HR Recruiting Solutions

HR Recruiting Solutions Automated Request to Advertise User Guide Contact Us: web www.csus.edu/irt/acs/services/cms/training/reference.stm phone (916) 278-7337 Service Desk Last updated 4/29/2015

Overview The procedures for requesting to advertise for Staff or MPP positions are now available online in the HR/SA portion of Oracle/PeopleSoft. Departments are able to log on to CMS and enter position information, search committee information and position description. Departments will also be able to attach documents, such as interview questions and selection criteria. This procedure will be used for both Staff and MPP positions. The Recruitment Request includes an online approval process eliminating the need for a wet signature on the Request to Advertise form. This manual will show you how to: Create a New Recruitment Request Add Attachments to a request Print a Recruitment Request Approve a Recruitment Request Check the status of your request Icons used in this manual: Warning - Important information and warnings regarding procedures. Failure to follow these warnings could result in loss of data or problems with the procedures. Note - Helpful information regarding business procedures TIP Tip - Helpful information regarding computer set up, short cuts and hints. Sacramento State ACS 2

Table of Contents Staff Recruitment Request Flowchart... Error! Bookmark not defined. MPP Recruitment Request Flowchart... 4 Section 1 Create a New Recruitment Request... 5 1.1 Position Information... 7 1.2 Advertising... 10 1.3 Entering the Job Description... 13 1.4 Comments and Other Information... 15 1.5 Interview Committee... 16 1.6 Add Attachments... 16 1.8 Submit the Recruitment Request... 18 1.9 Print Recruitment Request... 20 Section 2 Recruitment Request Approval Process... 22 2.1 Overview... 22 Approval Chain... 22 Push Back... 22 2.2 The Approval Process... 23 Section 3 Recruitment Request Inquiry... 25 Section 4 Computer Tips... 27 3 Sacramento State ACS

Recruitment Request Flowchart Department Initiates the Request by filling out the online Recruitment Request form. Each Approver receives an email notifying them that a request is awaiting approval Department Review Request is Pushed Back for changes. Any approver can initiate a Push Back sending the request to the previous approver. Dean/Admin. Approval VP Approval Approval Notification is emailed to the Requestor and HR Reviewer Budget Approval HR Final Approval HR 2 nd Approval Classification Approval Sacramento State ACS 4

Section 1 Create a New Recruitment Request Log on the PeopleSoft HR/SA Access with your SacLink user name and password. Navigation: Recruiting > Sacramento Custom > Recruitment Request Click the Add a New Value tab. The Recruitment Request process will begin with the Basic Recruit Info page. The Recruitment Request ID will default to all 9 s. An ID number will be assigned after the recruitment request is submitted or if the user selects the Save for Later button. Figure 1: Add a New Value 5 Sacramento State ACS

All fields marked with a red star are required. The Effective Date will default to the current date and should be left as is. 1. Enter a Department ID number. If you do not know the Dept. ID, click the Search icon and select a Department ID from the Search Results list. 2. Select Recruitment Analyst. If you do not know who your recruitment analyst is click on the assignment list. 3. Answer all required questions. 4. Select either the Replace Existing Position/Employee option or the Request a New Position option by clicking on a corresponding radio button. 5. If you select to replace an existing position/employee, you will be required to enter the Empl ID of the employee being replaced. 6. To Search for an Empl ID, click the Search icon. A list of employees within the selected department will display. Select an employee from the Search Results list. Figure 2: Basic Recruit Info.- Note: If you are replacing an employee who has continued employment with Sac State you will need to select the request a new position button When an Employee is selected, the name, position number and description will automatically populate. Click the Continue button to proceed to the next step. Sacramento State ACS 6

Figure 3: Replace Existing Position 1.1 Position Information If the Replace Existing Position/Employee option was selected in the previous step, the Job Information and Position Information will populate based on the information stored in the system. Therefore, you will need to review the information to ensure the correct position information is listed. Any changes made to the position information page will be highlighted in yellow after the recruitment request has been saved. 1. If the position is new enter the job code (for replacements the information will automatically populate. 2. Enter an Ending Date of Appointment by clicking on the Calendar icon. If temporary select ending date If regular leave ending date blank 3. Select Regular or Temporary. 4. Select Full Time or Part Time. 5. Use the Special Instructions section to enter any specific information regarding the end date if necessary. Ex: 6 months and 1 day. 6. Click the Department Budget Information link. 7 Sacramento State ACS

