AABS Partner-in-Progress Recruiting. December 2018

Transcription

1 AABS Partner-in-Progress Recruiting December 2018

2 Recruiting Process Overview Hiring Manager Submits New Position/Reclassification Form to HRPR to start recruiting process New position/seat must be created Existing vacant position can be reclassified before posting Contact HRPR to determine the best way for refill position If no changes are needed for an existing vacant position, Hiring Manager can skip this step and submit Create Job Requisition Form. HRPR creates new position or reclassifies existing position in WD, and obtains approval for the new/updated position Expect 2-3 weeks time for the position creation or reclassification to be approved Hiring Manager submits Create Job Requisition Form to HRPR when ready to start the recruiting process This is specific information required in order to complete job posting in WD Hiring Manager provides supplemental questions and search committee members to HRPR on the form Some hiring managers may have specific timing desired to post the position (i.e., not immediately after the approval of position creation or reclassification), and can elect to inform HRPR on a proposed posting date range HRRP creates job requisition and obtains approval for posting. Search committee members are added to access the requisition Additional search committee members can be added at a later date during the initial screening stage if not initially included Search committee members will access candidates by typing the R-number (requisition number) in WD search bar (Make sure the search parameter is set to all of Workday )

3 Applicants apply to the job posting. HRPR reviews required minimum education and experience of applicants and moves qualified applicants to screening stage for search committee member review Fulltime experience (30+ hours per week) will receive full credit. Part-time experience (<30 hours per week) will receive one half credit. (Example: Two years of part-time experience will equal one year of fulltime experience.) The Initial Review is not to screen the candidates for preferred status or for interview. Hiring manager uses hiring matrix to keep track of candidate review and selection Hiring Manager and search committee members conduct interviews and reference checks, and determine final candidate to offer Hiring manager should not start interviewing until candidates are moved to Screen This ensures candidates who don t meet minimum qualifications won t be interviewed. They will be dispositioned from Initial Review. When ready to interview, notify HRPR of those being interviewed HRPR needs to move interviewed candidates to interview stage for HROE to check for duplicates It is not recommended to disposition candidates until offer is accepted New hiring matrix form will have disposition reasons for each candidate at appropriate stage to help HRPR disposition candidates on behalf of hiring manager Hiring manager should pay close attention to the veteran s preference of each candidate to comply with mandatory interview requirements (note: Foster Child preference only applies to offers, not interviews.) Each search committee member will receive a WD inbox item to rate the interview of each candidate who is in interview stage. This item needs to be submitted through WD inbox Hiring Manager submits New Hire Checklist and associated hiring documentation to HRPR to initiate offer in WD. HRPR will disposition candidates, move final candidate to offer, create offer letter based on terms submitted on the New Hire Checklist If the new hire is a new manager or if there are changes made to the existing org structure, be sure to submit a Supervisory Organization Request Form, so that appropriate sup org and reporting structure can be set up in WD Be sure to send HRPR any customized offer letter if needed, so that the standard WD offer letter can be edited It is encouraged to start a new employee at the beginning of the current pay cycle to ensure smoother payroll transition

4 HRPR completes the rest of WD hiring and onboarding processes HRPR sets up new hire onboarding to start new employee HRPR generates offer based on New Hire Form Offer will route for approval in Workday. Offer above the lower band will need appropriate approval to be attached in WD Recruiting Partner approval is needed before offer letter can be generated HRPR generate Offer Letter in WD and submit to candidate Candidate reviews and submits acceptance HRPR completes Did Candidate Accept Offer step in WD to move candidate to background check HRPR interacts with the new employee directly to assist them with onboarding steps HRPR moves new employee to hiring department s supervisory organization if applicable

5 Create New Position vs. Post Vacant Position When you have employee leaving soon and a replacement is needed: Position can be posted right away, but new hire can t be made until the position is vacated Reclassification of the position can also be started right away and then post, but new hire can t be made until the position is vacated New position can be created with the same title/duties or different title/duties, and posted. New hire can be made whenever ready. Good to consider when you don t know the exact date of employee termination; or need exiting employee to overlap with new employee for training Old PIN can be eliminated when employee terminates if it has been replaced by the new PIN Newly created position doesn t start encumbering until filled

6 Post Position vs. Internal Promotion Transfer (IPT) If a candidate internal to TAMU has been identified, IPT may be used to hire the employee. Make sure the employee qualifies for the new position. HRPR may consult with HROE before initiating IPT to determine qualifications. Employee needs to be in their previous position for at least three months. With multiple openings where some can be filled by IPT and some need posting, please consult with your HR Liaison to find best paths and timing forward

7 Minimum Qualifications and Equivalency If candidate doesn t indicate average working hours per week for part time positions? Assume less than 30 hours and give credit accordingly. If the required experience indicates related experience, what is considered related? Related experience should include either direct experience or inferred experience if duties and responsibilities are sufficient to determine. If information presented is insufficient, candidate can be declined for not meeting the minimum qualifications. Candidate will usually inquire about what was missing. If candidate s qualifications are unclear, HRPR will request HROE review and determination Department who prefer HROE screening of candidates for a particular posting can request assistance from HROE to complete screening

