RECRUITMENT AND RETENTION

RECRUITMENT AND RETENTION

Table of Contents PB Position Status Report 1 Creating a Job Opening 2 Description Fields Recap 9 Finding and Viewing Job Openings You Have Created 10 Reviewing Applicant Data 11 Updating an Applicant s Disposition 13 The Job Offer Process 15 What Happens Once a Job Offer is Made 15 Overview of the Hiring Process 16 Hiring a Transfer 17 Administrative Hiring 18

PB Position Status Report All positions are created by Budget and are listed on your PB Position Status Report. The following steps will show you how to access your report: Click on Main Menu Click on Organizational Development Click on Position Management Click on Position Reports Click on PB Position Status Report Fund Please note: if this is the first time going into this screen you must click on Add a New Value, input your initials in the Run Control ID field, then click on Add. If you have been on this screen before, click Search. Once the Search Results screen appears, click on your initials. Once the Run Control ID screen opens, enter your school/department number in the Department field. Tab (to lock in the school/department number). Click on the drop down arrow in the Regular/Temporary field. You can select Regular or Temporary or for all positions you can leave the field blank. TAB (to lock in your selection). Enter the Fiscal Year in the Fiscal Year field. Tab (to lock in the year). Click Save. Click Run. In the next window, in the Process List section, go to the drop down arrow in the Type field and choose Window. Next, in the Format field, click on the drop down arrow and choose PDF. Click on OK. Once the system has finished processing the report, (this will take a couple of minutes); the Position Status Report will be displayed. 1

Creating a Job Opening Job openings enable an applicant to view and/or apply to vacant positions at your location. Job openings can be created for current vacant positions or for positions you know will be vacant due to upcoming transfers, leaves or resignations. Run a current PB Position Status Report to locate the position number to use when creating the job opening. At any stage of creating a new Job Opening, you can click Save as Draft, at the bottom or top of the page so that you can return to it later. Click on Main Menu, click on Recruiting and click on Create New Job Opening. 2

The Job Opening Information screen will display. The Job Opening Type defaults to Standard Requisition. If you are hiring more than one person into the same position number (i.e. Coaches, SACC Workers, etc.), you will need to change it to Continuous Job Opening, by clicking on the drop down arrow in the Job Opening Type field. If you change the Job Opening Type to Continuous you will also need to click on the drop down arrow in the Openings to Fill field on the next page and select Unlimited. Click on the drop down arrow to select the correct Job Opening Type: Standard or Continuous. Click on the drop down arrow in the FY Status field to select the appropriate choice. Enter your Department number. Click on the drop down arrow in the Job Family field and select the correct Job Family. Input your Position Number from your PB Position Status Report. TAB The Posting Title appears in the Posting Title field. Never change or alter the posting title on this page. Click on Continue and the Job Opening page will display. 3

To complete this page; follow the instructions in the text boxes next to the required fields. 4

If you are posting an Interim Position, click on the magnifying glass and enter the Name and Employee ID number of the Employee on Leave in the appropriate field. Click on LOOK UP. Click on the correct Employee ID or name and the information will populate the Name and Employee ID fields in the Employees Being Replaced section. This is the end of the Job Opening Details section. To continue creating your Job Opening, click on the Job Postings link at the bottom of the page. 5

Once the Job Opening page displays, locate and select the Add Job Postings link to add your posting information. 6

Adding a Job Posting You can customize your Job Posting Title here, by adding (Interim), (Evening Shift), (ESOL), etc. at end of the Posting Title. Also, if the position requires a waiver you must include the waiver number within parentheses at the end of the Posting Title (Waiver #). You must add (Interim) to the Title when you are creating an opening for an interim position. This information will be printed on the Job Offer Letter that will be provided to the employee. To add job Descriptions, click on the drop down arrow in the Visible field to select either Internal and External, Internal Only or External Only. Click on the drop down arrow in the Description Type field to select PB General All Posting Info and click on the drop down arrow in the Description ID field to select PB General All Posting Info once more. If you are advertising a position that requires the applicant to pass the Physical Demand Test (PDT), click on the drop down arrow in the Description Type field to select PB General All Postings Info and click on the drop down arrow in the Description ID field to select Physical Demand Test. *Please note: this allows the applicant to view a video describing the PDT test as a part of the application process. If you are creating a job opening for Administrative, Instructional or Interim positions you need to add additional descriptions by clicking on: Add Posting Descriptions. *See a list of required Posting Descriptions on page 9. Additional Descriptions 7

Job Posting Destinations For the Job Posting Destinations select Intranet in the Destination field. Select the Posting Type: Internal or External. If posting both Internally and Externally, click on the Add Posting Destinations link and repeat the process choosing the other Posting Type. Click OK. Click Save and Open to create the Job Opening ID number. Click Save to complete the process. 8

