Title Primary Users Last Updated 24 November 2015 When to use this process Complete Vacancy Approval Request Recruiting Manager/Vacancy Manager To make a request for a post, gaining the appropriate authorisation. 1. Select Vacancy Requests > Vacancy Approvals from the menu bar. 2. Select New Request to begin the vacancy request process E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 1 of 10
3. From the Faculty/Services drop down list select the relevant Faculty or Professional Support Services 4. Click E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 2 of 10
5. Select the Approval Process from the drop down box. The Faculty s and PSS have agreed approval authorisation routes for vacancies. Please carefully choose the relevant approval process for your post. Faculty of Science Agriculture & Engineering Faculty of Medical Sciences Faculty of Humanities & Social Sciences Professional Support Services E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 3 of 10
6. By selecting the approval process, this will begin to automatically populate some of the approver email addresses. You will need to: Enter the job title of the post Enter your email address Enter the email address for Approver 1 and in some workflows, Approver 2. Click E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 4 of 10
7. All mandatory (*) fields must be completed. Please review any non-mandatory fields and complete if relevant. Non-completion of fields may delay the approval process. Details of Post Please note the following: Type of Post if it is a direct replacement please give the name of the previous postholder. This will help Management Accounts. E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 5 of 10
HEFCE Subject Code ALL Units MUST enter a HEFCE Subject Code (including PSS). There is a link to the subject code list on the form. Justification for the Post this MUST be added to all vacancy approval requests. A document can be uploaded or there is a free text box. E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 6 of 10
8. Fixed Term Contracts 9. Recruitment Where will the post be advertised? Who should have access to the applications? E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 7 of 10
10. Pre-Placement Checks At this stage, this is for information only. 11. Advert Text 12. Job Description/ Details: Click Browse to search for your document Select the document Click Upload E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 8 of 10
Uploaded documents will be listed. 13. Selecting application questions is optional. You can choose 1 question per Success Factor on the job description. If application questions are requested, HR will create an application form for the vacancy. All application forms include the mandatory question asking candidates to outline their suitability for the post and address any gaps. Application questions will be additional to the mandatory question. 14. Save and exit or Submit or Print E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 9 of 10
15. In Vacancy Request you will be able to follow the progress of your request. The icons are as follows: - View approval progress - View the form - View the form as a PDF Cancels the workflow - DO NOT press this unless absolutely sure the workflow needs to be cancelled. It CANNOT be retrieved. 16. An email is sent to the originator of the vacancy approval form. Each approver in the workflow will receive an email with a link to approve the vacancy. 17. If an approver rejects the request, the originator will receive an email to inform them that they need to review the vacancy approval form. A link is embedded in the email which clicks back to the form. Amendments can be made to the form and re-submitted. 18. When the vacancy has been fully approved, the originator will receive an email. The status will be shown as Completed E-Recruitment Complete Vacancy Approval Request (v.1.2) Page 10 of 10