8 Unpost and Repost Positions New postings are set to be unposted automatically after 15 days. If hiring department wants shorter or longer posting time, please specify on Job Requisition Form Posting needs to be five days minimum If manual unposting is desired, please request no-auto unpost HRPR submits request to HROE for unposting. It may take hours for it to take effect Posting can be reposted if the review of existing pool doesn t yield desired candidate to proceed Do not interview before candidates are moved to Screen ; and notify HRPR when interviews are to commence If a viable pool is not available after position is unposted, hiring department can request job requisition to be reposted If some candidates are interviewed but no viable candidate is found to proceed with offer, hiring department must retain interview documentation and record the hiring matrix properly. Reposting can be requested without fail-search of the position provided: All candidates before and after reposting are included on hiring matrix and ranked consistently based on the same set of standards All candidates entering the pool after reposting that are ranked higher than the last candidate interviewed will also need to be interviewed If the posting didn t yield desired candidate, it may need to be re-examined to find the reason and fix the problem before reposting. In those cases, when changes are needed for the posting, the job requisition will need to be closed as a failed recruitment.

9 Active Recruiting Hiring managers should review candidates in Screen stage as soon as possible. Selection and interview should start immediate after an adequate pool is established and job requisition unposted. Hiring managers should keep details records on hiring matrix, interview notes, and reference checks Posting will keep moving down the queue with each passing day Good candidate will move on to other jobs Time can be saved on the recruiting stage instead of rushing for hire

10 Make an Offer Hiring manager should notify HRPR immediately when a candidate is identified and submit new budgeted hire form and all relevant hiring documents HROE requires HRPR to and notify them before candidate can be moved to Offer to review for Duplicates Minimum Qualifications Candidate applied correctly Relative Disclosure (Nepotism) Upon notification to proceed by HROE, HRPR can move candidate to Offer, propose offer compensation, generate offer letter, and complete related steps If hiring managers initiates offer and hire in WD, subsequent steps may bypass HRPR, and create problems and further delay to complete the hire. Please DO NOT bypass HRPR to move through offer and hire

11 Offer and Hire Steps Please follow the designated security role for each step this is designed for the process to run as intended Going outside of designated roles often doesn t expedite the process Any misstep will result in complicated problems to be fixed and further delay of the process

12 Background Checks and Degree Verification Separate CBC forms are not needed when using the Recruiting Process in Workday Candidate can only be moved to Background Check after the offer is accepted Background check link is only valid for seven days before expiring Background Checks are normally cleared within a week. But it can take longer, depending on candidate s personal situation New hire CAN NOT be cleared to work until BC has been cleared Please DO NOT degree verification form to HRPR it contains SSN. Please fax or Filex to HRPR, or use secure scan to folder from departmental fax machine when PITO completes setup

13 To Start or Not To Start It is strongly recommended to consider payroll schedule when proposing new hire start date Please plan at least three weeks time between offer and start date to allow adequate time for offer approvals as well as background check and degree verification clearance. If employee s hire date in Workday is entered too soon and employee is not able to start working due to delay in approval or clearance, this will result in corrections or out of compliance Even if there is time to clear new hire to start, when should hiring department consider delaying the start date to the beginning of next pay period? When proposed start date is after the monthly Paycal has been closed When biweekly employee is switching to monthly position and desired start date is in the early days of the current biweekly cycle WHY New employee will not get paid for the rest of the month until the pay date for the next month s salary Emergency check may need to be requested for financial hardship Payroll deductions may not be correct and other one time payments may be suspended when emergency check is requested for new hire, and therefore employee may be asked to write a check back for over payment

14 Onboarding Employee needs to complete I-9 section 1 on or before their first day following their offer acceptance Employee will need to come to HRPR for the rest of the I-9 process within three days of their official start date Your HR Liaison will reach out to new hire to schedule I-9 appointment. Please notify HRPR if you know there are situations when employee can t meet with HRPR within three days of their start date. Arrangements will need to be made ahead of time for off-site I-9 to be completed Please remind your employee to read instructions on I-9 documentation needed. Only original copies are accepted. Employee will need to keep up with their Workday inbox onboarding items in order to move through required steps to set up direct deposit and enroll in benefits New hire needs to work from the bottom of their Inbox to clear tasks READ careful on direct deposit instructions Contact HRPR if they have any questions HRPR can put employee in touch with Benefits to answer and resolve benefits related questions Biweekly employees should enter and submit timesheets even if their direct deposit hasn t been set up yet they will receive paper checks until direct deposit is set up

15 Useful Workday Tips Look for an Employee: Enter name of the person in the Global Search Bar (top left corner of the screen) Right click on the Employee s name to See in New Tab (SINT) the Employee s Profile. Click Actions capsule under Employee s name Scroll down until you see Worker History View Worker History by Category. Look for a candidate in a Recruiting Process: Enter name of the person in the Global Search Bar Right click on twinkie next to candidate name to SINT. Click the Actions capsule Business Process Business Process Event History. Select the appropriate job application you wish to view. Click OK. Click Process tab. Scroll to see Process History and Awaiting Action Items. Click Remaining Processes button for what s next. Look for requisition: Enter R number in the Global Search Bar What is the Candidate Grid: the table that lists all the candidates that have applied to a position. You can access the Grid in Workday by choosing the Candidates tab in the Requisition page. Enter Requisition number in Global Search Bar Select the Requisition once the Search Results are available on your screen Click on the Candidates tab IS THE CANDIDATE GRID Hiring Manager: Do NOT use candidate Grid to move candidate through the recruiting process. Complete WD Inbox items related to candidate to move through the recruiting process!

