icims Instructions for Hiring Managers Secondments, Temporary Reassignments and Temporary Appointments (Contract)

Transcription

1 Contents 1.0 Overview Required pre-work Accessing an employee s position number in Manager Self Service Accessing your own position number in Employee Self Service Delegating direct reports to act as a Hiring Manager in icims (to direct reports only) Introduction to UWaterloo Talent Acquisition System (icims) Access UWaterloo Talent Acquisition System (icims) Introduction to your dashboard (icims home screen) Job requisition Creating a job requisition Log on to the UWaterloo Talent Acquisition System (icims) Enter the requisition details Submitting a job requisition for approval Monitoring the approval status for a job requisition Multiple postings of the same job Declined approval of a job requisition To post or not to post Kick-off with the Talent Acquisition Specialist Candidate review Reviewing candidates Scheduling an interview Post interview decision Reference checks External candidates Internal candidates Issuing an offer Hiring Manager offer approval Printing a copy of the offer for your records P a g e 1 11

2 1.0 Overview **Process Change Alert** Job evaluation will occur after the job requisition has been entered in icims and before the job has been approved. For all jobs the electronic approval process will occur after the job requisition has been completed. 1.1 Required pre-work Before you enter a job requisition, you will need the following: Required information Funding Source % of salary charged to each account An up-to-date job description P a g e 2 11 Source of information If not known, discuss with your manager or the financial officer for your department. (Note: if it is a new account, it must be set up by Finance before the job requisition is entered. (Contact coa-adm@lists.uwaterloo.ca) Enter the amount (0% - 100%). Ensure the job description is up-to-date following guidelines on the HR Website - Compensation If the job is Then you must Source of info Replacement of an existing role Find the Position number in myhrinfo Accessing an employee s position number in Manager Self Service 1. Log into MyHRinfo using your WatIAM login credentials 2. From the main menu, click on Manager Self Service See instructions found online 3. In the Manager Self Service menu, click on View Employee Personnel Info 4. In the Employee Personnel Information, find the position number(s) under the Position column for the person being replaced

3 1.1.2 Accessing your own position number in Employee Self Service 1. Log into MyHRinfo using your WatIAM login credentials 2. From the main menu, click on Self Service 3. In the Self Service menu, click on UW Job Information 4. In UW Job Information, click on UW Job Information 5. The Job Details screen shows your position number Delegating direct reports to act as a Hiring Manager in icims (to direct reports only) 1. Log into MyHRinfo using your WatIAM login credentials 2. From the main menu, click on Self Service 3. In the Self Service menu, click on Manage Delegation link 4. Click the Create Delegation Request link 5. Under Delegation Dates, next to the To Date, click the Calendar icon (Alt+5) 6. Click the Next button 7. On Delegate Transactions, Select the Create Job Requisition icims checkbox 8. Click the Next button 9. Under Choose Delegate, select the radio button to the left of the employee name you wish to delegate to 10. Click the Next button 11. Click the Submit button 12. Click the OK button P a g e 3 11

4 2.0 Introduction to UWaterloo Talent Acquisition System (icims) 2.1 Access UWaterloo Talent Acquisition System (icims) Hiring managers can access UWaterloo Talent Acquisition System (icims) from this link: (Note: this link can be accessed from the HR Website (Human Resources -> Support for managers -> Hiring). You will be prompted to enter your WatIAM user id and password. 2.2 Introduction to your dashboard (icims home screen) The UWaterloo Talent Acquisition System (icims) homepage includes a Hiring Manager s dashboard. Use this dashboard to access and monitor progress on jobs. 1. Log on to the UWaterloo Talent Acquisition System or Click on the UW logo at the top left hand of the screen to return to the home page (your dashboard) from within the system. 2. Click on the icims Requisition ID or the Job Title for information about the job 3.0 Job requisition 3.1 Creating a job requisition Log on to the UWaterloo Talent Acquisition System (icims) 1. Log on to the UWaterloo Talent Acquisition System 2. Click on the Create field at the top left hand of the screen and select Requisition Enter the requisition details Field Job Title Requisition Type Dept/Org unit code P a g e 4 11 Section: Position Information Unless this is a new job, the Job Title should be entered as it is currently listed on the HR website Enter the appropriate type. (Secondment/Temp Reassignment/Temp Appointment (Contract)) Enter the code, if known. Otherwise, type the Department or Organization Unit name and hit <Enter> to select the correct code from the drop down list

