NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 1

Transcription

1 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 1 Generic Job Openings Generic job openings (i.e. PT Faculty College of Business Administration) will be posted on the Employment Opportunities Board for each college. Potential applicants should be directed to these generic postings to apply for job openings. Applicants MUST attach a vitae and official transcripts for highest degree obtained. If the required documents are not attached the application will be considered incomplete and will not be processed. Step 1: HPM: Upload the Course, Rank and Rate Form 1. Review the applicant s vitae and transcript. 2. Complete the course, rank and rate form located on the HR Forms website. 3. Login to PeopleSoft HCM and navigate to: Recruiting > Search Job Openings. Click Search to return all job openings or enter the job opening ID corresponding to your academic unit for PT Faculty hires. 4. Select the generic job title link (i.e. PT Faculty College of Business Administration). The Manage Job Opening page displays. 5. Click the Other Actions drop down corresponding with the applicant being processed. PT Faculty College of Business Admin 6. Select Recruiting Actions > Edit Application Details. 7. The Edit Application page displays. 8. Click the Add Attachment link (located at the bottom of the Attachments page). 9. Click on Browse to locate the course, rank and rate form. 10. Click Upload. 11. The Type Code will default to Attachments by HPM. 12. Scroll to the bottom of the page and click Save. 13. Click Return (next to the Save button).

2 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 2 Step 2: Forward the Applicant to OAA 1. Select Other Actions > Applicant Actions > Forward Applicant. Step 4: HPM: Enter Job Offer Once an notification has been received from the OAA coordinator indicating the applicant has been electronically linked to the ranked position, the job offer can be entered. 1. Review the course enrollment. If the enrollment is low, hold the position and do not proceed. 2. Login to PeopleSoft HCM and select Recruiting > Search Job Openings. 3. Select the ranked position (i.e. Associate Lecturer CBA). 4. Select Other Actions > Recruiting Actions > Prepare Job Offer for the applicant that has been linked to the job opening (Disposition = Linked ). 2. Enter the following information for the message: a. To = address of the Office of Academic Affairs Coordinator b. Subject = Please review c. Access = Public d. Message = Text will be automatically generated by the system requesting the Office of Academic Affairs review and approval of the applicant. 3. Click Send. Step 3: OAA Coordinator: Process Applicant The Office of Academic Affairs (OAA) reviews the vitae and transcript and the uploaded course, rank and rate form for review of credentials, and assigned rate and rank. If any information is missing or incorrect, the OAA coordinator will not approve the applicant. If the information is complete, the OAA coordinator will link the applicant to the appropriately ranked position (i.e. Associate Lecturer CBA) with a disposition of 015 Linked. 5. The Prepare Job Offer page loads. Enter the following information in the Job Offer Components : a. Component = Load Hour b. Offer Amount = Enter offer amount per load hour c. Frequency = Monthly

3 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 3 6. Click the Submit for Approval link. 3. Find the applicant whose job disposition is Offer and click Other Actions > Recruiting Actions > Accept Offer. Step 5: Dean and OAA: Approve Job Offer The Dean s Office and OAA will approve the job offer. Upon approval, notification will be sent to the HPM stating the offer has been approved. Step 6: HPM: Provide New Hire with Offer Letter & Orientation Packet 1. Receive notification that the offer has been approved. 2. Generate offer letter using the part-time faculty template (located on the HR forms website under Part Time Faculty Offer Letter ). The standard template MUST be used. Request the candidate s signature of acceptance and have them return the form to you. 3. Provide the new hire with the Part-time faculty orientation packet (located on the HR Forms website under Orientation Packet: All Part Time ). 4. Click the Accept button. Step 7: HPM: Upload Signed Offer Letter & Enter Eligibility & Identity 1. Once the signed offer letter has been returned, login to PeopleSoft HCM and navigate to: Recruiting > Search Job Openings. 2. Select the ranked position (i.e. Associate Lecturer CBA).

