Position Approval Process Adding a position description to the library Check your settings Initiator (User Role) Position Management (Module) Position Approvals (Tab): Faculty & Staff 1. Click 2. Choose New Position Description Clone Position If the new position is similar to an existing position, you may choose to clone an existing position description (you will have the opportunity to edit the details). Select the appropriate Position Approval from the list (check radial button), and click OR Create Position from Scratch Enter new position title and select department (if necessary), click 3. Complete or edit details in the Editing Position Request tabs. Need to format a list or text? Use Textile Markup Language! For help visit http://redcloth.org If you have cloned an existing position, most job details will pre-populate, but you must make necessary additions and edits. If you are creating a position from scratch, fields will not pre-populate and you must enter all information about the position. 4. After completing the Editing Position Request tabs, the Position Request Summary displays all position information. A green check mark next the heading indicates the section is complete. An orange exclamation mark next to the heading indicates a required field is missing. o Click on Edit to enter missing information and Save new information. 5. Once the position request is finalized, on the Summary page, go the dropdown box and select Submit. In the Take Action box, you may add a comment for the next approver. If there is more than one Department Head, you must select the appropriate person in the drop-down box. Click Submit. This will move the posting into the Approval process: Department Head Senior Administrator Human Resources Position Approval
Modifying a Position Approval Edit position description or budget allocation, unseat an employee, change supervisor Check your settings Initiator (User Role) Position Management (Module) Position Approvals (Tab): Faculty and Staff 1. Find position and click on the Position Title 2. On the next screen, click on Modify Position Description 3. Click Start 4. Complete or edit details in the Editing Position Request tabs. Position Justification is a required field and should indicate Department Head Senior Administrator Human Resources Position Approval
Review & Approval Check your settings: Approver Title (User Role) Home (Tab) Pending requests will appear in your Inbox (Postings and Hiring Proposals). 1. Click on the Position Title 2. Review details. There are three tabs with information about the request: o Summary A complete overview of the request o History A timeline account of the workflow submissions, including comments added by previous users o Settings Displays the Division/College and Department names 3. Take Action on Item. Hover over the orange Take Action button for a list of options. When you choose an action, a dialogue box will display with the option of adding Comments for permitted users to read. o o Approve. Choose Approve and move request to next role Return to a previous user. If a request requires changes before an approval will be granted, you may return it to the applicable user with instructions. Approval Workflow Department Head Senior Administrator Initial HR Review Budget Executive Director of HR VP Finance & Admin Provost (As Applicable)
Posting a Job Check your settings Initiator (User Role) Applicant Tracking (Module) Home (Tab) 1. Click on Create New Faculty & Staff Posting in the Shortcuts box 2. Choose Create from Position Approval in the dialogue box 3. Locate Position Description, hover over the Actions drop-down and choose Create From 4. On the New Posting screen, select the appropriate Accepted Applications Forms a. Application = Staff Position b. Faculty Profile = Faculty Position 5. Click 6. Complete details in the Editing Posting screens. Hiring Justification: Detail the need for the position Position Details: Pre-populated with position information, if details are inaccurate or missing, changes must be made in Position Management module. Complete required fields. Position Budget Information: Complete all relevant fields Reference Letter Feature: Determine if posting will solicit letters Supplemental Questions: Select or create questions for applicants to answer Documents Needed to Apply: Select application materials Posting Documents: Optional upload Search Committee: Select users who may view applications for the position Ranking Criteria: Tool for Applicant Reviewer/Search Committee to rank applicants in different stages of hiring process Guest User: Request for an unlisted user to gain access to the posting 7. After completing the Editing Posting tabs, the Posting Summary page displays all posting information. a. A green check mark next the heading indicates the section is complete. b. An orange exclamation mark next to the heading indicates a required field is missing. Click on Edit to enter missing information and Save new information. 8. Once posting details are finalized, on the Summary page, go to the dropdown box and select Approved under Workflow Actions. In the Take Action box, you may add a comment for the next approver. If there is more than one Department Head, you must select the appropriate person in the drop-down box. Click Submit. This will move the posting into the Approval workflow: Department Head Senior Administrator Human Resources Budget Executive Director of HR VP Finance & Administration Provost (As Applicable)