5 Full Time Equivalent (FTE) Hours per Week Job Status Grade/USG From Grade/USG To Hiring Manager Job Location Job Building Department/Unit Head Reports to Position # HR Partner Contingent on Funding Status Field Funding type 1 % of Salary Funding Source 1 Principle Investigator (if applicable) Enter appropriate number (1.0 or less) (E.g. A person who works 3 days per week in a 35 hour role would be a 0.6 FTE) Make the appropriate selection See list of HR Partner by department USG grade as per the job description Use this field for jobs which have a career path. If the job does not have a career path, leave this field blank This will default to the name of the person entering the job requisition. If the job requisition is being entered on behalf of a hiring manager, enter the hiring manager s name so that they will receive updates/notifications from the system relating to the job Make the appropriate selection. (This physical location for the job will appear in the job posting and help candidates search for UWaterloo jobs by location) Make the appropriate selection Enter the name in the search field and the drop down will return values Select the position number of the direct supervisor or enter their Job Title and select your response from the drop down list of values Make the appropriate selection Make the appropriate selection Section: Funding Source Information Make the appropriate selection. NOTE: Operating = department funds If there are multiple sources of funding enter the % for each source as a number (E.g. 50, not 50%). (Note: the total of all sources must add up to 100) Enter the account that will be used to fund this job. (Note: your manager and/or the financial officer for your Department/Organization Unit will know the account) If the job is being Research funded, this field must be completed to ensure the appropriate approvals are collected up front. Note: if there is more than one funding source, complete Funding Source 2. If there are more than 2 funding sources, use the Additional Information section at the bottom of the requisition to explain. For the next section of the job requisition, complete Requisition Type 3. Section: Requisition Type 3 Secondment/Temp Reassignment/Temp Appointment (Contract) Field Job Description Organizational Chart Duration P a g e 5 11 A job description is required for all roles. Job descriptions need to follow UWaterloo s standard template An Org Chart is required to evaluate a new job Please provide the entire term of the appointment

6 Completing this field will give the Talent Acquisition Specialist direction on what you want to do with the role. At this stage, you can choose to advertise the role (Internally, Externally, or both), or choose not to advertise. If you re Job Posting Location not advertising because you have a preferred candidate in mind, select No Posting Required. If you are extending an existing appointment, select Extension and proceed to enter the employee s name Use the Additional Information field to provide any relevant information that may be helpful to approve the job. When complete, click Next (top right hand section of the screen). 3.2 Submitting a job requisition for approval You must add the HRP as an approver for the job. Select Save. 1. At Add Approvers field, click on the drop down list and select HR Partner. The name of the HR Partner entered on the job requisition will be displayed 2. Click on Save & Begin Approval The HRP will review the job requisition for completeness, approve the job and then initiate the approval process which will be based on the job type as follows: Secondment/Temp Reassignment/Temp Appointment (Contract) **Process Change Alerts** The Approval Path is 1. Department Head 2. Executive Council Paper-based approvals have been eliminated. Job approvals will be completed within the UWaterloo Talent Acquisition System (icims) 3.3 Monitoring the approval status for a job requisition Once the HR Partner submits the job for approval, a Hiring Manager can monitor its progress. 1. Log on to the UWaterloo Talent Acquisition System (icims) or Click on the UW logo at the top left hand of the screen to return to the home page (your dashboard) from within the system 2. At Requisitions Pending Approval, click on the icims Requisition ID 3. Click the Approvals Details tab to see who is on the approver list and the status of the approval P a g e 6 11

