Welcome to PeopleAdmin Part Time - Hourly Instructions 1
HOW TO FILTER A SEARCH FOR A POSTING OR APPLICANTS Please read before you get started. When SEARCHING for a posting or applicant and you cannot find the posting or the applicant please filter your search options. Here is how your page might look with no rows or columns: If you do not see any postings or applicants then you will need to filter your search. Click on the More Search Options to add your rows and columns. To build out rows and columns click the drop down for Add Column. You may then select your columns you would like to have on the title bar. See below. 2
After you have built out your columns and rows you may then select a workflow state to determine where the position is in the posting process. Please refer your workflows contained in the instructions. You may also save this search. Please remember you may use this filter for applicants AND postings. 3
Posting Workflow for Part Time/Hourly Employees Originator move to full time posting OR Move to part time posting FULL TIME POSTING Continue with full time workflow HR Initial Review PART TIME POSTING Dept. Head- PART TIME POSTING Associate Provost-PART TIME POSTING (Only if your dept. is under the Provost office; otherwise send to HR) HR PART TIME POSTING NOTE: YOU MUST SELECT HR INITIAL REVIEW-PART TIME POSTING OR IT WILL GET LOST IN THE FULL TIME WORKFLOW Posted on UCA s Website PART TIME POSTING 4
Logging On PART TIME JOB POSTING INSTRUCTIONS FOR ORIGINATORS Open your browser and go to https://jobs.uca.edu/hr. Click under the box on the SSO Authentication or CAS Credentials link. You will then be able to log in with your UCA credentials. DO NOT LOG IN HERE! Be sure you are logged in as an originator. Click on the Postings tab, classified. Click on the orange button +Create New Posting button. 5
You may create the posting from a template or a posting that already exists. Preferably use Create from Position Template. Type in part time in the search bar and click on search. Your template Part Time/Hourly will appear at the bottom of your screen. On the bottom right click on Actions then Create From. In the Working Title type the title of the job next to Part Time/Hourly. 6
THIS STEP IS VERY IMPORTANT!!!!!!! Under Applicant Workflow choose Under Review by Part Time Hiring Manager. Click Create New Posting. You will then be carried to the Posting Details page. Posting Details Enter in the Hourly Rate. Select drop down to Private or Public Posting. Private posting will provide an internal link for you to give an applicant/applicants that you have predetermined will be hired part time. The applicant will be given the link (by you) that will be generated at the end of the posting process to fill out their application and then the hiring manager will start the PAF. After the PAF has been completed then the applicant will receive an invite email to fill out their part time hiring packet (on-boarding). Public posting will post to the public. It will be a pool of applicants that you may hire one or more applicants from it. It can remain open for 30 days. Click Next. 7
POSITION DETAILS On the Position Information page fill in all the areas in red. Justification for filling the position is Part Time-Hourly. Fill in the Index and Account Number AND the end date of the PAF. EX: 501000-660100/PAF ends 05/15/2020. Fill in Position Summary and Qualifications, Job Duties and Responsibilities, Desired Start Date, Hiring Manager, Originator, Full Time/Part Time (select Part Time), Will you be hiring more than one applicant for this Posting? and supervisors name. Complete your Open Date and Close Date and click Next. On the next screen if you would like to add questions to ask the applicant such as Do you have at least two years of experience/onthe-job training performing grounds keeping and/or the maintenance of lawn-care equipment? then click on Add a question. When the questions screen appears type in a keyword. Click the Add box on the left and Submit. Click the Required box then click on the blue area under Question to open up the field. Click on blue question to open up field. You can click no under disqualifying and if they do not have the experience requested then it will automatically disqualify the applicant after they apply. Click Next. 8
