview. Click Send Once you finish scheduling the interview, the bubble will become a half-filled bubble. After you have decided which applicant will be offered the position, click on the half bubble for each interviewed applicant and choose Qualified: Proceed or Complete / No Longer Considered and click save. This is the last step for your applicants who were not chosen.

6 When you choose Qualified: Proceed you will see that the On-Campus Interview bubble is now complete and new bubbles have opened up. Click on the Hire Proposal bubble under the Hiring column for your chosen applicant. The Hiring Proposal takes the place of the All-in-one Contract request and will be routed as such electronically. You will come to this screen. (Please note that you may not have access to all the forms.) Locate the Hiring Proposal Form and click on Start.

7 On the Hiring Proposal, there are two critical fields to fill in: Actual Starting Salary and User Job Start Date. To allow time for the Hiring Proposal to be routed, allow two weeks for your Start Date. If the position is a limited term or temporary position, you will also enter an End Date. The rest of the fields will auto-populate from areas withing Hire Touch. Click on Submit in the lower left corner. Best practice is to call the applicant, make a verbal job offer, and if accepted, agree on a start date. If salaried, enter the annual Salary $30, If Hourly, enter the hourly amount $ /1/2016 Enter an end date only if limited term

8 Select the appropriate hiring approvers from the drop downs. Please let HR know if someone needs to be added. Once you have selected your approvers, click on Save. This action triggers an to the first approver. Once approved, the next in line is notified and so on.

9 Your are able to monitor your Hiring Proposal through the approval routing process by the following steps: 1. Find your posting and click on it 2. Find your applicant 3. Click on the half bubble for the applicant in the Hiring Proposal column. 4. Click on Approvals You can see when and what time an individual approved the proposal. The individual in red is the next in line to approve. After HR approves the Hiring Proposal, we create an Offer Letter for the applicant and an is sent to the applicant with instructions. After an offer is accepted, HR contacts all the applicants to inform them that position has been filled. All information regarding the applicants, reference checks and interview questions must be forwarded to the Department of Human Resources.