Figure 4: Job Information The Department Budget Chartfields page will display. 7. Enter the desired Fund in the field. Use the search icon, if necessary, to search for the appropriate fund. Ex. MDS01= general fund If you do not know your fund code check with your department budget analyst 8. The Department field will automatically populate. 9. No further information is necessary on this screen. Click the Return to Position Information button. Sacramento State ACS 8

The Position Information screen will display. Scroll down to the Position Information section of the screen. 1. Check the Reports To Position number and update it if necessary. Click the search icon to conduct a search for the desired position number. 2. Indicate campus zip. 3. In the Work Location section, verify the location of the position. The department listed in this field will be the actual physical work location. Figure 5: Position Information and Work Location 4. Click the Save for Later button. If you are not able to finish the recruitment request process, your data will be saved in the system. 5. After clicking the Save for Later button, a recruitment request ID number will be assigned. Make a note of this number so that it can be easily found. 6. Click the Continue Button to continue with submitting your requisition. Clicking the Delete button will delete all information that has been entered. Click Delete ONLY if you want to discontinue the recruitment request. 9 Sacramento State ACS

1.2 Posting Period and Advertising The Advertising page allows a department to keep track of marketing for a position. Each Department is responsible for contacting the desired media source to post the advertisement. 1. The Sac State Web Posting Period field will determine how long the posting will be visible on the Sac State job site. Positions must be posted for a minimum of two weeks or 14 days. This is a required field. 2. Click the drop down menu button and select a duration from the list. Figure 6: Posting Period Other Advertising Options The section titled Other Advertising Options and Costs is optional. It is designed to help your department keep track of any advertisements, cost and posting periods. Information in this section will not display on the job posting, nor will it generate a requisition. It is for informational purposes only. Sacramento State ACS 10

3. Select a Marketing ID by clicking on the search icon. 4. Select the desired media source from the Search Results list. For the example shown in Figure 7 on the next page, we will select the Sacramento Bee. Figure 7: Marketing ID 11 Sacramento State ACS

5. Enter the amount your department has budgeted for this advertisement in the Not to Exceed field shown in figure 8. 6. Enter a Posting Period. 7. To input additional advertising information, click the Add a Row (+) button. 8. In the example shown in Figure 8, we have selected Other (10) as the Marketing ID. Figure 8: Other 9. Enter the name of the desired media source in the Description field. 10. Continue entering information as described above. 11. When you have finished entering advertising information, click the Continue button. Sacramento State ACS 12

1.3 Entering the Job Description Recruitment Request Process The Posting Information page is where you will enter the Job summary information. Both Staff and MPP positions will require 3 fields of information. Only the sections marked with a red star are required. Information entered in the Job Summary box will appear on the job posting along with additional required information provided by Human Resources. Each section is titled by Description Type and contains a Description text box. In each text box, enter detailed information that corresponds to the title. Description Types are: JOB POSTING SECTIONS-STAFF/MPP Positions SALARY AND HOURS JOB SUMMARY LICENSE/CERTIFICATION TIP If you cut and paste text from a document containing a bulleted list, remove the bullets before copying. Once you have pasted the text use dashes to emphasize list items. 13 Sacramento State ACS

1. Insert Position Title 2. Click on the help icon for information required in each box 3. Use the spell check feature to the right of each description box 4. The Preview link will allow you to preview your entry before submitting the request. 5. After entering all details regarding the position, click the Continue button. Figure 9: Job Descriptions Insert Position Title Spell Check Sacramento State ACS 14

1.4 Comments and Other Information The Other Information page allows you to enter comments or any other information regarding the position or posting. This information is optional and is for internal use only. It will not be included in the job posting. Click the continue button. TIP To avoid loss of data, click the Save for Later button after completing each section of the recruitment request. 15 Sacramento State ACS

