PeopleSoft 9.2 eRecruit - Human Resources – Human Resources
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PeopleSoft 9.2 Using eRecruit
Transcript of PeopleSoft 9.2 eRecruit - Human Resources – Human Resources
PeopleSoft 9.2
Using eRecruit
Today We Will Discuss…
> Creating a Job Posting> How to Approve a Job Posting> Viewing Applications> Extending Close Dates (Completed by HR)> Dispositioning Candidates> Creating a Job Offer> Counter Offer Process
Hiring Exceptions Form (HEF)>Completed forms currently required for all recruitment efforts
>Must be approved in advance by Vice Chancellor Plain and Chancellor Dehghani
>Routed by email, following directions on form
>HR will respond with guidance once the form is complete
Department Identifies New or Vacant Position
> For new staff positions, department submits Position Classification Questionnaire (PCQ) to [email protected] for HR to review and establish the correct job title
> For new temporary positions, department emails [email protected] with temporary job code, FTE, department code and supervisor of requested position
> Department obtains appropriate approvals and initiates posting in Recruiting module
Creating a Job Posting
hrprd.umsystem.edu
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Go in through the Compass and select the Navigator, then Recruiting and then Create Job Opening
Creating a Job Posting
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Insert your given position number. This should populate all of the required fields.
Creating a Job Opening
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You’ll make sure you’re using the Admin Recruitment template for Rolla. Fill in your target openings (usually 1). Do not fill in the desired start date.
Creating a Job Opening• 1001 UMKC Volker Campus• 1002 UMKC Hospt Hill Campus• 1003 UMKC Northland Campus• 1004 UMKC Columbia Campus• 1005 UMKC-Springfield• 1010 St. Louis• 1011 Rolla• 1012 Columbia• 1013 Missouri Central Region• 1014 Missouri Northeast Region• 1015 Missouri Southeast Region• 1016 Missouri Northwest Region• 1017 Missouri Southwest Region• 1018 Missouri East Central Region• 1020 Missouri West Central Region• 1021 Missouri Urban• 1022 Springfield
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Select 1011 for location. Input the position number. If you know the employee being replaced, please enter them in the designated spot.
Creating a Job Opening
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This information will automatically feed from the job code.
Creating a Job Opening
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Save as draft often to prevent losing all of your work during a time out. Add the ROLLA recruiting team, not just your HR Partner or who’s been helping you from HR. This way we can cover each other during absences. Add the hiring manager for your department/division. Add interested parties. They’ll have access to this posting. The budget office will need to be added and anyone else from your department who will need access. Please note that just because you may have created this posting, that does not give you access to go back into the posting. You’ll need to add yourself as an Interested Party to gain access to the posting.
Creating a Job Opening
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Add the job posting.
Creating a Job Opening
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Choose Hiring Department for description type and Internal and External for visibility (most postings) The description should be ROLLA Standard for staff positions.
Minimum Qualifications
Minimum qualifications are linked to each job code and must match what is found in the job code detail. You can access the job code detail at https://www.umsystem.edu/apps/hr/compensation/detail/compSearch/staff.php
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Minimum qualifications must match what is found in the generic job descriptions.
Minimum Qualifications
Minimum qualifications are linked to each job code and must match what is found in the job code detail. You can access the job code detail at https://www.umsystem.edu/apps/hr/compensation/detail/compSearch/staff.php
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Minimum qualifications must match what is found in the generic job descriptions.
Creating a Job Opening
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Make sure you are posting the position Internally and Externally—unless approved for posting otherwise.
Posting Timeframe> Benefit-eligible positions are required to be posted no
less than 5 business days unless underutilized, in which case they will be posted for no less than 10 business days.
> The default recommendation is 2 weeks
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The underutilization list is housed in HR/Equity & Title IX and is comprised of job codes that are underutilized by one of two populations (Minorities and Females) on our campus. When a job code is found on this list, it must be posted for at least 10 business days to make sure we are doing our due diligence to diversity the applicant pool.
Creating A Job Opening
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Remove this verbiage: Job salary offers are generally… We want to make sure we are offering realistic salary ranges to our candidates.
Creating a Job PostingApprovals Tab
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Once you have your posting complete, save and submit.
Creating a Job PostingApprovals Tab
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When you save and submit the posting, the approvals tab will appear. The approval chain will NOT auto populate. These chains vary by department.
Approving a Job Posting
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Whoever you designated as the HM will receive a notification email that they need to approve a job posting
Approving a Job Posting
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Be sure that you’re logged into peoplesoft on your default browser in order to approve.
Adding Job Posting Approval Chain
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Before the hiring manager approves (let them know to give you some time to add the approval chain because once they approve, you will be unable to add in the chain) you’ll add in your approval chain. Some departments opt to have whoever is setting up the posting as the hiring manager and then they add in the appropriate approvers. Hiring manager does not necessarily equal supervisor.
Approval Chain
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Approval chain template *subject to change
HR Job Posting Approval
> HR Recruiter looks over job posting and makes sure minimum qualifications match UM Systems minimum qualifications for selected job code.
> Assures the posting dates are correct and edits for consistency with other postings.
> Posts position on Missouri S&T’s Career Portal, HigherEd Jobs.
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Positions are also scraped to MoJobs and LinkedIn through a contracted agreement. You may see our campus positions on Indeed, Monster etc, but those are not posted by us.
HR Routes Applications
> Applications are routed daily> Hiring Managers and interested parties are able to see
routed applications> Hiring Manager is sent an email with the number of
applications routed that day
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A courtesy email to let you know that you have new applications.