The Applicant Documents page is next. You may check the boxes if you would like documents (resume) from the applicant; otherwise click Next. Continue clicking next until you reach the summary page. Review your posting. If it is correct then Take Action on Posting and move to HR Initial Review-Part Time Posting. NOTE: ON THE ORANGE Take Action on Posting YOU MUST SELECT HR INITIAL REVIEW-PART TIME POSTING OR IT WILL TRANSITION TO THE WRONG WORKFLOW! It will continue in the workflow until posted (see workflow on page 4). It will be posted publically or privately (see page 7). If posted privately then after it has been through the completed workflow you will find the link to send you applicant here: 9
Applicant Workflow for Part Time/Hourly -Classified Under Review by Hiring Mgr Hiring Mgr- Applicants to interview Part Time Other Apps Move to Not to be interviewed Part Time Hiring Mgr selects Applicant Recommends for Hire Start Part Time Hiring Proposal Those not selected move to Interviewed not Hired-Part Time HR for BG Check-HR moves to Dept Head 10
PART TIME/HOURLY APPLICANT WORKFLOW INSTRUCTIONS FOR THE HIRING MANAGER AFTER JOB IS CLOSED & REMOVED FROM THE WEB REVIEWING APPLICATIONS AS THE HIRING MANAGER PLEASE NOTE: If you cannot find the posting OR applicants you will need to filter your search. Please see How to filter a search for a posting or applicant on page two. Log in as the Hiring Manager. If the posting is not on your home page under your watch list then go to Postings and Classified and your posting should be at the bottom of your page. Click on your posting to open it up. Click on your applicants tab. To see your applicants you will need to use the filter (Click on More Search Options if needed to open up filtering). The workflow state you are looking for will be Under Review by Hiring Mgr Part Time. Click on it and click the Search button. 11
If your filters are correct then you will see your applicants. Click on their name to review the application. After reviewing your applicants move them appropriately in the workflow by checking the box to the left and then on the bigger orange Actions button on the right to move in workflow. The next screen will show Change for all applicants. In the drop down select Interview, Part Time OR Not Interviewed-Part Time Email when posting filled. Select appropriate choice for each applicant. Save changes. For applicants you do not want to interview move to Not Interviewed on your drop down. After the page refreshes you will need to use the filter again to see the applicants at Interview Part Time. 12
You may then begin your interviews. You do not have to receive approval from Affirmative Action. After interviewing your applicants and making a selection move them appropriately in the workflow by checking the box to the left and then on the bigger orange Actions button to move in workflow. Select the drop down beside Change for all applicants and select Recommended for Hire-Part Time. Then change the remaining applicants to the appropriate workflow. Save changes. After moving in the workflow you will then need to filter your search (Page 2) to Recommended for Hire-Part Time. You will need to filter your search (page two) to find your applicant at Recommended for Hire-Part Time. Click on applicants name and open their application. 13
Then Start Part-Time Hiring Proposal. Click on the applicants name to open up their application and on the orange Take Action on Job Application move to Recommended for Hire-Part Time. Please click the START PART-TIME Hiring Proposal or it will go into the wrong hiring proposal workflow. Complete the following fields: ~Index, Account Number, Department along with the end date of the PAF. ~Position end date ~Position end date type ~Supervisor s name ~Approved Salary/Pay ~Start Date ~If current or past employee click next. Move in workflow to HR Background Check. 14
After starting the background check process HR will move the part time hiring proposal to department head. The department head can now move the part time hiring proposal to their VP (if under the Provost Division it would go to Academic Budget, Assoc. Provost, and VP Provost). It will then go to HR Initial Review Part Time, Budget and HR Final Review then approved for hire. The onboarding process will begin to collect the applicant s paperwork. The hiring manager will receive an EPAF sent via Gmail. Please share it with your admin and Dean if needed. EPAF/Hiring Proposal Workflow for Part Time/Hourly -Classified Dept Head Dean- Provost Division Academic Budget Cord- Provost Division Associate Provost VP HR Initial Review Budget HR Final Review EPAF-Hiring Proposal Complete- Onboarding begins 15