4 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 4 5. The Manage Job Opening page displays. The disposition for the applicant should now be Accepted. 7. The Edit Application page displays. Click the Add Attachment link (at the bottom of the page). 8. Click Browse to locate the signed offer letter. 9. Click Upload. 10. The Type will default to Attachments by HPM. 11. Scroll to the bottom of the page and click Save. 12. Click Return (next to the Save button). 13. The Manage Applicant page displays. Click the Applicant Data link. 6. Click Other Actions > Recruiting Actions > Edit Application Details for the applicant with the disposition of Accepted. 14. Click the Eligibility & Identity link.

5 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE Enter the Date of Birth. 16. Click Add National Identification and enter the following: a. Country = USA b. National ID Type = PR (defaults in) c. Enter the Social Security Number with no dashes 17. Click OK. You will return to the Manage Applicant page. 18. Click the Save button. 19. Click Return. 4. Click Verify Employee ID to determine if there is an existing relationship with the employee and UA. Do NOT proceed to the next step until Step 6 has been completed Step 8: HPM: Prepare for Hire 1. Click Other Actions > Recruiting Actions > Prepare for Hire for the selected applicant. 5. If NO matches are found for the EMPLID, a message will display indicating No Matches Found. Click OK and proceed to Step 9 HPM: Enter Hire Comments. 6. If any EMPLID s match the employee information, a list will display. Click the Results2 tab to verify the social security number and date of birth. 2. Type of Hire = Hire 3. Correct the Start Date, if necessary.

6 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 4 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 6 Step 8: HPM: Prepare for Hire (continued) 7. The Results2 tab lists the National ID (social security number) and date of birth for the EMPLID. Review the date of birth and social security number to determine if there is a match. Step 9: HPM: Enter Hire Comments 1. Click the Hire Comments link. 2. The Prepare for Hire Details page displays /01/ /01/ If there is NO match of date of birth and social security number, click the Return button. 9. If there IS a match of date of birth and social security number, click the Carry ID button for the appropriate EMPLID. Then, click the Return button. 10. The Prepare for Hire page displays with the note Employee ID Verified. 3. Enter the following information on the Prepare for Hire Details page for part-time faculty: a. Reason Code = Temporary Assignment. b. End Date = Use the end of the semester date. For full-semester appointments: This date is always the Sunday of commencement weekend. For monthly/odd appointments: This date is the Sunday after the end of the course. c. Supervisor Name/ID =Name and Empl ID of employee s supervisor d. Mail Drop = Zip +4 for the department where the employee will be assigned e. Building = The building where the employee will be assigned

7 NEW HIRE PROCESS: PART-TIME FACULTY - PAGE 7 Step 9: HPM: Enter Hire Comments (continued) f. Room = The room number where the employee will be assigned g. Campus Phone = The campus phone number h. Additional Titles = Leave blank - these fields are not used for part-time employees. i. Stipend = Leave blank - this field is not used for part-time employees. j. Tax Location Code = Choose the tax location corresponding to the employee s assignment. Orville for Wayne campus, Akron for Main campus, etc. NOTE: Use the Comments box for multiple tax locations. k. Contingencies = Leave blank this field is not used for parttime employees l. Comments = Add any comments for Human Resources including tax locations and percentage (if multiple tax locations). m. Term Appointment Load = Enter the load hours assigned to the employee for the term. n. Combination Code = Enter the account code the employee will be paid from and the percentage of distribution. If there are multiple account codes you must click the plus button to add additional codes and percentages. To view multiple account codes, click the View All link. For teaching assignments, enter a dash after the account code followed by the four digit code of 5031 (i.e ). Part-time Faculty Acct Codes box: 4. Click Save. 5. Click Return to Previous Page. Step 10: HPM: Submit Request to HR Add a new row View all rows 1. Click Submit Request to HR. The process is not finalized until you click Submit Request to HR. Step 11: HRIS: Finalize the New Hire Human Resources Information Services (HRIS) will process the new hire and ensure the part time faculty s load does not exceed 9 hours. They will then forward the paperwork to Payroll for processing, and enter the courses assigned.