HIRE A HAWK GUIDE. Office of Human Resources OR

Transcription

1 Office of Human Resources OR 1 P age

2 TABLE OF CONTENTS PAGE ACTION 4 LOG IN TO NEOGOV THROUGH MYIUP 5 AUTHORIZE REQUISITION 6 CREATE EXAM PLAN 7 CREATE JOB POSTING 10 ADD SUPPLEMENTAL QUESTIONS TO POSTING 12 REVIEW JOB POSTING 12 POST POSITION 13 VIEW CANDIDATES 15 FILTER CANDIDATES 17 CREATE REFERRED LIST OF CANDIDATES 18 HIRE CANDIDATES 21 SEND HIRE NOTICE TO CANDIDATE 2 P age

3 DEFINITIONS: NEOGOV Human Resources software that IUP has purchased to automate the hiring and onboarding of new faculty, staff, and student employees. IUP is currently using two out of three of NEOGOV s modules: Insight and Onboard. Insight NEOGOV s applicant tracking module. Online Hiring Center (OHC) A central dashboard that allows those involved in the hiring process to view candidate applications, create lists to narrow the applicant pool, select candidates to hire, and send hire notices. Career Pages - NEOGOV s online job application and career portal. All open positions are listed here and applicants can create and save applications to use in the future. Requisition A job vacancy that has been approved to be filled. Exam Plan Recruitment/hiring folder where job requisition, job posting and job applicants are stored. Job Posting Online advertisement of job vacancy. Student Employment Any non-graduate Assistant/Teaching Assistant student employment where a Profile Sheet submitted to Payroll Services to authorize payment. Graduate Assistants and Teaching Assistants are hired through the School of Graduate Studies and Research and cannot be hired through Hire-A-Hawk. 3 P age

4 HOW TO LOG IN TO NEOGOV THROUGH MYIUP Navigate to the MYIUP logon page, where you will login with your IUPMSD/network username and password, the same information used for the IUP Computer System. Reminder.do not use extension for your username. Click on CAMPUS SERVICES Under JOBS AND CAREERS, click on NeoGov applicant tracking system Click Login to NeoGov 4 P age

5 Navigate to Insight: HIRE A HAWK GUIDE AUTHORIZE REQUISITION From the Jobs Menu Click REQUISITIONS Search for your REQUISITION by typing in your assigned requisition number in this search box. Under the Action column, Click Change Status from: Approved to OPEN Assigned To: Begin typing your last name and click enter when your full name appears. IMPORTANT: Leave Existing Exam Plan Blank Click SAVE 5 P age

6 Navigate to Insight: HIRE A HAWK GUIDE CREATE EXAM PLAN Click My HR In the REQUISITIONS section, locate the column labeled Exam and then click on CREATE EXAM. Exam Plan Form Will Display Verify the pre-populated fields listed below are correct: Division Department Class Spec Job Title Exam Number Enter the following information: Vacancies - Leave Blank Exam Type OPEN Job Type STUDENT Auto Refer to Hiring Manager NO Job Line NO Print Bulletins YES Number of Bulletins Leave Blank Click SAVE 6 P age

7 Navigate to Insight: HIRE A HAWK GUIDE CREATE JOB POSTING Click ADD NEW from the Job Posting section IMPORTANT NOTE: Always verify there is a requisition attached to the Exam Plan. If your Exam Plan does not have a requisition attached, contact Human Resources BEFORE preceding any further. Verify the pre-populated fields listed below are correct: Blue Boxes Exam Plan Division Department Class Spec Job Number Job Type Exam Type Enter/Edit the following information: Red Boxes Job Title Pre-populated BUT can be edited to reflect how you want it to be viewed on the website. FOLLOW THIS NAMING CONVENTION: STUDENT WORKER-SPECIFIC TITLE (if any)-department Job List - TRANSFER JOBS Advertise From Beginning AY Advertise To End of AY Category - Student Employment 7 P age