1.5 Interview Committee On the Interview Committee page you will enter the names of the Search Committee Members. You must enter at least three (3) Search Committee Members and identify a chair. 1. Enter the EmplID number of the first search committee member or click the Search icon and select from the Search Results list. 2. If a Search Committee member does not have an EmplID, notify Human Resources to obtain a Person of Interest (POI) form. 3. The Name will automatically populate according to the EmplID. 4. To add more search committee members, click the add a row (+) button and repeat the steps. 5. Select the Chair checkbox to indicate which search committee member will act as the Committee Chair. If a Committee Chair has not been selected before submitting the recruitment request, you may leave this checkbox blank and enter at a later date. Please be advise this may delay the process in moving forward. Figure 10: Interview Committee 1.6 Add Attachments Attachments such as Word documents or PDF files, can be added online. Below is a list of attachments that must be included with the Recruitment Request. If you do not have all the required attachments available when the Recruitment Request is submitted, it may delay the job posting and the Search Committee s access to the applications. Note: Long filenames may prevent uploads, resulting in an error message. Due to the current budget and the hiring freeze, all MPP new and Staff probationary Recruitment Requests must include a Request for Exemption. This requirement will be lifted when the University President ends the hiring freeze. Sacramento State ACS 16

Required attachments for Staff and MPP positions: Position Description Interview questions Other attachments that can be included depending on the type of position: Request for Exemption- (if applicable) Background checklist (if applicable) Copy of Advertisements (if applicable) Other- identify To add attachments to a Recruitment Request: 1. Click the Add Attachment link. 2. Select an Attachment Type by clicking on the drop down menu button and select from a list of options. Figure 11: Attachment Type 3. Click the Add Attachment link. 4. Click the Browse button. 5. On the Choose File window select the file you wish to upload and click the Open button. Documents must be uploaded one at a time. 17 Sacramento State ACS

6. Click the Upload button. 7. To upload additional documents, click the Save & Add More button and repeat the process. Figure 12: Recruitment Request Attachments 8. When you have finished uploading documents, click the Save & Return button. 1.8 Submit the Recruitment Request After all information has been entered in all sections of the Recruitment Request, the request is ready to be submitted for approval. 1. Click the Submit button. Sacramento State ACS 18

2. A confirmation screen will display. If you are ready to submit the request, click the OK button. Figure 13: Confirmation When the request is submitted the approval process will be initiated and an email notification will be sent to the first approver. Users who have been granted security to approve the Recruitment Request, will see the Recruitment Request Approval screen. Figure 14: Recruitment Request Approval Page 19 Sacramento State ACS

1.9 Print Recruitment Request Recruitment Request Process To print a hard copy of the request, click the Print Recruitment Request button at the top of the page and the request will be converted to a Word document. Figure 15: Print Recruitment Request button The File Download window will open in a new browser window. Here you have the option to Open the Word document or Save it to your computer. Click the Open button and the Recruitment Request Summary document will open in Word ready to print. TIP If the File Download window does not appear, hold down the Ctrl key while clicking the Print Recruitment Request button. Continue holding the Ctrl key until you see the File Download Window. See the Tips section in this manual to set your browser s security to allow file downloads. Sacramento State ACS 20

Once the document is open, you can print it or save it to your computer hard drive as a Word document. Figure 16: Recruitment Request Summary 21 Sacramento State ACS

2.1 Overview Recruitment Request Process Section 2 Recruitment Request Approval Process Submitting a recruitment request will initiate the Approval Chain. This chain is a set of approvals starting with Department Review, Department Dean or VP approval and continuing on to Budget approval and final HR approval. Each department will be responsible for developing a business process that will meet the needs of that particular department. Each Division, College or Department will have a pre-assigned set of approvers. These approvers will receive email notification when a recruitment request is ready for review and approval. The email will contain the Recruitment Request ID, Recruitment Analyst, the Posting Title as well as other information. It will also include a direct link to the Recruitment Request Approval page. Figure 17: Approval Notification Email Approval Chain The first approver in the Approval Chain, usually at the department level, will have the option to review each portion of the Recruitment Request. If the request meets the desired specifications, the departmental approver will select the Approve button and the request will move to the next section of the Approval Chain. The process will continue until all required departments and administrative personnel have reviewed and approved the request. Push Back Approvers have the option to send the request back for corrections. This procedure is called a push back. If a request is pushed back it will go directly to the previous approver. The push back feature should not be used if the previous approver is not able to perform the necessary changes. Instead, an email should be sent to the appropriate person. Once the changes are made, the current approver can proceed with the approval process. Comments can be added to the request describing the changes or corrections necessary. The comment history will remain in the system allowing all approvers to review the details of changes made during the approval process. Sacramento State ACS 22

