Brief Document Description - griffith.edu.au€¦ · Web viewFor split costing, click the plus...

eRecruit User GuidePrepare Job Offer

Unpaid AppointmentsHonorary, Adjunct and

Visiting

HR User Guide 29 June 2016 1 | P a g e

Brief Document Description

Overview This User Guide explains how to prepare a job offer for an unpaid appointment in eRecruit. Appointments include Honorary, Adjunct and Visiting. Please refer to the end of this guide for troubleshooting material.

About this Business Process

The purpose of Adjunct, Honorary or Visiting appointments are to enable the University to maximise its use of the academic and professional talent in the broader community to enrich the student experience and to advance Griffith's Learning and Teaching, and Research goals.

To find out more about unpaid appointments please refer to the Adjunct, Honorary and Visiting Appointments Policy and Procedure.

For further assistance using eRecruit, please contact HR on (07) 373 54011 (ext 54011).

IMPORTANT: There is a different eRecruit process for raising direct appointments. For further information, please refer to the User Guide for Direct Appointments.


http://policies.griffith.edu.au/pdf/Adjunct%20Honorary%20and%20Visiting%20Appointments%20Policy%20and%20Procedure.pdf

http://policies.griffith.edu.au/pdf/Adjunct%20Honorary%20and%20Visiting%20Appointments%20Policy%20and%20Procedure.pdf

Steps

Prerequisite Preparation Checklists

Step 1 Navigate to Recruiting Home

Step 2 Create Job Opening

Step 3 Enter the Job Details

Step 4 Attach the applicant to the job

Step 5 Prepare Job Offer

Step 6 Submit Job Offer for approval

Troubleshooting How do I find a drafted job opening?

How do I find a drafted job offer?How do I track my direct appointment in the approval process?How do I edit a declined job offer?How do I clone a previous position?

Useful Icons

Use this icon to view specific help text

* Indicates a mandatory field

Use this look up icon to search for data.


Preparation Checklist – Unpaid Appointments

It is recommended that you have the following information ready prior to raising a direct appointment in eRecruit:

Job Opening Job Code: Number of Openings: Campus Location:

Status Reason: Please select one: HR Adviser, Appointment Services: Head of Element: Applicant Employee ID (if applicable): Name: Email Address: Attachments

Curriculum VitaeJob Offer

Additional Offer Components (i.e. allowances): Salary Costing Information

(incl. Speed Type Key, Class Field, Account and Percent to Allocate): Comments/Justification:

Is the person a citizen or resident from a country that may be subject to sanctions? Yes No

Eligibility to work in Australia: Appointment Type: Start Date: Estimation Date: Yes No End Date (for fixed term appointments): Hours per fortnight: Induction Delegate (if required)


Step 1 - Navigate to Recruiting Home

Open the Griffith Home Page. Click on Staff Portal in the top right hand corner of the screen.

Log into the Staff Portal using your Griffith ID and Password

The Staff Portal Page displays. My Staff Page can be accessed in two locations within the Staff Portal.

The first location is by clicking on My Staff Page under “Key Services”


Alternatively you can select Employment from the left hand side navigation menu, and click My Staff Page under “Human Resource Management”

A series of ‘tiles’ will appear on your Home Page once you have logged in to My Staff Page.

Click on the ‘Recruitment’ tile.

The Recruitment Dashboard displays.


The layout of the Recruitment dashboard has changed. The new page is divided into two sections.

Left hand menu - lists all the menu items under each main heading. The right hand screen - provides functionalities of the menu item chosen on the left hand screen.

Click on ‘Recruitment Home’.

Step 2 - Click Create Job Opening

From the Recruitment menu on the left hand side of your screen, click Create Job Opening.

The Primary Job Opening Information page displays.HR User Guide 29 June 2016 7 | P a g e

Enter the Job Details

Departmento If you are creating a job opening for a different Department,

update Department code by clicking on the look up.

