Recruit Process Human Resources 2005 Need to fill a position Determine funding – Regular Allocation Available Salary Budget – Restricted Grant Salary Budget Receive internal approvals to fill the position New or Existing Position NEW Existing – Complete a P112 – Update P112 – Refer to “Position Description Training 101” Be sure to receive internal approvals on all position descriptions People Admin What documents do you need to get started? – P112 -PD – Organizational Chart Using People Admin Hiring Manager User Guide Human Resources has implemented this system in order to automate many of the paper-driven aspects of the employment application process. You will use People Admin (PA) PA will benefit you by to: facilitating: Create and submit postings Faster processing of employment information View applicants to your postings Up-to-date access to information regarding all of Notify Human Resources or your postings EO of your decisions regarding the status of each applicant More detailed screening of applicants’ qualifications – before they reach the interview stage Beginning Tips The site requires Adobe Acrobat Reader. Please use the navigational buttons within the site. Your browser’s "Back", "Forward" or "Refresh" buttons do not work. The site is best viewed in Internet Explorer 5.5 and above. To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. Screen resolutions 1280 by 1024 pixels 800 by 600 pixels Getting Started Enter URL: jobs.vt.edu/hr or https://jobs.vt.edu/hr After entering the URL, the “login screen” for the system will appear and should be similar to the following screen: Log in to the system with your Virginia Tech PID and password. No Current User Account Click the “Create User Account” link on the left. Fill in all the information, click continue and confirm. You will receive an email when your account has been established. User Types Department Admin Hiring Manager Department Head Sr. Management HR Administrator Creating a Posting Click the link under the header “Create Posting”. Choose From Template (where several fields are predefined) – Classified templates are available. These are from existing inventory. They may be customized for the job. – If no template is available choose the “Generic” template OR From Previous – Entering Posting Information Notes about Posting screen: Fields with an Asterisk (*) are required If you are unable to complete the entire porcess be sure to save at the bottom of each page If you have entered partial information that you want to save but have not completed all REQUIRED fields, you will need to type something into the required fields (any character will do) so that the system will allow you to go to the next or end screen and save your work. You can skip sections by clicking in the boxes below the posting title. Field names in black indicate those fields that will be shown to the applicant. Field names in maroon will not be visible to the applicant. Questions and Points There are only a very few previously approved classified positions using questions You must receive approval from HR to use the question & points section One of our next projects will be to develop a bank of questions Stay tuned………. Hiring Steps Used to track applicant flow. The settings are pre-set and can not be changed by the hiring manager. If changes are needed call Human Resources (classified) or EO (faculty). Guest Users Used by supervisors & search committee members who need to have access to view applications for a specific position. Only able to view active applicants for that specific posting. When the posting is filled, the guest user name and password are automatically deactivated. Guest User Manual is available on our web site. Guest User Account To set up a guest user account, click the "Activate Guest User" link. The system automatically assigns a User Name for this posting You will need to enter a password, which must be between 6 and 20 characters. Attaching Documents Attaching Documents Upload the document by clicking the Browse button. Locate document, then click the Attach button. Click the Confirm button. Attach additional documents. Once finished attaching click the Continue to Next Page button. This takes you to submitting the posting. Submitting the Posting The last step is to select the appropriate approval step and click Continue. Click the Confirm button to complete this step. The details of your posting are NOT SAVED until you complete this step. Posting Approval Flow 1. Dept Admin User or Hiring Manager creates posting and routes to Dept Head. 2. Dept Head approves and routes to Sr Mgmt. 3. Sr. Mgmt approves and routes to Human Resources (EO for faculty or Research) 4. Human Resources (or EO for faculty) will approve the job and it will begin advertising. Note: Email notification is sent to Dept Head users and Sr Mgmt users when they have something to approve. Requisition received by Human Resources Review P112 Classification – Classify if new – Review classification of existing position – Complete audit report Banner review – Set-up if new – Review role and SOC for accuracy Ensure Allocations Identify positions with affirmative action goals – Assist department with diversity resources – Ad placement and contacts Review ad content – Make adjustments and review changes with department as necessary Advertising The department will enter a tentative advertising cycle. – Once the position has been approved by Human Resources, HR will open the position All positions must advertise a minimum of 5 business days Close/Review Date Position closes (or reaches the review date) Once close/review date occurs HR will – review the position for AA goals – contact department to discuss those goals – then release for screening If a close date has been scheduled PA will automatically remove the position from the web site Screening Options HR assist with screening Department screening with HR review – If departments want to do all or portions of screening, they must contact their HR Analyst for guidance/training People Admin screening grid