8 Enter/Edit the following information: Red Boxes 1. Location Based on Home Base (Ex: Indiana, Punxsutawney) Application Template STUDENT 3. Reapply Period (Days) LEAVE Assigned To HIRING MANAGER 5. Position Summary CLICK POPULATE FROM CLASS SPEC You may use the standard summary or edit to describe the specific duties of the position. Should be no more than 3-5 sentences Position Qualifications CLICK POPULATE FROM CLASS SPEC Enter the REQUIRED and PREFERRED qualifications. The statements identified in GREEN are in EVERY posting DO NOT REMOVE! 7. Essential Functions CLICK POPULATE FROM CLASS SPEC DO NOT CHANGE 7 8. Special Instructions to Applicants CLICK POPULATE FROM CLASS SPEC Edit the special instructions to meet your requirements for applicants that are applying. 8 The statements identified in GREEN are in EVERY posting DO NOT REMOVE! 9. If bilingual which language is desired? LEAVE = = None Work Schedule LEAVE BLANK Article 29 Complete Date LEAVE BLANK 11 8 P age

9 Blue Boxes DO NOT EDIT OR LEAVE BLANK Auto Update LEAVE UNCHECKED Red Boxes ENTER OR EDIT 1. Minimum Salary Enter an Hourly Amount or Range 1 2. Show Salary Breakdown Check Hourly Button UNCheck Annually 2 3. Internal Notes Use if needed 4. Supplemental Questions - NO 3 SAVE YOUR WORK! Your job posting is still in draft at this time. Your job posting will not be posted until you uncheck the Draft box at the top of the posting: 4 9 P age

10 ADD SUPPLEMENTAL QUESTIONS TO POSTING Navigate to Insight: Click Supplemental Questions HR has created an Item Bank of commonly asked questions that you can use to further customize your job posting. If you are electing to add additional questions to your posting you may ONLY USE THE QUESTIONS THAT ARE IN THE ITEM BANK. DO NOT ADD/CREATE YOUR OWN QUESTIONS OR EDIT EXISTING QUESTIONS. If a question is not listed that you would like to ask, you must contact HR to have the question approved and added to the Item Bank. Click on ITEM BANK 10 P age

11 Click STUDENT EMPLOYMENT CLICK ADD from the Basket Column for all questions you wish to add to your job posting. This will add the questions to your basket Click CHECKOUT when you are done. From the Action column a few things can be done. You can: Arrange the questions in the order you wish them to be placed in the posting by using the up/down buttons Edit any question by using the pencil button You can delete a question by using the inactivate button Return back to the Job Posting Edit page by clicking the Job # and Job Title that is displayed in RED. 11 P age

12 REVIEW JOB POSTING A preview of your job posting will display Currently, your posting is in DRAFT status, it is recommended to have someone review your posting for typing errors or formatting issues. Click EDIT should you need to make any corrections. Now, it s time to take your posting out of DRAFT status and publish it on the web. Click EDIT in the upper right hand of the page Deselect DRAFT Button Be sure that CONTINUOUS button remains checked Click SAVE at the bottom of the page POST POSITION ONCE YOU REMOVE FROM DRAFT THE POSITION IS LIVE 12 P age

13 VIEW CANDIDATES Navigate to Insight From the JOBS Menu, click Exam Plans Under the Exam Plan column, click on the TITLE of your posting Click on VIEW CANDIDATES under the Eligible Lists section. A list of your candidates will display. By CLICKING on a specific name, you will be able to view the candidate s application. 13 P age

14 This is a SAMPLE of what the application will look like. You can move back and forth from one application to the next by clicking on these buttons. You can view answers to your supplemental questions on each individual application, or you can build a report to filter your candidates based on their answers. 14 P age

15 While still in Insight, to filter your candidates based on their answers to the supplemental questions you added, click on Reports and choose Standard from the drop down box. HIRE A HAWK GUIDE FILTER CANDIDATES Click on the + to expand the Eligible List category, then click on the link Eligible List by Supplemental Questions. Scroll through the list of posting titles and highlight your posting. [or to change the sort order and locate your posting number, click on the hyperlink, Order by Exam Number] Then click the Generate Report button. 15 P age