16 Useful Workday Tips Look up posting time frame: Go to requisition, under Job Postings tab

17 Retro process is designed to pick up pay changes in the last six weeks. Retro BP approval has an earlier due date than regular payroll due dates Timesheets must be submitted and approved by the retro date for the current pay period whenever there is change made to last three biweekly pay periods, regardless if timesheets for the previous periods were already approved previously Pay change picked up by retro process will be paid out with the next pay date A Word About Payroll Retro Process Biweekly Pay Period #10: 12/30 1/12 Retro process time sheets approval: 1/10 Regular time sheets approval: 1/14 Pay date: 1/18

18 What HRPR Recruiting Office Is and Does A supervisory organization created under AABS HRPR -- AARO New positions are created under AARO, or existing positions moved under AARO before being posted HRPR works with hiring manager to set up supplemental questions and search committee HRPR reviews candidates for required minimum education and experience, and moves candidates to allow hiring manager and search committee review Hiring manager and search committee review resumes, schedule interviews, and conduct reference checks. Hiring manager informs HRPR to move final candidate to offer HRPR completes WD related hiring items and conducts onboarding for new hire HRPR moves new hire back to hiring manager s supervisory organization after new hire starts

19 Key Success Factors for AARO Hiring Managers are relieved from most of the WD related items for the recruiting process They are handled by HRPR Communications are key to the success of this process please keep HRPR informed as quickly and as thoroughly as possible Hiring documentation is important in compliance HRPR can only take action in WD on your behalf when there is documentation to instruct us what to do Please allow as much time as possible for the hiring and onboarding processes to take place in WD to ensure smooth transition for employee Please refer to the New Budgeted Employee Recruiting and Onboarding Checklist Under AARO Process for detailed steps

20 Student Hire Overview

21 Student Hire Overview

22 Hire Initialization Hiring Manager submits hiring request through LF process. Students will then receive s from to provide additional, but required, information through Filex including: Completed Student Employment Questionnaire Copy of Social Security Number Driver License Employee Orientation completion certificate Completed Selective Service Form Work Study Certificate Proof of Enrollment Students need to be sure to share the uploaded documents with so that HR can have the download link Students must reply to the requesting documentation to provide passcode in order for HR to download and decrypt your documents.

23 Hire Initialization If any of the documents listed previously are missing or incomplete or HRPR is unable to retrieve the documents from Filex, then the hire process cannot proceed. In this instance, HRPR will send follow up s to both the student and hiring manager in an attempt to retrieve the required documents First notice is sent 2 days after hiring manager submits request If documents are not received within the following 2 days, HRPR will send another follow up notice After a total of 5 days and two follow up requests, HRPR will send a final notice. If documents are not received within the next 24 hours, the hire process will be terminated. Hiring Managers can re-initiate the process once the student is able to provide the required documentation.

24 Background Check After HRPR is able to process the student s uploaded documentation, student will also receive an to provide information for a background check. If the Background Check Consent is not given within the first 7 days, HRPR will contact HROE to resend the request The student will have an additional 7 days to consent to the Background Check After a total of 14 days and two Background Check Consent requests, the hire process will be terminated if the student doesn t complete the background check. Hiring Managers can re-initiate the process once the student willing to complete the Background Check. Background check process typically takes 3-5 business days. But it may take longer depending on student s individual situation.

25 New Hire Session After background check is cleared, student will receive an asking to schedule their new hire session. Certain original documentation is required during this new hire session. If your student does not bring the required documents or does not bring the original copy, they will have to reschedule their appointment for a later day. Additional details and a more comprehensive list of acceptable documents can be found here on the U.S. Citizenship and Immigration Services website New Hire Sessions will be held in our new location at Eastmark after December 19, 2018

26 New Hire Session If students do not schedule their appointment within 2 days of receiving the background check clearance , HRPR will send an initial follow up notice to student and hiring manager. If students do not scheduled their new hire session after a total of 5 days, Hiring Managers will need to set up a hire date with the student. On the student s first day of work, the Hiring Manager will need to send the student to AABS for their new hire session. Hiring Managers, please hrpr@tamu.edu once a hire date has been set. Please note if student does not bring original copies of the required documentation, the student is not clear to work. The Hiring Manger will need to coordinate with their student to reschedule their hire date and their new hire session. Dual employed student can t start work until dual employment has been approved! Students are cleared to work after their New Hire Session has been completed.

27 HRPR Contact