Posting Descriptions Non-Instructional Posting = PB General Non-Instructional needing PDT Test = PB General + Physical Demand Test (PDT) Non-Instructional Bus Driver = PB General + Bus Driver General Posting Non-Instructional Bus Attendant = PB General + Bus Attendant General Posting Non-Instructional Interim Posting = PB General + Interim Instructional Posting = PB General + Instructional Instructional Interim Posting = PB General + Instructional + Interim Administrative = PB General + Administrative Administrative Interim Posting = PB General + Administrative + Interim 9

Finding and Viewing Job Openings You Have Created Click on Main Menu, click on Recruiting and click on Find Job Openings. You can search for a Specific Job Opening by entering the Job Opening ID # in the Job Opening ID field and clicking Search. To see a list of Job Openings you have created, enter your Employee ID number in the Originator field and click Search. Specific Job Opening To see a list of Job Openings you have created Click on the desired Job Opening. 10

Reviewing Applicant Data Click on Main Menu, click on Recruiting and click on Find Applicants. Find Applicants Enter the Job Opening ID Choose the blank option to see a list of all applicants. Click Find Applicants 11

A list of applicants for the position will appear. Click on the Applicant column to sort applicants by last name, if necessary. Repeat the steps above to review applicants for additional job openings. To view an applicant s details, click on the applicant s name. To view an applicant s resume, click on the resume icon. To view an applicant s application for this job opening, click on the application icon. 12

Updating an Applicant s Disposition For any Applicants you will be interviewing, you will need to update the Disposition of 020 Applied to 060 Interview on the applicant s screen and enter the interview date in the Status Date field for each. Click on Main Menu, click on Recruiting and click on Find Applicants. Find Applicants Enter the Job Opening ID Click on Find Applicants 13

Once the list of applicants for this job opening appears, click on the name of the applicant being selected for the position. Locate the Job the applicant is being offered: Update Disposition to 060 Interview In the "Status Date" field, select the actual date of the interview. Click Save and Return to Previous Page. 14

The Job Offer Process Once you have selected the applicant for the position, the Principal/Director/designee must contact the current or most recent employer of the applicant and complete the Employment Reference Verification form (PBSD 1631). After performing the reference check, you must update the Applicant s Disposition to 070 Offer Extended. You will then, need to send an email with the Name and Applicant ID #, the Job Opening ID#, and the Start Date to your HR Technician or Specialist and attach the PBSD 1631 form to the email. What Happens Once a Job Offer is Made? 1) Recruitment and Retention collects and reviews the hiring documents and the Applicant completes the NEO Forms and the Online Employee Orientation (EO). 2) Recruitment and Retention conditionally clears the applicant and emails the applicant the Job Offer letter and the Instructions for Onboarding. The applicant prints the Job Offer letter. 3) The Applicant completes fingerprinting, medical screenings, and the PDT (if required) and obtains other required stamps. The Applicant visits Recruitment and Retention to return the stamped Job Offer letter and to complete the Employee Eligibility Verification (I-9 Form). 4) The Applicant receives a copy of their stamped Job Offer letter indicating that they are Conditionally Authorized to report to work. The Applicant provides the stamped Job Offer letter to the School/Department. Please note: Applicants can complete their Employee Orientation Forms and Online Employee Orientation by logging into the PeopleSoft Applicant Profile in which they used to apply for the position. 15

Overview of Hiring Process If you have a question regarding where your applicant is in the hiring process, you may go to Find Applicants in PeopleSoft to view the applicant s disposition. 16

Hiring a Transfer A. A current, regular employee transferring from one school/department to another is processed by completing the following steps: 1. The secretary creates the job opening. 2. The employee applies. 3. The secretary follows the Job Offer Process updating the disposition of 020 Applied to 060 Interview on the applicant s screen and entering the Interview Date in the Status Date field for each applicant. Once an applicant has been selected, update the disposition to 070 Offer Extended on the applicant s screen. 4. The secretary sends the selected employee s name, employee ID #, applicant ID #, effective start date and the Job Opening ID # via email to the HR Technician. The HR Technician will update the final disposition and will notify the secretary via email once the transfer is approved. The Recruitment and Retention Department will process the employee to the Manage Hires stage. Compensation and Employee Information Services will create a Job Data page. The secretary will also be contacted via email if the employee does not meet the eligibility requirements for the transfer. For a transfer that is also a return from leave, follow the steps above and when the employee physically shows up at your school/department, submit the Online Job Action indicating Return from Leave. B. A current, regular employee transferring in-house from a non-instructional position to an instructional position or vice-versa is processed by completing the following steps: 1. The secretary creates the job opening. 2. The employee applies. 3. The secretary follows the Job Offer Process updating the disposition of 020 Applied to 060 Interview on the applicant s screen and entering the Interview Date in the Status Date field for each applicant. Once an applicant has been selected, update the disposition to 070 Offer Extended on the applicant s screen. 4. The secretary sends the selected employee s name, employee ID#, applicant ID #, effective start date and the job opening ID # via email to the HR Technician. The HR Technician will update the final disposition and will notify the secretary via email of the approval. The secretary will also be contacted via email if the employee does not meet the eligibility requirements for the transfer. 17