Job Code

For Adjunct Appointments use:

Job Code Description

ADJAAL Adjunct Associate Lecturer

ADJBLT Adjunct Lecturer

ADJCSL Adjunct Senior Lecturer

ADJDAP Adjunct Associate Professor

ADJEPR Adjunct Professor

ADJPRF Adjunct Principal Research Fellow

ADJRFL Adjunct Research Fellow

ADJSCR Adjunct Senior Clinical Research Fellow

ADJSRF Adjunct Senior Research Fellow

ADJOTH Adjunct Other

For Honorary Appointments use:


HONCSL Honorary Senior Lecturer



HONDAP Honorary Associate Professor

HONEPR Honorary Professor

HONFEL Honorary Fellow

For Visiting Appointments use:


VISSCH Visiting Scholar

VISAAL Visiting Associate Lecturer

VISBLT Visiting Lecturer

VISCSL Visiting Senior Lecturer

VISDAP Visiting Associate Professor

VISEPR Visiting Professor

VISFEL Visiting Fellow

VISRFL Visiting Research Fellow

VISSRF Visiting Senior Research Fellow

VISPRF Visiting Principal Research Fellow

VISRAS Visiting Research Assistant

VISSRA Visiting Senior Research Assistant

VISOTH Visiting Other

Enter the Job Code from the list above. Press Tab on your keyboard.


You can also use the Look Up icon to search for the Job Code.

Click the Job Code from the Search Results.

Recruiting Location. Click on the Recruiting Location look up.

Click the Recruiting Location from the Search Results list.


Step 3 – Enter the Job Details

The Job Opening will display and is populated based on the Job Code.

Enter Opening Information: Select *Status Reason (mandatory field)

o Existing Positiono New area of Activityo New Positiono Replacement

Enter Locations Click Look Up to select the campus location.

Location Code Description

CAMNAT Nathan Campus

CAMMTG Mt Gravatt Campus

CAMLOG Logan Campus

CAMGCC Gold Coast Campus

CAMSBA Southbank Campus – QCA

CAMSBC Southbank Campus – QCM

Enter the Location Code and press tab on your keyboard.

IMPORTANT: Do not Add Additional Job Specifications

Assignments Box


Add *Recruiter. (mandatory field)o Click Add Recruitero Type in the name of your HR Adviser, Appointment Services and

tab OR Click the look up icon to select.

Clicking the Look Up icon will provide a full list of Recruiters.

o Please ensure there is a tick in the Primary box beside your HR Adviser name

Add *Hiring Manager (Head / Director in Academic Groups and Head of Element or Delegate in Administrative Groups): (mandatory field)

o Click Add Chairpersono Type the Hiring Managers name and tab OR Click the look up

icon and select person from the list. o Please tick the Primary box beside the Hiring Managers name.


Add Interested Party (Administration contact, if applicable): o Click Add Interested Party, o Type the person’s name and tab OR Click the look up icon and

search.

Click Save and Submit.

The Job Opening ID has now been created.

Please take note of the Job Opening ID for reference later.

NOTE: No job approvals required for Unpaid Appointment Job Openings

Step 4 – Attach Applicant to the Job Opening

Click Recruiting Home and then Search Applicants or click on ‘Recruitment Home’ on the left hand menu and Search Applicants sub menu:

OR


The Search Applicants field displays.

Enter First and Last Name of your applicant.

Change the Applicant Status to blank.

Note: Selecting Search My Applicants will only return all applicants attached to job openings you are associated with (for example you are the creator, hiring manager, interviewer etc)

Click Search.

A) Steps when search results display:

Click on the Applicant Name.

The Manage Applicant page displays.

Click on Add Application.


The Add Application Details page displays

Add your six digit Job Opening ID via look up icon

Click Add Resume Attachment to add the applicants CV

Please note that you do not need to fill out the other fields on this page.

Click Save.

Click Return

B) Steps when the applicant doesn’t exist:

Click Recruitment Home.

Click Create Applicant.

For Employees:


Enter the applicant’s current Griffith Staff ID. Use the Employee ID look up to search for their Griffith ID.

Once entered their current details will prepopulate.

For Non-Employees:

Enter Name Prefix, First Name, Middle (if applicable) and Last Name Add Email Address ensuring you tick the Primary box and select the

email type.

Click Save.

The Applications Tab now appears

Click Applications tab

Click Add Application

Enter your six digit Job Opening ID in the Job Opening Id field or use the Look up icon to search.HR User Guide 29 June 2016 16 | P a g e

Click Tab.

Click Add Resume Attachment to add the applicants CV

Please note that you do not need to complete the other fields on this page.

Click Save.

Click Return.

