HIRING MANAGER

JOB POSTING REQUISITION INSTRUCTION

MANUAL

iCIMS iRecruiter 6.2

May 2007

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Job Posting Requisition Manual

Table of Contents Introduction................................................................................................3 Login ..........................................................................................................4 Password....................................................................................................4 Change Your Password.............................................................................5 My To-Do-List .............................................................................................6 CREATE NEW JOB ....................................................................................7 CREATE NEW JOB Part 1 - Job Details ...................................................8 CREATE NEW JOB Part 1 - Required Fields............................................9 CREATE NEW JOB Part 2 - Job Description .........................................10 CREATE NEW JOB Part 3 - Edit Job Approval List ..............................11 Print Off Job Requisition.........................................................................11 Logout.......................................................................................................12 Accessing Job Requisitions ...................................................................13 Revisions to Job Requisitions................................................................14 Job Requisition Examples ............................................................. 15 & 16 Contact Persons ......................................................................................17

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Introduction iCIMS iRecruiter 6.2 is a Human Resources Electronic Recruitment system that stores hiring manager information, job postings and job applicant information. This is a multi-purpose system and not all functions of the system apply to the hiring manager. The hiring manager is responsible for creating the on-line job requisition and submitting the requisition to their HR Advisor. This is done for existing positions and temporary employment opportunities. This is the beginning of the on-line non-academic hiring process. Human Resources is responsible for finalizing the job posting request, acquiring the appropriate approvals, and posting the job. Human Resources continues the on-line process to the end of the hiring process. This manual only documents the hiring manager’s role in the process.

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Login LogIn: as assigned by Human Resources Password: as assigned by Human Resources

To have a “Login ID” and “Password” assigned, contact the Assistant, HR Advisor. If you have forgotten your “Login” ID or “password”, contact the Assistant, HR Advisor. If you are going to be away for an extended period of time and someone else will be responsible for preparing job requisitions, before you leave, contact the Assistant, HR Advisor.

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Change Your Password The password assigned to you by Human Resources is a default password only. Please change your password on initial entry to iRecruiter. Changing your Password 1. Login to iRecruiter 2. Click on 'My Personal Info' in your menu bar 3. Click on the login tab 4. Enter a new Password in the Password field 5. Click the Save icon (upper right-hand side of screen) 6. You will be prompted to enter your password again. Enter your password and

click 'Ok' 7. An 'Updated Successfully' dialog box will appear. Click Ok.

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My To-Do-List “My To-Do List” is the first form viewed when iRecruiter 6.2 is opened. This is where the selection is made to access the “Create New Job” form to create a job posting requisition, as well as links to your existing job posting requisitions. To create a new job posting requisition, click: New Job.

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CREATE NEW JOB The “Create New Job” form is used to create a job posting requisition for an existing position or a temporary employment opportunity. To navigate on the “Create New Job” form, use the “Tab” key or mouse. All fields with an “asterisk” are required fields to be completed by the hiring manager. The hiring manager must also enter the name of their HR Advisor. There is the option to include a comment at the bottom of the form “Comments to HR?”. Human Resources will complete all other fields on the form. The HR Advisor is responsible for the electronic approval process. There are three parts to a job requisition form, displayed on three separate screens. The hiring manager must access each of the 3 screens to complete the process.

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CREATE NEW JOB

Part 1 (Job Details) The hiring manager completes Part 1 of the form, all fields with an asterisk (*), and the “HR Advisor” field. See next page for more details. When completed, click: ”Next”

Folder: indicates the status Search icon indicates a table with options to select from.

If you do not want to have your temporary job posted please make note in the Comment field at the bottom of the form. i.e. Do not post. I have a viable candidate.

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Required Fields *Job Title: free text (enter the same title as on the job desription) *Department: [Unspecified] click to view options and select from table *Employment Status: Continuing FT Continuing PT Term FT Term PT Temporary FT Temporary PT *Hire Type: Continuing Term CDA Replacement Contract Temporary *Outgoing Incumbent: free text (i.e. employee name, vacant , new) *Salary Level: select from table (selection is also required for temporary hires) *Position Available: date format MM/dd/yyyy or use calendar *Hiring Manager: your name should default *Job Location: defaults - do not change HR Advisor: no asterisk but must be entered - select your assigned HR Advisor from the drop down table. *Reason for Vacancy: free text (i.e. transfer, promotion, termination) *Job Description validated with compensation: Yes/No *Account #: FOAP (i.e.100000-025-666666-1200)

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CREATE NEW JOB

Part 2 (Job Description) The hiring manager does not attach a job description. Human Resources (Compensation) completes this part of the process. The hiring manager must, click: “Finish” to continue. This step prompts an automated email to be generated and sent to the hiring manager with an assigned job number and the job title.

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CREATE NEW JOB

Part 3 (Edit Job Approval List)

The hiring manager completes Part 3 to notify the HR Advisor of a job posting request. FIND: enter your HR Advisor’s name Click: Search Found Matching Approvers: the HR Advisor’s name will default in when found, HIGHLIGHT his/her name Click: “Insert Approver” The HR Advisor’s name and email address will appear under Current Approvals. Click: “Save & Exit” This step prompts an automated email to be generated and sent to the HR Advisor specified, notifying her/him of the job posting request.

Select the “Printer” icon to print off a hardcopy of the requisition. You must be on the “Detail” screen to use the print option.

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LogOut Select “Logout” on the menu bar to exit iRecruiter.

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Accessing Job Requisitions The job posting links on the right hand side of the screen on “My To-Do-List” indicates the posting status. “My Open Jobs” (approved jobs) and “Pending Jobs” (waiting approval), temporarily hold the job posting requisitions that have been sent to Human Resources, and will remain in the appropriate boxes until the status changes. When the position is filled by Human Resources the status will be changed to “closed”, at that time the job record will automatically move to the “Menu” area on the left side of the form. The other two categories are not applicable. To view a job posting requisition click on the job id and title. (See output in bottom diagram)

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Revisions to Job Requisitions Revisions can be made to a posting requisition by the hiring manager when the Folder is “Pending Approval”. To access a pending job posting requisition: Go to: My-To-Do_List Pending Jobs: click on job number and title

Click: Edit This Profile Make revisions Click: “Save & Exit”

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“Save & Exit” will generate an email to the HR Advisor. Job Requisition Examples Example 1 - Continuing Position

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Job Requisition Examples continued Example 2 – Temporary Hire

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Contact Persons If you have questions, need assistance or require additional training, please contact: Assistant, HR Advisor (until Friday, June 1st, inclusive)

- Pam Bryan x2220 pamela_bryan@carleton.ca (as of Monday, June 4th)

- Melanie Richardson x8865 melanie_richardson@carleton.ca Your HR Advisors are:

- Nancy Hogan x3507 nancy_hogan@Carleton.ca

- Greg Bugler x1454 gregbugler@carleton.ca

- Andrea Barton x8685 andrea_barton@carleton.ca (as of Monday, June 4th)

OR Do not post. I have a viable candidate.

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