Review & Approval Check your settings: Approver Title (User Role) Home (Tab) Pending requests will appear in your Inbox (Postings and Hiring Proposals). 4. Click on the Position Title Postings = positions to be approved to be posted. Hiring Proposals = if an applicant has been identified and the compensation is over the approved amount. 5. Review details. There are tabs with information about the request. There are three of particular interest: Summary A complete overview of the request History A timeline account of the workflow submissions, including comments added by previous users Settings Displays the Division/College and Department names 6. Take Action on Item. Hover over the orange Take Action button for a list of options. When you choose an action, a dialogue box will display with the option of adding Comments for permitted users to read. o o Approve. Choose Approve and move request to next role Return to a previous user. If a request requires changes before an approval will be granted, you may return it to the applicable user with instructions. Approval Workflow Department Head Senior Administrator Initial HR Review Budget Executive Director of HR VP Finance & Admin Provost (As Applicable)
Reviewing Applicants- Applicant Reviewer Check your settings: Applicant Reviewer (Current Group) Applicant Tracking (Module) Postings (Tab) 1. Select the Posting (open position) by clicking on the Position Title and then clicking on the Applicants tab. Here you will see a list of those who have applied to the position. 2. To review applications, there are options depending on preference. Review applicants one-by-one Click on applicant s Last Name to review application, and then click on the links for their supporting materials (Resume, Cover Letter) OR click on Generate (then, View) under the Combined Document column to see all materials at once (application, cover letter, and resume). Review multiple applications in single PDF Select applicants by checking the box next to their names, hover over the Actions drop-down, and select Download Applications as PDF. You will then have the option to choose the document types you d like to include in the download. List doesn t include a column you need? Select More Search Options or Advanced and add it from the Add Column list. Changing Workflow State for Applicants To transition an applicant from one workflow status to another simply click on their Name to view their application. Click on the Take Action on Job Application and make the appropriate selection. All applications start-off in the Workflow State: Under Review by Committee. Only the Applicant Reviewer may change the Workflow State. Evaluating Applicants To evaluate applicants on ranking criteria, click on the applicant and then Evaluate Applicant. Evaluative Criteria will be listed (if any) according to Workflow State (some questions are applicable at resume review stage, while some are applicable after a candidate has been interviewed). Be sure to click Save after making selections and entering comments.
Reviewing Applicants- Search Committee Check your settings: Search Committee Member (User Role) Applicant Tracking (Module) Postings (Tab) 3. Select the Posting (open position) by clicking on the Position Title and then clicking on the Applicants tab. Here you will see a list of those who have applied to the position. 4. To review applications, there are options depending on preference. Review applicants one-by-one Click on applicant s Last Name to review application, and then click on the links for their supporting materials (Resume, Cover Letter) OR click on Generate (then, View) under the Combined Document column to see all materials at once (application, cover letter, and resume). Review multiple applications in single PDF Select applicants by checking the box next to their names, hover over the Actions drop-down, and select Download Applications as PDF. You will then have the option to choose the document types you d like to include in the download. List doesn t include a column you need? Select More Search Options or Advanced and add it from the Add Column list. Evaluating Applicants To evaluate applicants on ranking criteria, click on the applicant and then Evaluate Applicant. Evaluative Criteria will be listed (if any) according to Workflow State (some questions are applicable at resume review stage, while some are applicable after a candidate has been interviewed). Be sure to click Save after making selections and entering comments. All applications start-off in the Workflow State: Under Review by Committee. Only the Applicant Reviewer may change the Workflow State.
Creating a Hiring Proposal Check your settings Initiator (User Role) Applicant Tracking (Module) Home (Tab) 9. Click on the desired job posting from Postings or your Inbox 10. Choose the Applicants tab 11. Locate the appropriate Applicant from the list. Click on Applicant name and make appropriate selection from the Take Action on Job Application button. 12. To Hire an Applicant: a. Move to Recommend for Hire option. b. Select Start Hiring Proposal. 13. On the left of the screen the Selected Position Approval that is linked to the specific posting will be there along with other postings in the system that could be chosen in an unusual situation. 14. Scroll to the bottom of the page to the blue button: Select Position Approval
Note: Please hit OK for the message referring to the currently seated employee. 15. Input applicable information in Hiring Proposal. 16. Take Action on Hiring Proposal by sending the proposal to Human Resources. 17. If the Hiring Proposal is over the approved pay for the position, the proposal will need to go through the entire approval process. The position cannot be offered to the applicant until the approval procoess is complete. Department Head Senior Administrator Human Resources Budget Executive Director of HR VP Finance & Administration Provost (As Applicable)