16 Enter a Start Date and End Date ONLY if you are looking for candidates who applied/answered during a specific time frame. Otherwise, leave these fields blank. Check any of the Agency Wide and/or Job Specific Questions (Supplemental Questions) you would like to use to filter your candidates. Lastly, click the Generate Report button. Once your report has been generated, click Export to Excel hyperlink on the right. 16 P age

17 From the Eligible List/Candidate view (see page 13): Place a check next to the candidates you would like to refer for interviews. Choose Refer from the SELECT ACTION drop down menu. Choose Selected Candidates from the SELECT CANDIDATES drop down menu Choose your position under the last drop down menu. Click the red GO button HIRE A HAWK GUIDE CREATE REFERRED LIST Confirm that the candidates in this list are those you want to refer for interviews. Click the REFER button NEXT STEPS OUTSIDE NEOGOV REACH OUT TO CANDIDATE BY /PHONE TO SCHEDULE INTERVIEW INTERVIEW AND ASSESS CANDIDATES SELECT CANDIDATE(S) & MAKE VERBAL OFFER 17 P age

18 Navigate to OHC HIRE CANDIDATE IN THE OHC CANDIDATE ACCEPTS POSITION Locate the My Candidates section Click on the number in the Candidates column This will bring you to the Requisition Detail Screen Place a check next to the name(s) of the candidate(s) to be hired. If you are hiring more than one candidate for the position, you can hire all candidates at once. From the ACTIONS dropdown box select Move to Hire 18 P age

19 The Hire form will display. 8 There are 3 sections to the Hire Form: 1. Hire Information 2. Approvals 3. Attachments Under the Hire Information Section the only fields you will need to enter are the following: 1. Position use drop down box Choose Student Worker Offer Date Date you verbally offered the job to the student. 3. Date Offer Accepted Date the student verbally accepted the job offer 4. Start Date Date Student is expected to start employment and date by which student must have applied for all three background clearances. 5. Campus Location or Work Location (Indiana, Punxsutawney, etc.) Hire Date Use the same date as Start Date 7. BARG UNIT Student 8. Comment: Enter the name of the student s supervisor (etime Approver). Click the green SAVE & CONTINUE TO NEXT STEP button in the top right corner when you have completed all fields. 19 P age

20 On the Approval Workflow screen: 1.Approval Group: Choose Human Resources (Req) 2.Approvers: click the magnifying glass icon 3.Select Approvers box: choose Angela Phillips 4.Click the green Done button. 5.Click the green Add Approver Step button Click the green Save & Continue to next Step button. 6 Under the Attachments Section, add files if any. (ex. Resume, Cover Letter, Writing Sample, etc.) Click the green Save and Submit button. The Hire Details Screen will appear. Verify information such as start date are correct. You may print for your records. Click Cancel to Exit this Screen. 20 P age

21 SEND HIRE NOTICE TO CANDIDATE Navigate to OHC Locate the My Candidates section and click on the number in the Candidates column. 1. Choose Hired from drop down box. 2. Place a check next to the candidate(s) to receive the appointment notice. If you are hiring more than one candidate for the position, you can send the notice to all candidates at once. 3. Select Send Notices from the Actions drop down box Type Hire A Hawk Appointment Letter in the Notice Template box or click on the magnifying glass to locate the template. 21 P age

22 On Send Notice Screen To preview the appointment notice that your student employee will receive, click Sample Candidate. THIS SCREEN IS FOR PREVIEWING ONLY - DO NOT SEND FROM THIS SCREEN. 1. On Notice Preview Screen: Verify information on the appointment letter is correct. 1 2 [If edits are necessary to the notice, copy/paste in an Outlook and send manually.] 3. Hit SEND to send to the student s . CONGRATULATIONS! YOU HAVE JUST HIRED A HAWK! 22 P age