OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Creating a Job Opening This training guide covers the steps to create a Faculty, Staff, or OPS job opening. The OMNI recruitment process starts with the department creating and approving a job opening to advertise a vacant position. The assigned Employment & Recruitment Services Recruiter then reviews the posting. If it’s a Staff (A&P or USPS) position, the Recruiter will develop screening questions based on the qualifications and submit them to the hiring department for their approval, along with providing a copy of the market analysis for that job code. Once everything has been reviewed, the Recruiter will approve and post the job opening via OMNI to start the recruitment process. Key Information: Position Number (for Staff and Faculty positions) Job Classification Specifications Pull the Position Description and reference (for Staff positions) Job Code (for OPS) Job Posting Checklists:

• Faculty positions • Staff positions • OPS jobs

Step Action 1. Start by going to, https://my.fsu.edu and sign into OMNI with your FSUID and

password. Click the HR Icon.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

2. Select Department Administration > Recruiting Tile > Creating Job Opening

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action 3. In OMNI, certain tasks have Embedded Help icons built into them, which

is symbolized by a small question mark. Explore the embedded help on this page by clicking the icon, and take a moment to review this information. Click the x to close the Embedded Help window.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

4. Enter or select the appropriate Job Family, Position Number if Faculty or Staff (number is preceded by 3 zeros), and hit the tab key on your keyboard to auto populate the Job Code and Job Posting Title fields. Select the Recruiting Location. Click Continue.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

5. Click Job Information tab For Staff and Faculty positions, the majority of the fields on the Job Information page automatically populate based on the position number. If creating an OPS Job Opening for multiple positions, adjust the Target Openings and Available openings. For OPS jobs, enter the Location. If there's currently an incumbent in the position, it's helpful to provide the employee's name in the Employees Being Replaced field. This can be done by either typing the employee’s first & last name in the field and pressing Tab on your keyboard, or by clicking on the magnifying glass icon and searching for the employee.

The Staffing Information simply defaults based on the position and can be left as is. Specify the Schedule Type for an OPS job. With the exception of Schedule Type and Regular/Temporary status, the Staffing Information is not displayed to applicants. If you wish to post a certain schedule, do so on the Postings tab of the job opening.

The Salary Information simply defaults in based on job code and can be left as is. This information is not displayed to applicants. If you wish to post a salary range, do so on the Postings tab.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

6. Click Minimum Qualifications tab For Faculty and OPS positions, this page can be left blank. For Staff positions, refer to the position description for the minimum education & experience required for the position. Enter the minimum education & years of experience required on the first row, and then click the Add Work Experience and Education link to list out every equivalent above the minimum [e.g. if the position requires a high school diploma/equivalent and two years of experience - enter that on the first row. Then, enter rows for each of the following: AA/AS Degree, Bachelor's Degree, Master's Degree, Doctorate (Academic), and Doctorate (Professional)]. Continue clicking the Add Work Experience and Education link until every equivalent level is entered. Note: this information does not carry over to the posting page and is not displayed to applicants; this is for behind the scenes recruiter screening purposes only.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

7. Click the Background Check Questionnaire tab. Answer each question; No or Yes. Confirm these answers with the hiring supervisor. Once questions are answered, the background level will generate at the bottom of questionnaire. The background check level will be reviewed by Human Resources Background Check staff.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

8. The Accomplishments tab is not used; skip over this tab. Click Posting tab To start the posting page, click Add Job Posting (only click Add Job Posting once). Reference the respective Job Posting Checklist for a list of required posting descriptions for Faculty, Staff, and OPS openings. The description types can be entered in any order, as they will default to a standard order once posted. If a Staff position, pull and reference the Position Description.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

9. Posting Title generates automatically. Changes (e.g., spelling out a title the system has abbreviated, including the shift, indicating if it’s OPS, etc.) can be made if needed; however, working titles for Staff positions must first be approved by Compensation/Classification.

Step Action

10. Click Add Posting Description. Select the Description Type from the drop down menu. Click the Visibility drop down menu - choose Internal and External. Type the information in the text box. Certain Description Types that are standard and not department-specific have a Template tied to them that will populate when selected (e.g. Criminal Background Check, EEO Statement, Veterans’ Preference, How to Apply, Soft Money Funded, Pay Plan etc.). The standard statements are outlined on the Job Posting Checklists. Please do not alter the standard statements.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

11. Click the Add Posting Description button again. Continue to click Add Posting Description until all required description types and content has been added.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

NOTES: Qualifications Description For the Qualifications of a Faculty or OPS position, consult with your hiring authority for the education, years of experience, and type of experience/skills required. Also, consult Job Class Specifications for Faculty. For the Qualifications of Staff positions, refer to the education and experience listed in the Position Description, as well as ask the hiring manager to review the position description and provide you with any experience, skills, physical ability, and/or certifications/licensure needed for the position day one. The information listed in the Qualifications for Staff positions will be used by the Recruiter to formulate screening questions and later to screen the applicant pool.