Interviewer Conducts Selection Process
> Interviewers determine who to interview> Hiring Manager or designated administrator updates
applicant dispositions:Invite to Interview (Applicants you’ll send to [email protected] for approval*)
-or-Reject (no longer being considered by department hiring team)
*Please note that if your department falls under the Provost, you’ll need to send the list of interviewees to [email protected] office will do a quick review and then send the list to the affirmative action email.
Dispositioning CandidatesInvite for Interview
Once you’ve updated the dispositions of your chosen interviewees, you’ll need to send the list of applicants to [email protected] for approval before you are able to set up interviews.
> After approval email from [email protected], department schedules interviews and communicates with candidates
> Interviews are conducted and interviewers select final candidate
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Once you receive approval from [email protected] you are able to contact candidates and schedule interviews. Please do not contact candidates until you receive the proper approval to do so.
Viewing Applications
Note: If you do not have the Recruitment homepage as an option, you have not been set up with the necessary security.Please email HR and your Recruiter immediately. The turnaround time for setting up security access is typically a week.
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You will enter the Recruitment homepage through the recruitment tile. Please email HR and your recruiter immediately to set up security. We ask that if you know a new employee is going to be doing recruiting tasks, you contact us as soon as possible so that this request for access can be made ASAP.
Viewing Applications
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When searching job openings, always make sure you have the Status set to Open or just blank. This will bring up all job openings you are “attached” to. If you do not see an opening here that you are needing to access, please let us know so that we can assist in getting you added as an Interested Party.
Viewing Applications
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Click on the job opening title
Viewing Applications
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You can choose to print the candidate’s applications only, their resume only or you can select the print icon at the end of their row and print both
Viewing Applications
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When generating applications to either print or save electronically, you’ll want to make sure you have selected the box that says Exclude sections with no content available. This will keep you from having big gaps in areas the applicant did not complete. When you select Generate Report, you’ll be able to save the application as a PDF or print it out.
Extending Posting Deadlines
> Vacancies can be extended with an emailed request from the posting department
• Position number• Job Opening ID (JOID)• Additional length of posting• Brief justification
Dispositioning CandidatesReject Status
It is not necessary to wait until the position closes to status candidates.Candidates may be assigned a status as they are reviewed.
Dispositioning CandidatesRejecting Multiple Candidates
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You are able to reject more than one applicant at a time, as long as you are rejecting them all with the same reasoning.
Job Offers> Hiring Administrator enters salary information
(moving allowance if applicable) in recruiting module for offers, including information needed for the offer letter (entered in “Comments” field):• Anticipated Start Date• MoCode(s)• FTE• Salary as well as Benefits Amount• Supervisor the employee will report to• Campus Address and Phone Number
Creating a Job Offer
Creating a Job Offer
Creating Job Offer
•Anticipated Start Date•MoCode(s)•FTE•Salary as well as Benefits Amount•Supervisor the employee will report to•Campus Address and Phone Number
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Job offer comments should always contain the proper information so that HR is able to extend the offer and complete the offer letter
Creating a Job Offer
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When all necessary information is added to the job offer, you will submit for approval. This approval works the same way as inputting a job opening.
Approval Chain
Approving a Job OfferCheck the Job Offer components and comments to ensure the salary offered falls within the range posted and the FTE is correct
Approving a Job OfferOnce the offer has made it through the departmental approval chain and the compensation review, HR will extend the offer to the chosen applicant.
Job Offer is Accepted
> If the offer is accepted, Human Resources will email the offer letter to the chosen applicant and copy the hiring administrator and hiring manager. At this time, the background check will also be set up, if required.
> Once the background check has cleared and the candidate has returned their signed offer letter, the hiring administrator will be contacted to disposition all candidates who were not offered the job, with proper reasoning
Job Offer is Accepted
> Once the background check has come back with favorable results, Human Resources will prepare the chosen applicant for hire. This will create their emplID(for new employees) and IT will create their single sign on/email address/username.
> HR will reach out to applicant to let them know they will receive their system generated onboarding email and to let them know they will need to visit the HR office to present their I-9 documents.
Job Offer is Accepted
> Once the new employee has completed their onboarding forms and presented their I-9 documents to Human Resources, their hire will be processed. Once their hire is processed, the JOID will be closed and correspondence will be sent to candidates who were not selected.
> All regular employees will need to attend the New Employee Orientation which takes place every working Monday through Zoom and begins at 8:30am.
> This orientation consists of an hour of general policy and campus information, a small break and then an hour long overview of benefits.
> Non benefit eligible employees are welcome to attend NEO, but wedo not recommend they stay for the benefits portion.
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It’s important to note that candidates are NOT sent rejection notification until the chosen candidate has been fully hired into the system. This is done to be sure we aren’t notifying any of your applicant pool of the rejection, incase your chosen applicant doesn’t start and you had a second choice. It is recommended for the department to reach out to anyone they interviewed but did not select before HR sends the generic rejection notice. If the department feels more comfortable with HR sending their interviewees a more personalized message, please contact us and we will work with you to do so.
Counter Offers
> When a chosen applicant decides to submit a counter offer, Human Resources will contact the department with the counter
> If the department would like to accept the counter offer or submit their own counter offer, the offer will need to go through a compensation equity review firstby HR and then go back through the original offer approval chain before it can be extended to the chosen applicant.
Declined Job Offers/Reposting Positions
> If the initial offer is rejected, the department can create another job offer from the current applicant pool or repost.
> If the department chooses to repost, all applicants will be rejected and notified by Human Resources.
> The current posting will be cloned under a new Job Opening ID (JOID) and the original job opening approval chain will be added.
Questions?
Thank you for your time and commitment to our university and its recruiting efforts!