If the Applicant already has an Applicant Id you will receive the following message:

Take note of the existing Applicant ID number and click OK.

Click Search Applicants and use the Applicant ID or Applicant Name to locate the applicant.

Follow the steps for Existing applicants above.

Step 5 - Prepare Job Offer

Click on Search Applicant on left hand menu


Search by Name or Applicant ID

On the Manage Applicant page, under the Applicant Activity tab locate the Job Opening you wish to use click Other Actions > Recruiting Actions > Prepare Job Offer.

The Prepare Job Offer page displays.

NOTE: You can save your job offer as draft anytime by clicking “Save as Draft”


Review the Offer Details section which has pulled through the position and Job Opening information.

Complete the following sections:

A. Job Offer Components: o Add Base Pay and enter $1 per annum. The Currency and

Frequency will default.

B. Only enter Salary Costing Information if the applicant is to receive an allowance.

o Click the look up icon to search for your Salary Costing details. o For split costing, click the plus symbol to add additional lines –

please note these must total 100%.

C. Commentso a meaningful justification for the appointment.

D. Attachmentso Click Add Attachment to attach any required documentation.


Add the document Description

E. Additional Offer Details section:

Is the person a citizen or resident from a country that may be subject to sanctions? Click Yes or No

Select Eligibility to work in Australia. o Important note: the correct option must be selected here as this

impacts the applicant’s on boarding.

Select Appointment Type.


Add the Start Date. o Important note: The start date cannot be before the job offer

date which is date raised (today’s date). For backdated appointments, please contact your HR Adviser, Appointment Services (ext 54011).

Add the End Date.

Is Start Date an Estimation? Click Yes or No

Probationary Period: Add N/A

Hours per Fortnight: Enter amount of hours

Enter an Induction Delegate if the line Manager isn’t responsible for completing the new employees onboarding activities.

Click Save as Draft anytime to save your job offer as draft.


Step 6 – Submit Job Offer for approval

To submit the Job Offer for approval, click on Edit Offer under Offer Details.

Click Submit for Approval to submit your job offer for approval.

A message box will appear if you have not completed any mandatory fields.

Once submitted, a message will display and an additional tab Approvals will appear.

Click Approvals tab to view Approval Workflow


The Job Offer Status will change to Pending Approval.


Troubleshooting

How do I find a drafted job opening?

Log into the Staff Portal and navigate to Recruitment tile via My Staff Page and choose Recruitment Home on the left hand menu.

Under Recruitment Home, click Search Job Openings.

Change the Status to Draft and click Search.

Select the Job Opening from the returned list and continuing editing your Job Opening.


How do I find a drafted job offer?


Under Recruitment Home, click Search Applicants.

Enter the applicants First Name and Last Name and click Search

Select the Applicants Name from the returned list.


Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.

Before you can edit your job offer, click Edit Offer and update your job offer.

Click Submit for Approval to submit your job offer for approval. A warning box will appear if you have not completed any mandatory fields.

How do I track my unpaid appointment in the approval process?


Under Recruitment Home, click Search Applicants.


Enter the applicants First Name and Last Name and click Search

Select the Applicants Name from the returned list.

Find the Job Opening in the list and click Other Actions > Recruiting Actions > Prepare Job Offer.


Click the Approvals tab to view the approval workflow

How do I edit a declined job offer?

As the Hiring Manager you will receive an email notification when your job offer has been declined.

Click on the link in this email to view the Job Offer.

Click on the Approvals tab and expand the Comments to see the reason it has been declined

To edit the job offer, click on the Offer Details tab.

Click Add Revised Offer on the right hand side.


A new Prepare Job Offer page will open. Fill in the required fields and click Submit for Approval to commence the approval workflow.

Note: the declined job offer will move to page 2 of 2.

How do I clone a previous position?


Under Recruitment Home, click Search Job Openings.

Enter the Job Opening ID and click Search.

Select the Job Opening from the list.


From the Manage Job Opening page, click Clone.

Enter the Number of New Job Openings and select Clone.

Your Job Opening will be successfully cloned and a new Job Opening ID will be created. Select the Job Opening ID to review the Job Details and Hiring Team.

Important note: The Status will be Draft until you click Save and Submit.


Review the Job Opening and click Save and Submit to commence the approval process.

Further information

Email: [email protected]: 373 54011


mailto:[email protected]

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