Screening on PA Review individual applications/documents Review multiples applications/documents Interviewing Group Selected Interviewing group determined by dept – Dept contact HR prior to contacting applicants Review top group Approval Interviewing group determined by HR – HR contact Dept Review top group Dispositioning Applicants Applicant Status & Reason App Status Definition Application was received after the final review date, application was not reviewed. (Used mostly with Application received too late positions that use review dates) Applicant has two active applications. (Usually happens if the applicant has created two accounts in Duplicate Application People Admin). Use the application with the most recent submission date. Applications in this status are not available for department to view. The position work flow would Under review by Hr require HR and the department to have a discussion prior to the department seeing the application Applications in this status are active and can be viewed by the department. (This status can be used during the advertising and/or screening process. Applicants not in the "interviewing" or "short list" Under review by Department group can be left in this status during the interviewing process Applications in this status are active and can be viewed by the department. (This status is typically used for applicants not being interviewed but are considered to be in the next skill level and could be Short List interviewed if interviewing group does not work out). Applicants in this status are considered the most qualified group from the applicant pool and are being Interviewing offered an interview Not Hired/Interviewed Applicant was offered an interview but was not hired Hired Applicant was interviewed, offered the position and accepted the offer Not Referred/Not Interviewed Application was reviewed but not selected for interview Application Withdrawn Applicant withdrew his/her application independently through People Admin Used predominately in pools to remove applicants from a pool once their application has passed the Expired from Pool pre-approved active status. Voided Position will not be filled from this pool Reason Definition Status - Not Hired / Interviewed Applicant was interviewed but found not to meet the minimum qualifications for the Doesn't meet minimum qualifications position Job-related knowledge/skills/abilities insufficient or not as strong as selected Applicant was interviewed but their job related KSA were insufficient for the needs of the candidate position or were not as strong as selected candidate. Interpersonal or communications skills not Applicant was interviewed but their interpersonal or communication skills were as strong insufficient for the needs of the position or were not as strong as the selected candidate. Declined Interview When contacted to schedule an interview the applicant declined or withdrew Applicant was offered the position but declined the offer and did not give the reason as Declined Offer lack of partner opportunity or salary offer not competitive. Applicant was offered the position but declined the offer based on the lack of opportunity Declined Offer, lack of partner opportunity for his/her partner Declined Offer, not competitive Applicant was offered the position but declined the offer because it was not competitive. Did not show for interview Applicant did not show for the scheduled interview Applicant was either interviewed or offered an interview but was unable to accept or Unable to accept work conditions/schedule meet the work conditions or schedule After two attempts (one of which was outside of normal business hours) the applicant Unable to contact was unable to be contacted **MUST HAVE HR REP APPROVAL PRIOR TO SELECTING THIS CODE** Open ended text Other box that requires a reason for not hiring the applicant if the above categories do not fit. Status - Not Referred / Not Interviewed Based on the application submitted by the applicant he/she did not meet the minimum Doesn't meet minimum qualifications qualifications as described in the requirements section of the advertisement Based on the application submitted by the applicant he/she met the minimum Job-related knowledge/skills/abilities qualification as described in the requirement section of the job advertisement but his/her insufficient or not as strong as selected job related KSAs were insufficient for the needs of the position or were not as strong as candidate the candidates that were selected for interview. Interviewing Information www.hr.vt.edu/classified/employmentprocess – Checklist – P107 (Applicant Interview Record) – ADA Guidelines – Benefits Summary (salary positions only) – Sample Letters – Background Check Release Form Interview Applicants HR offers “Introductory Interviewing Skills for New Supervisors” Contact your HR Analyst to schedule training Interviews Completed Conduct reference checks Select top candidate Determine appropriate salary offer STOP Hiring and Salary Approvals Approval must be received from – Your department/senior management (depending on internal guidelines) – HR (we can also offer salary data for internal and external markets) Making the Offer Verbal vs. Written Salary negotiations Contingent offer based on background check results Final Paperwork Returned to HR – P3A (with appropriate salary justification) – Signed application of selected applicant – P107 (Applicant interview record) – Copies of letters (offer & rejection) – Interview Questions Maintained by department (3 years) – Interview notes – Reference check notes – Copies for departmental personnel file as necessary Getting the person paid Salary – HR will P3A, offer letter, signed application, background check must be received schedule orientation establish the person in Banner Wage – Department will establish person in Banner After the hire Return all required paperwork Within 30 days – Performance Plan – Begin training and coaching 6 month – Performance Review – Continue training and coaching 12 month – Performance Review Questions ?