7 3.4 Multiple postings of the same job In situations where a Hiring Manager wants to create multiple openings for the same job, they can do so as follows: 1. Create a job requisition and submit it for approval 2. Click on the UW logo at the top left hand corner of the screen to return to the home page (your dashboard) 3. At Requisitions Pending Approval, click on the icims Requisition ID for the job which requires multiple postings 4. Click the Copy button (near the top left, under the job title) to create a duplicate job requisition Update any fields as required (E.g. Position number) Submit the job for approval 3.5 Declined approval of a job requisition If an approver has a concern with the information on the job requisition, they may decline the job. If the job is declined, the Hiring Manager will receive an notification along with the approver s reasons for declining the job. If appropriate, the job requisition can be copied, modified as necessary, and then re-sent through the approval path. 1. Hiring Manager will receive an notification that the job has been declined and the reason why it was declined 2. Click on the link in the notification and log on to the UWaterloo Talent Acquisition System. 3. To re-submit the job for approval (if appropriate): Click on the UW logo at the top left hand of the screen to return to the home page (your dashboard) At Requisitions Declined, click on the icims Requisition ID you wish to re-submit for approval Click the Copy button (near the top left, under the job title) to create a duplicate job requisition Update any fields as required. Click Finish At Add Approvers field, click on the drop down list and select HR Partner The name of the HR Partner entered on the job requisition will be displayed Click on Save & Begin Approval (The HRP will review the job requisition for completeness, approve the job and then re-initiate the approval process) P a g e 7 11

8 4.0 To post or not to post A Talent Acquisition Specialist will be assigned to support your recruitment process. They will contact the Hiring Manager after the requisition is approved to kick-off the recruitment phase. If you have a candidate in mind, you can skip the posting: Note: this option is only available if you are planning to hire as a temporary appointment; secondments must be posted. Have the candidate create a profile in icims (template instructions available from Talent Acquisition Specialist ) When you know your candidate has created a profile, notify the Talent Acquisition Specialist so they can add your candidate to the posting to begin the offer process 4.1 Kick-off with the Talent Acquisition Specialist During the recruitment kick-off, the Talent Acquisition Specialist will contact the Hiring Manager to discuss the necessary qualifications and potential screening questions before posting the job. Notes: Temporary Appointments can be posted any day of the week Roles posted simultaneously as a secondment and a temporary appointment follow the internal posting timeline and roles must be fully approved by the previous Friday in order to be posted the following week on Wednesday. 5.0 Candidate review The assigned Talent Acquisition Specialist will share new candidates with the Hiring Manager for review every Friday (the level of pre-screening may be discussed during the kick-off). An notification will automatically be sent to the Hiring Manager when resumes have been moved to the HM Review Bin. 5.1 Reviewing candidates As per Policy 18, the Talent Acquisition Specialist will first release internal (secondment) candidates for review to the Hiring Manager on Friday morning after the job has been posted for 7 business days (Wednesday 8:00 AM to the following Thursday at 11:59 PM). Note: This may change due to holidays and will be communicated across campus prior to the affected dates. If you have internal secondment candidates, you will need to have a conversation with your Talent Acquisition Specialist regarding the candidate qualifications and how you are moving forward. The Hiring Manager must call all internal candidates who do not meet with posted qualifications to decline them for the position before external candidates are shared for review. The Talent Acquisition Specialist will work with the Hiring Manager on the decline message, if needed. If you decline your internal applicants OR if you do not get any internal applicants, the Talent Acquisition Specialist will share external candidates to the Hiring Manager for review. New applicants will be collected and moved every Friday to the HM Review Bin for the Hiring Manager to review their new candidates. P a g e 8 11

9 Note: Talent Acquisition will not be involved in the internal secondment interviews and does not need to interview your preferred external candidate if your search goes external. 1. Hiring Manager will receive an notification that there are candidates to be reviewed for the job 2. Log into the UWaterloo Talent Acquisition System (icims) 3. Review each candidate and decide how to proceed: Click on the icims Requisition ID or Job Title. At Job Details screen, click on the People tab to view the candidates for the job. Click on the Status: Hiring Manager candidate review. Double-click on the Status: Hiring Manager Candidate Review. Click on the name of each candidate displayed Click on the Resume tab to see their resume Click on the Screen tab to see how the candidate responded to the screening questions Note: Candidates can only have one resume attached to their profile. When you access their profile, only the most recent version of their resume will be visible. 4. Click on the green Advance button and indicate how you wish to proceed with each external candidate: Reviewed; not qualified Reviewed; not sure Reviewed; selected for interview Note: Hiring managers should never click on Reject for a candidate. Only when the job has been filled will unsuccessful external candidates be advised that they were not selected 5. An applicant(s) can be shared with other people involved in the Recruiting process: Click on the box beside the applicant(s) name(s) Click on More Actions (bottom of the screen) Click on Share Follow the prompts in the template to enter the name(s) of people who you want to share the candidate(s) with Hit Send The people with whom you shared the applicant(s) will receive an with the applicant(s) resume(s) attached 5.2 Scheduling an interview The Hiring Manager will schedule and conduct interviews with their preferred candidate(s). P a g e 9 11