Responsibilities Description The Responsibilities for A&P and USPS positions are found on the Position Description, and outline the functions of the position. These can be copied and pasted from the Position Description. For responsibilities of Faculty positions, consult the Department Chair. For responsibilities of OPS, consult the hiring manager.

Click the trash can icon if you need to delete a Posting Description that was added by mistake.

To confirm the delete, click the OK button.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action

12. Set Job Posting Destinations The Posting Destinations must be set to FSU Web Site and there should be two Posting Type rows—Internal Posting and External Posting.

All A&P, USPS, and Faculty Job Openings must be posted for a minimum of seven days, and the system will automatically default to a seven day posting duration as pictured below. You may increase the number of days, if desired, by adjusting the posting duration value. You may select certain dates for the posting to open and close by clicking the Trash Can icons across from each row > Add Posting Destinations to ensure both rows are there > and selecting the Post and Remove Dates from the calendar icons.

For open until filled, enter remove date of 01/02/9999. Note: the posting remove date is a “to” date not a “through” date (e.g., if the remove date is 2/14/2020, the job opening will close 2/13/2020 at midnight.). Openings should never be set to close on a weekend or holiday.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Example of setting certain dates for the posting to open and close.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action 13. Preview posting

You may click the Preview button, and copy & paste the entire posting into a Word document/Outlook email to spell check it all at once, or use the spell check icons across from each description.

To return to the posting page, select Return to Previous Page > OK.

Step Action

14. Screening tab Please do not enter anything on this page. Your recruiter will take care of entering the information and completing the processes on the Screening tab.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

16. Select Add Recruiter Team > check Team ID 1 – Recruiters > click OK > select

you Assigned Recruiter from the list that generates.

Step Action

15. Hiring Team tab The department will be prompted to list the following on this tab:

• Recruiter • Interview Panel • Hiring Process Representatives • Records Custodian • Hiring Authority

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action 17. Click each button to add the Interview Panel, Hiring Process

Representatives, Hiring Authority, and the Records Custodian accordingly:

a. Interview Panel: faculty and/or staff members responsible for interviewing candidates. The panel should be the same group of individuals for a single job opening. If one of the panel members is replaced during the hiring process, the replacement member must be added, but do not remove the original interview panel member. If the hiring process includes a multi-step interview process, interviewers at all steps must be included.

b. Hiring Process Representatives: any other faculty or staff member(s) that needs access to the hiring process. Generally, a department representative, administrative assistant, or executive assistant helping with the dissemination of hiring process information, including candidate information, to the Hiring Authority or the Interview Panel.

c. Hiring Authority: the faculty or staff member responsible for the final approval of the job offer/hire. Usually a Dean, Director, Department Head, VP, etc. There is only one Hiring Authority.

d. Records Custodian: the faculty or staff member responsible for maintaining the entire paper and electronic documentation file related to the hiring process. This includes, but is not limited to: copies of advertisements; vitae, resumes, or printed applications (particularly if they contain notes); interview notes; work samples; scoring results; salary negotiation correspondence; etc. These records must be maintained for four years after the date of hire. There is only one Records Custodian.

OMNI Training Guide Creating a Job Opening

Updated 2/14/2019

Step Action NOTES: If you do not have the names of the Interview Panel or Hiring Process

Representatives available at the time of submitting the job opening, contact your assigned Recruiter to have the names added to the opening once identified.

Make sure you add the correct employees (verify employee ID through Job Data).

Never select an employee name that comes up in all CAPS.

Step Action 18. Once all aspects of the job opening have been entered as required, click

the Save & Submit button. NOTE: The job opening information is not saved until you click the Save as Draft or the Save & Submit button.

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OMNI Training Guide Creating a Job Opening

Congratulations! You have completed this topic.

Questions on these procedures? Contact your Assigned Recruiter.

Step Action 19. Click the Approvals link to confirm the approval chain has generated

accordingly. Once the job opening has been saved or submitted, the Job Opening ID# is generated by OMNI. Use this ID when returning to Recruiting > Search Job Openings to check the status and/or view the applicant pool.