ORACLE IRECRUITMENT STAFF VACANCY REFERENCE GUIDE

Transcription

1 ORACLE IRECRUITMENT STAFF VACANCY REFERENCE GUIDE

2 Overview Oracle irecruitment is an online recruiting application that is integrated with Texas Woman s University s Oracle Human Resources system. irecruitment will allow hiring managers and HR to create an online vacancy that will route to the appropriate approvers based on the organization hierarchy. Oracle irecruitment allows hiring managers and HR to create and update vacancies, but also monitor, screen, refer and progress candidates and applicants through the recruiting process. (Phase 2) Recruiting Process Oracle irecruitment has been designed to reflect TWU s current recruiting process. This application will accommodate future changes to the recruiting process Hiring managers will initiate vacancies by utilizing online forms in irecruitment. Oracle s automated workflow will route the request to the appropriate approvers. Employees and external job seekers can search and apply for TWU job openings posted on the TWU website using irecruitment. All resumes, applications and supporting documents are stored and accessible electronically in the irecruitment application. irecruitment Page 2

3 Notification Settings 1. Log into Phoenix/Oracle 2. Select TWU Employee Self-Service responsibility 3. Click on Preferences 4. Scroll down to the bottom of the page to the Notifications section. Verify the Style is HTML mail with attachments 5. Click on Apply to save the change. irecruitment Page 3

4 Log into irecruitment: 1. Log into Oracle: 2. Enter your Oracle User Name and Password 3. Click Connect 4. Select the TWU irecruitment Manager responsibility on the left side of the Oracle home page. 5. The irecruitment Dashboard is seen when you enter the irecruitment Manager responsibility. All of the functions that you need as a manager are accessible from the dashboard or one of the dashboard tabs. irecruitment Page 4

5 Creating a Staff Vacancy 1. Click either New Vacancy or Create a Vacancy link Note: Either link will take you to the same form. TIP for Data Entry on irecruitment Screens: Magnifying Glass: Whenever the magnifying glass is next to a field: (1) Enter a word or partial word in the field and then click the magnifying glass to get a filtered list of values based on what was entered, or (2) Enter a % sign to get a complete list of values. Then click Go to view the list of values. Choose a value by clicking the radio button AND then click Select at the bottom right of the screen. This will take you back to the main screen. irecruitment Page 5

6 Step 1: Enter Primary Details on the Vacancy Form Enter a value as specified for each field in the OVERVIEW section of the vacancy form. Instructions for each field are shown below. If you are unsure about the Job Category, please contact the HR Compensation team. irecruitment Page 6

7 If the vacancy is replacing a current employee, please attach the resignation letter on the review page before it is submitted. See instructions on page 11. Enter Additional Information: Note: There may be fields that are included on the vacancy form (CIP Code, Tenure-Track, etc.) that are not described below. These fields pertain to faculty searches and do NOT need to be populated on a staff vacancy form. Advertised Salary Budgeted Salary Salary Range This will appear on the Job Seeker s page. Enter Salary information in one of these formats: $9.50 per hour $2,000 per month Salary Competitive The salary that is in the budget. (Not a mandatory field for staff) (Not a mandatory field.) Click Save (to save your work for later) or Next (to proceed to the next screen). Step 2: Assessment (DO NOT USE) Do not populate these fields. This process may be implemented at a later date. Click Next button irecruitment Page 7

8 Step 3: Enter Search Committee Contacts (Assigning and Creating a Search Committee for the Vacancy) To setup a search committee (a group of people that will be involved in the search), you must determine who you would like to have access to the posting and add them to the recruiting team list on the Enter Communication Contacts screen of the vacancy form in Oracle. ONLY the people listed on the search committee will have access to viewing applicants. You will need to include all hiring managers and/or individuals entering the vacancy (i.e., administrative personnel) as a communication contact. The employee entering the vacancy through irecruitment Manager will then have the ability to update the vacancy and add additional communication contacts. Communication Contacts Automatically populated by the system and cannot be changed. Search Committee Select Name Click Add Another Row and enter the names of those to be included on the search committee. Communication contacts are the search committee that will be involved with this search. If departmental administrative personnel will be assisting in progressing the applicants through the system, they should be listed as a communication contact. This allows the search team to participate in irecruitment notifications and have access to this search file in irecruitment. Search team members can also be added later by the irecruitment Manager. Vacancy Security Interview Security Communication Properties Example: Select appropriate security. These options will only appear when you add a person as a communication contact (part of the search committee). The choices are: Update - allows the search committee members to update the vacancy Update/Delete allows the search committee members to update and delete the vacancy View Only allows the search committee members to only view the vacancy. This is the recommended selection. Select appropriate security. This will only appear if you add a communication contact (search committee members). The choices are: All Interviews - search committee members can only view the interviews that the member is directly associated with as an interviewer. Assigned and Previous Interviews The search committee members can view assigned interviews to them and also but also view interviews conducted prior to the assigned interview. Assigned Interviews The search committee members can view all interviews scheduled for applicants during the entire interview cycle. This will typically be the recommended selection. Automatically populated by the system and cannot be changed. irecruitment Page 8

9 Click Select All. Click Next button Step 4: Format Job Posting Posting Dates irecruitment Page 9

10 Reminder: Job notices require a ten (10) day minimum posting to include one weekend for greater recruiting exposure. irecruitment Internal Site irecruitment External Site Preview Job Posting Defaults to current date. You can change the start date and/or add an end date to the posting or leave the defaulted current date. Automatically populated to current date. You can change the start date and/or add an end date to the posting or leave the defaulted current date. Shows how the posting will appear online. When on the preview job posting page, click to return to Format Job Posting page. Click Save (to save your work for later) or Next (to proceed to the next screen). Step 5: Review 1. Review the entire vacancy. Check the approver list for accuracy. The expected approver list is: o Department Head o Dean (if applicable) o Research and Sponsored Programs (if Grant Funded) o Academic Financial Services (if applicable. Note: Non-Academic Departments do not include this approver) o Vice President/Provost of Division o Human Resources o There will be several names listed as FYI (For Your Information) o Attach resignation letter if the vacancy replaces a current employee (see item 2 below) irecruitment Page 10

11 2. If the vacancy is to replace a current employment, please attach the resignation letter. Enter the title (i.e., Resignation Letter for Jane Pioneer), browse for the saved document, attach and click Apply. 3. Click Submit button if everything looks correct on the vacancy form. 4. If you have created a vacancy successfully, you will receive a confirmation. The vacancy is now saved in the system and is automatically being routed for approval! 5. Vacancy Approval: Approvers will receive notification (through and the Oracle dashboard) to log into Oracle and approve the vacancy. irecruitment Page 11