Administrative Hiring Assistant Principal Hiring Process 1. School creates and saves job posting in draft format. 2. Recruitment and Retention (RR) will notify the school by email of the Appointments Committee s approval/disapproval of the posting. 3. If approved, RR posts the position. Administrative positions are posted for a minimum of seven (7) calendar days, which equals five (5) working days. (A position may be posted longer). 4. Applicant must complete the application (i.e. work experience, educational history, certifications, and/or endorsements) and attach their cover letter and resume in Microsoft word or PDF format as one document. 5. As soon as the position is posted, the school designee contacts RR by calling PX 48013 to schedule a screening appointment. School also emails the specific screening criteria to RR. 6. Prior to the screening appointment, the applicants may be reviewed in PeopleSoft. However, screening is conducted in conjunction with RR procedures. 7. After the screening, school schedules interview date with RR. RR schedules interview appointments with candidates. 8. Following the completion of the interviews, the Principal communicates names of finalists with Instructional Superintendent. 9. Instructional Superintendent meets with selected finalists and makes recommendation for final interviews with Deputy Superintendent. 10. By email, Deputy Superintendent notifies RR Director & Instr. Sup of final recommendation. 11. Instructional Superintendent notifies Principal of final selection; Principal extends offer to candidate. 12. Principal contacts current principal/supervisor of candidate to determine release date. (Earliest possible start date in new position is day after Board approval.) 13. By email, the school notifies the RR Director, that the position has been offered and accepted, and the proposed start date. 14. RR adds the name of the selected finalist to the next personnel agenda. 18

Principal Hiring Process 1. Regional Office creates and saves job posting in draft format. 2. Recruitment and Retention (RR) will notify the Regional Office by email of the Appointments Committee s approval/disapproval of the posting. 3. If approved, RR posts the position. Administrative positions are posted for a minimum of seven (7) calendar days, which equals five (5) working days. (A position may be posted longer). 4. Applicant must complete the application (i.e. work experience, educational history, certifications, and/or endorsements) and attach their cover letter and resume in Microsoft word or PDF format as one document. 5. Regional Sup communicates with HR Partner Run of Show event. 6. After completion of Run of Show, Regional Sup contacts RR by calling PX 48013 to schedule a screening appointment. School also emails the specific screening criteria to HR Partner. 7. Prior to the screening appointment, the applicants may be reviewed in PeopleSoft. However, screening is conducted in conjunction with RR procedures. 8. After the screening, Regional Sup schedules interview date with RR. RR schedules interview appointments with candidates. 9. Following the completion of the interviews, the Regional Sup communicates names of finalists with Superintendent/Deputy Superintendent. 10. Superintendent/Deputy Superintendent meets with finalists; notifies Chief of HR & Regional Sup of final selection. 11. Regional Sup extends offer to candidate. 12. Once offer is accepted and school staff are notified, Chief of HR notifies RR Director; RR adds the name of the selected finalist to the next personnel agenda. 13. By email, Regional Office notifies RR Director effective start date. If promotion, earliest start date is the day after Board approval. 19

Administrative Position Level 1 and Above Hiring Process 1. Department creates and saves job posting in draft format. 2. RR notifies the department by email of the Appointments Committee s approval/disapproval of the posting. 3. If approved, RR posts the position. Administrative positions are posted for a minimum of seven (7) calendar days, which equals five (5) working days. (A position may be posted longer). 4. Applicant must complete the application and attach their cover letter and resume in Microsoft word or PDF as one document. 5. As soon as the position is posted, the department designee contacts RR at PX 4-8613 to schedule a screening appointment. 6. Prior to the screening appointment, the department reviews the applicants in PeopleSoft. However, screening is conducted in conjunction with RR procedures. 7. After screening, RR works with department to schedule interview date. 8. RR schedules interview appointments with candidates. 9. Once candidate has been selected, the Hiring Manager notifies the RR Director by email indicating that you have supervisor s approval to hire, you have offered the job and the job offer has been accepted. 10. Department extends conditional offer to candidate and notifies RR that offer has been extended and accepted. 11. RR adds the selected finalist to the next personnel agenda for Board Approval. 12. RR works file to clear candidate for employment. 13. In the case of promotions, employee effective start date is the day after School Board approval. 14. If new to the District, the effective start date is after completing Employee Orientation and School Board Approval. 20