10 5.3 Post interview decision Once the Hiring Manager has interviewed a candidate, they need to make this update in icims to reflect the outcome of the interview. 1. From the Hiring Manager Dashboard click on My Open Requisitions. 2. Click on icims Requisition ID or Job Title At Job Details screen, click on the People tab to view the candidates for the job Click on the Bin: Review Double-click on the Reviewed: Selected for Interview Click on the name of the candidate who you have interviewed 3. Click on the Advance button and indicate how you wish to proceed with the candidate: Interview: o Completed; not selected o Completed; not sure o Completed; preferred candidate for HR action Note: Hiring managers should never click the red Reject button for a candidate. Only when the job has been filled will unsuccessful candidates be advised by the Talent Acquisition Specialist, via icims, that they were not selected. Note: Hiring Managers must personally advise internal candidates that they were not selected 5.4 Reference checks External candidates Talent Acquisition will contact the preferred candidate and request their references using our Reference Check Consent Form. Once the completed form is uploaded into the candidate s Reference/Education Check tab, the Talent Acquisition Specialist will send a Task to the Hiring Manager with step by step instructions on how to complete the references. At any time the Hiring Manager will be able to monitor the status of the recruitment process: 1. Log on to the UWaterloo Talent Acquisition System (icims) or Click on the UW Logo at the top left hand corner of the screen to return to the home page (your dashboard) from within the system 2. From the Hiring Manager dashboard, click on Requisitions Approved (Open) (Note: Click on More Results to see the full list if the requisition you are looking for isn t displayed) Click on the icims Requisition ID or Job Title for the job you want to monitor 3. Click the People tab to see the status of the various candidates (Note: Double-click on the Bin: Preferred Candidate to see how the preferred candidate(s) is progressing through the due diligence process) P a g e 10 11

11 5.4.2 Internal candidates For internal candidates, the Hiring Manager will conduct a reference check with the candidate s current manager. This process will be assigned as a Task through icims. Please send the completed reference back to the Talent Acquisition Specialist for the candidate s file. 6.0 Issuing an offer 6.1 Hiring Manager offer approval Once the reference checks are complete, the Talent Acquisition Specialist and the Hiring Manager will determine the job offer details. The Talent Acquisition Specialist will send those details over to the Hiring Manager for electronic approval before the offer is extended to the successful candidate by the Talent Acquisition Specialist. 1. Hiring Manager will receive an notification that there is an offer for their approval. An offer can also be accessed from the Hiring Manager s dashboard by clicking on Offers to Approve in My Inbox 2. Click on the link in the notification, or on the yellow thumb for the recruiting workflow, and review the Offer details 3. Optional: Scroll to the bottom of the screen and enter any comments you have about the approval 4. Select Approve or Decline Note: The Hiring Manager must contact the Talent Acquisition Specialist to discuss any questions/changes required to the offer 5. After the offer has been peer reviewed by another Talent Acquisition Specialist, Talent Acquisition will extend the offer to the candidate 6. Both the Hiring Manager and the Talent Acquisition Specialist are notified by the system when the offer has been accepted 6.2 Printing a copy of the offer for your records Once a preferred candidate has electronically signed their offer of employment and the requisition has been closed, you can print a copy to maintain in your records (electronically or hard copy). 1. On the Hiring Manager dashboard, under My Requisitions, click on Closed/Filled requisitions past 12 Months 2. Select the checkbox next to the name of the person you want to see the offer for and click on the iforms button in the row of buttons above the list of names 3. In the pop-up window, click on the Download button to open the download window 4. Without changing any details, click on Download (PDF) to download the offer. Note: Depending on your system settings, the file may pop-up, or you will need to click on the file that will download to the open window P a g e 11 11