2.2 The Approval Process Navigate to the Recruitment Request Approval page using the information provided in the approval notification email. Use the link in the email to go directly to the approval page or navigate through the PeopleSoft menu. User must log into PeopleSoft for the email link to function properly. Navigation: Recruitment > Sacramento Custom > Recruitment Request Enter the Recruitment Request ID in the Search By field and click search. If you don t know the ID number, click the search button to get a list of all Recruitment Requests associated with your department. When the approval process begins, the Recruitment Request Approval page will display a Pending status for the first approver. Each succeeding approver s status will read Not Routed. 1. A navigation bar will appear at the top of the page. Click on each link to review each portion of the recruitment request. 2. If no changes are necessary, click the Approve button. Clicking the Deny button will stop the approval process and will cancel the recruitment request. DO NOT use the Deny button to push back the request for changes. After the first level approval is complete, its status will change to Approved and the next approver s status will change to Pending. An email message will be sent to the next approver. Some departments will have multiple approvers as shown in Figure 26. In this case, the email notification will be sent to each of those approvers. Any one of the listed approvers will be able to review and approve the request. If, after reviewing the request, an approver has determined that corrections or additional information is necessary, that approver will push back the request. A pushback will send the request back to the previous approver only. If your changes required the attention of any other previous approvers, you must email that person to notify them of the necessary changes. 23 Sacramento State ACS

1. When pushing back a request the user must enter comments explaining the details of the necessary changes or corrections. These comments are viewable by anyone with access to the recruitment request. 2. After entering comments, click the Pushback button. DO NOT use the Deny button to pushback the approval. The Deny button will cancel the recruitment request. An email notification will be sent to the previous approver whose status will change from Approved back to Pending. 1. The previous approver must make the necessary changes and then select the Approve button. 2. At this point the request will be forwarded to the next approver in the Approval Chain. The Approval process will continue in this manner until all the necessary departments have approved the request. After the approval process is complete, the status of the Recruitment Request will change to Approved and an email notification will be sent to the original creator of the Recruitment Request and to the HR Reviewer. The Print Recruitment Request button will allow users to print a hard copy of the Job Description and Job Details. Below is an example of the email that will be sent to the original requester stating that the approval process has been completed. Figure 18: Approval email Sacramento State ACS 24

Section 3 Recruitment Request Inquiry As a requestor you can check on the status of your request and see where it is in the approval process. Navigation: Recruiting > Sacramento Custom > Recruitment Request Inquiry 1. Enter your Department ID number. 2. Select a Recruitment Request Status from the drop down menu. For this example we will leave it on the default value of All Requests. 3. Click the Refresh Data button. Figure 19: Recruitment Request Inquiry Search Page A list of recruitment requests associated with the search criteria will display. Scroll to the right to view details of the request and approval information. Figure 20: Recruitment Request Inquiry Search Results The Approval level column will tell you where the recruitment request is in the approval process. You will also see the names of the approvers on that level and the Recruitment Request Status. 25 Sacramento State ACS

Click the Details button for the desired Recruitment Request. The Approval page will display showing where the request stands in the approval process. As a requester, you can review the job posting information but you will not be able to edit the fields. Sacramento State ACS 26

Section 4 Computer Tips Recruitment Request Process 3.1 Enable Automatic Prompting for Downloads This setting will allow you to download files such as Excel and Word Documents from PeopleSoft. The following images may vary in appearance depending on which version of Internet Explorer is used. 1. In any open session of Internet Explorer, click on Tools in the menu bar. 2. Click on Internet Options 3. From the Internet Options dialogue window select the Security tab. 4. Click on the Custom Level button at the bottom of the security window. 5. On the Security Settings window scroll down to find Downloads > Automatic prompting for file downloads. 6. Change this option to Enable by clicking on the appropriate radio button. 7. Click the OK button. 27 Sacramento State ACS

Summary In this manual you have learned how to create and submit a new Recruitment Request and how to approve the Recruitment Request. For more information on Oracle/PeopleSoft procedures, please visit the CMS training website at www.csus.edu/cms/training. Here you will find manuals and interactive tutorials on the Recruitment Request process and other procedures. Questions specific to the Recruitment Request or a job posting should be addressed to Human Resources, Employment Services. For assistance, call 278-6326. Visit the HR web site at www.csus.edu/hr For assistance, please contact the IRT Service Desk at 916-278-7337 or servicedesk@csus.edu. Sacramento State ACS 28